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A cafe workflow,
from sign-up to regular.

Many first-time customers never hear from you again, because there is no easy way to ask. This page draws one way a cafe can invite people to stay in touch, and only message the ones who said yes.

See the workflow

The cafe workflow, step by step.

Read it top to bottom. Solid boxes run by themselves; dashed boxes are where a person decides.

  • Automated step (solid border)
  • A person decides (dashed border)
  • Consent or calling rule

  1. A customer signs up at the counter

    A QR code on the counter or the receipt opens a short sign-up form: first name, mobile or email, and what they want to hear about.

    • QR code
    • Sign-up form

    Consent: an unticked box the customer ticks themselves to get offers by SMS or email, naming the cafe and saying how to opt out. No tick, no messages.

  2. A welcome message

    Straight after sign-up, one message confirms what they signed up for and how to opt out.

    • SMS, with consent
    • Email

    Consent: sent only because they asked, with the cafe named and an opt-out.

  3. Visits are counted

    If your point-of-sale system or loyalty app records visits, the workflow reads them, so you know who is becoming a regular.

    • Point of sale
    • Loyalty app

  4. You write the offer

    On a slow day, you decide whether to send anything, what it says and who gets it. Nothing goes out unless you approve it.

    • Your decision

  5. The offer goes to people who opted in

    Only customers who ticked the box receive it, and each message carries the cafe's name and an opt-out.

    • SMS, with consent
    • Email

    Consent: opted-in customers only. An opt-out is honoured, and they get nothing further after it.

  6. A regular drifts off

    When someone who used to come in has not been for a while (you set how long), one friendly message invites them back. Then nothing more unless they return.

    • SMS, with consent
    • Email

    Consent: opted-in customers only, with an opt-out in the message.

  7. The review request

    Customers who signed up can be asked for a review, the same way for everyone. No free coffee or discount in exchange.

    • Email

    Consent: opted-in customers only, one request, with an opt-out.

This is an example workflow, not a client's system. The exact steps depend on your tools, your customers' consent and the controls agreed before anything runs. Steps marked SMS are built to run by text message. Our SMS service is not live yet, so those steps will not text anyone until it is; your written quote states what runs from day one.

Pixelate Pty Ltd | ABN 15 699 872 752 | Brisbane QLD | pixelategroup.com/workflows/cafe-automation | contact@pixelategroup.com | 0422 014 927

The rules this cafe
workflow keeps.

  • Texts and the Spam Act. Messages go only to customers who opted in, every message names the cafe and how to reach it, and carries a working opt-out that is honoured within five working days. Bought lists are never used.
  • Reviews. Google's review policy does not allow incentives for reviews, so no freebie is offered for one, and everyone is asked the same way.
  • Customer details. Collect only what the offer needs: a first name and one contact. The sign-up page says what the details are used for.

Related pages.

Workflows by industry

Draw your cafe's workflow with us.

Show us how work reaches your cafe today and where it stalls. We will tell you plainly which steps a system could carry, which stay with you, and put the cost in writing before anything starts.

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