Equipment maintenance calendars
How to set up and follow equipment maintenance calendars in cafés to minimize downtime, extend machine lifespan, and ensure consistent drink quality.
- Coffee Basics Nerds
- 2 min read
Article 8 of 12 in Café Operations & Business/
Why Maintenance Calendars Matter
- Prevents unexpected breakdowns during peak hours.
- Maintains brew consistency and food safety.
- Reduces long-term costs by extending equipment life.
- Ensures compliance with manufacturer warranties and safety standards.
Key Equipment Requiring Maintenance
- Espresso Machines: Boilers, group heads, gaskets, steam wands.
- Grinders: Burrs, hoppers, motors.
- Batch Brewers & Kettles: Water lines, shower screens, filters.
- Refrigeration Units: Seals, condensers, temperature checks.
- Dishwashers & Sinks: Filters, drains, limescale prevention.
Suggested Maintenance Calendar
Daily
- Backflush espresso machines with water.
- Wipe grinders, purge steam wands, clean surfaces.
- Empty knockbox and sanitize.
Weekly
- Backflush espresso machines with detergent.
- Soak portafilters and baskets.
- Brush grinder burrs and clean chutes.
- Wash refrigerator shelves and check seals.
Monthly
- Inspect and replace espresso gaskets/screens.
- Check grinder burr sharpness.
- Descale water boilers if needed.
- Test water filtration system.
Quarterly
- Professional technician inspection of espresso machine and brewers.
- Calibrate scales, thermometers, and pressure gauges.
- Clean refrigeration condenser coils.
Annually
- Full service of espresso machines (boilers, valves, seals).
- Replace grinder burrs if heavily used.
- Evaluate all equipment for upgrades or replacements.
Tools & Systems
- Digital Calendars: Google Calendar, POS-linked reminders.
- Physical Logs: Checklists posted near equipment.
- Service Contracts: Partner with certified technicians for scheduled visits.
Summary
An equipment maintenance calendar ensures daily cleaning, scheduled servicing, and professional inspections that keep café operations smooth. Proactive care minimizes costly breakdowns and guarantees consistent quality in every cup.