Automate Your Café Admin: Practical Tools to Save Time and Focus on Customers

Running a café involves a lot of admin that can take you away from providing excellent service. Here’s how automation can simplify your tasks:

 

1. EPOS System for Order Management and Reporting

 

• Problem: Manual order tracking and end-of-day reporting are time-consuming.

• Solution: Use an EPOS system like Seamless to:

• Automate sales reports and track trends.

• Manage orders and integrate with kitchen printers or displays.

• Monitor staff performance and customer preferences.

 

2. Inventory Management Tools

 

• Problem: Manually checking stock is inefficient and prone to error.

• Solution: Use apps like MarketMan or Sorted to:

• Track stock levels in real-time.

• Set alerts for low stock or expiry dates.

• Generate order suggestions based on past usage.

 

3. Accounting and Payroll Software

 

• Problem: Calculating wages, managing tips, and tracking expenses can be overwhelming.

• Solution: Use tools like Xero, QuickBooks, or Sage to:

• Automate payroll, including tip distribution.

• Sync with your EPOS for real-time expense tracking.

• Prepare VAT returns with minimal effort.

 

4. Staff Scheduling Apps

 

• Problem: Creating rotas manually is tedious and often leads to errors.

• Solution: Use tools like Deputy or When I Work to:

• Optimise rotas based on demand.

• Allow staff to swap shifts digitally.

• Send automatic reminders for shifts.

 

5. Customer Loyalty Programmes

 

• Problem: Retaining customers is vital but difficult to track manually.

• Solution: Use digital loyalty tools like LoyalZoo or Yollty to:

• Create automated rewards schemes.

• Track customer purchases and offer personalised rewards.

• Sync with your EPOS for seamless integration.

 

6. Marketing Automation

 

• Problem: Regular promotions and customer engagement take up time.

• Solution: Use tools like Mailchimp or HubSpot to:

• Automate email campaigns and offers.

• Schedule social media posts.

• Track customer responses and refine strategies.

 

Why Automation Matters

 

By leveraging these tools, café owners can:

• Save time on repetitive tasks.

• Reduce errors and increase efficiency.

• Focus on growing the business and enhancing customer experience.

 

Seamless EPOS is a cornerstone of café automation, offering robust integrations to simplify admin tasks and empower your business.