Help & Tutorials

Head to mybaristatrainer.com and click Get Started Free. Enter your name, email, a password, and your shop name, then confirm you’re 16 or older and agree to the terms. After registering you’ll get a verification email — click the link to verify your address. You can start using the app right away; just look out for that email.

Once logged in, click Dashboard in the top navigation to manage your shop. The Overview tab shows your trainee count, pending join requests, recipe count, and overall team stats at a glance. From here you can reach everything: your menu, your trainees, branding, and billing.

Go to Menu Board → Drinks → Add New Drink. Give it a name and choose a type (hot, cold, blended, or room temp). Check which cup sizes it comes in, then add ingredients — pick from the dropdown or type a new name and add it on the spot. Drag ingredients to set the order trainees see them in on flashcards. Use the Notes field for anything trainees should know, like “small gets one shot, medium gets two.” Every recipe needs at least one size and one ingredient to save.

Clarifying questions make orders feel real. When editing a recipe, expand the Clarifying Questions section. Type a question a barista might ask — like “Would you like any flavor in that?” — and add an answer for each option, adjusting the ingredients each answer adds or removes. One latte recipe can cover Vanilla, Caramel, and Toffee Nut just by adding an answer per flavor.

Toggle Barista asks to Customer asks for things the customer brings up themselves, like “Can I get that iced?” — trainees have to listen for those in the opening order. Each question needs at least two answers.

Example — barista asks: Question: “Would you like any flavor in that?” → Answer: “Yes, vanilla please” (adds Vanilla Syrup)

Example — customer asks: Question: “Can I get that iced?” → Answer: “Sure, iced is no problem!” (adds Ice, removes Hot Water)

In Menu Board → Ingredients, type a name, choose a category, and click Add. You can also add ingredients on the fly while building a recipe.

Renaming an ingredient updates it everywhere it’s used. You can’t delete an ingredient that’s still part of a recipe. Free plans include up to 15 ingredients.

Categories group your ingredients in the builder and on the Take Orders screen. They keep things organized but don’t affect grading directly. Add, rename, or delete categories in Menu Board → Categories. Renaming a category updates every ingredient using it. Default categories can’t be deleted, and a category in use can’t be removed until its ingredients are moved. Free plans include up to 5 categories.

Milk and whip work automatically once they’re part of a recipe — sometimes the customer states their preference, sometimes the trainee has to ask. In Menu Board → Milk Types, add each milk your shop offers. The active checkbox controls whether it shows up in orders. “Whip friendly” controls how often whip is requested with that milk — leave it on for dairy, turn it off for non-dairy options like oat or almond.

Drag to reorder how milks appear during Take Orders. You can also lock a specific milk or whip preference to a single recipe — perfect for a regular who always orders the same thing, so new hires are ready on day one. Free plans include up to 6 milk types.

Study mode is a flashcard view of your menu. Each card flips to show ingredients, sizes, and your notes. It’s read-only — great for trainees to review before practicing, and useful for you to see exactly what your team studies. Mastery is earned in Take Orders, not Study.

The dashboard has everything in one place. Overview for stats. Trainees to invite your team and track individual progress — click any trainee to see their accuracy, weak spots, and mastery. Pending to approve people who joined with your code. Menu to manage recipes. Branding (on paid plans) to add your logo and colors. Billing to manage your subscription.

There are two ways to bring a trainee aboard. Share your six-character join code — they enter it when signing up, and you approve them in the Pending tab. Or send an email invite directly from the Trainees tab, which skips the approval step since you initiated it.

Once they’re in, sort your trainee list by XP, accuracy, last active, or name. Click a trainee to see their detailed stats, including a “Needs Practice” panel that automatically flags drinks they’re struggling with. Free plans include up to 2 trainees; paid plans support up to 50.

On a trial or paid plan, the Branding tab lets you upload your logo (PNG, JPEG, WebP, GIF, or SVG, up to 2MB), set your shop name, and choose an accent color. Your trainees see your shop’s identity while they train, making the experience feel like yours.

Paid plans can bulk-import recipes. In Menu Board → Drinks, click Import CSV, download the blank template to see the format, fill it in, and upload. Duplicates and anything over your plan limit are skipped, and you’ll see a summary of what imported.

Manage your plan in Dashboard → Billing. Start a 7-day free trial any time — no charge until it ends, cancel whenever. Plans are $29.99/month or $299.99/year. Click “Manage Billing” to open the secure Stripe portal where you can update your card, view invoices, or cancel.

If you cancel, your data is never deleted — if you have more than five recipes you’ll just see the extras locked until you resubscribe.

You’ll be invited one of two ways. If you got an email invite, click “Accept Invite,” create your account, and you can start training right away. If you got a join code, go to app.mybaristatrainer.com, click “Join a shop with a code,” enter your details and the code, then request to join. The shop owner approves your request, you’ll get an email, and then you’re in.

Take Orders is the main game. A customer asks for a drink — sometimes they give every detail, sometimes you have to ask. They might also volunteer questions like “Can I get that iced?” which changes what you need to build. Select the right drink, size, milk, whip, and ingredients, then submit. Get it right and you earn XP and stars.

Study mode lets you flip through flashcards of every drink on the menu to practice any time. And the Collection tab is where your achievements live — unlock them as you hit goals like mastering a drink or building a streak.

My Barista Trainer works in any browser and installs like a real app — no app store needed. On iPhone, open the app in Safari, tap Share, then “Add to Home Screen.” On Android, open it in Chrome, tap the menu, then “Install app.” On desktop, open it in Chrome or Edge and click the install icon in the address bar.

Click Settings in the header to change your display name, email, or password. You can also download all your data as a CSV any time. Shop owners have a Danger Zone here to permanently delete their account and shop.

After signing up you’ll get a verification email. Click the link to confirm your address. If the link expired, you can request a fresh one from the verification page or the banner inside the app.

Click Support in the header any time. Choose a subject, write your message, and send — it reaches us directly and we respond within 48 hours. You can also email support@mybaristatrainer.com.