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The point of maintaining your espresso equipment is simple: to keep it operating at peak performance, protect the health and safety of your baristas, and ensure product quality stays at its best. A well-maintained machine makes better coffee, runs more efficiently, and lasts longer.

On average, traditional espresso machines should receive maintenance annually. Higher volumes might consider semi-annually and lower volume machines every eighteen months. No machine should be neglected past two years. 

Below you'll find our list of essential maintenance tasks for you and your technician to perform.  For appearance, components are listed in alphabetical order and not by importance. 

1.  Brew Valves

Brew valves should be inspected regularly for leaks and proper function. Brew valves may begin to leak when not in use. This can go unnoticed if the leak moves down the drain and not out of the group head. If the brew valve begins to leak during brewing, shots will become inconsistent because some of the measured brewing water will be diverted down the drain. If your brewing levels are inconsistent in both time and volume,  your brew valves are most likely leaking. Valves may be rebuilt or must be replaced depending on their type.

2.  Electrical Connections

Inspect all electrical connections for discoloration, loose terminals, or burnt wires. Replace or repair them immediately. Poor connections create excess heat, which can damage other components or even cause a fire.

3.  Fill Probe

During yearly maintenance, inspect and clean the fill probe on the steam boiler. This probe attracts minerals over time which can interfere with its ability to detect the water level. Clean it thoroughly, and if a Teflon insulator is present and available for purchase, replace it as needed.

Note: If the probe is coated with mineral buildup it may fail to sense the correct water level. This can cause the boiler to overfill, leading to low steam pressure and temperature drops at the group heads. The probe can also ground out, preventing the boiler from refilling at all — which can dry-fire and destroy your heating element. Either problem results in costly downtime and unnecessary repairs.

4.  Group Gaskets

A fresh gasket stays flexible and seals well, preventing wear on the group head and portafilter. A hardened gasket increases friction, and each time you lock in the portafilter it creates unnecessary wear on your group head and portafilter. Barista can also be seriously hurt from the torque repetition. 

Note: If your gaskets are dried out when you replace them, you are using them too long. Group gaskets are commonly inexpensive and can be replaced by most baristas. If changing them every three months isn’t practical, switch to a high-quality silicone gasket that lasts longer and stays supple.

5.  Pipes and Fittings

Inspect pipes and fittings for leaks or corrosion. Pipes leading to the pressure switch or transducer for your steam boiler should be cleaned annually to maintain steady pressures. Blockages here can cause weak or no steam, unsafe overpressure, or temperature swings in machines incorporating a  heat exchange system.

6.  Pressure Switch

The purpose of your pressure switch is to timely turn on and off the heating of your steam boiler. This component is important to maintain steam pressure and in single boiler systems, temperature at the groups. If your switch includes a contactor, it may wear faster due to contact point wear or carbon build up and should be checked more frequently. If the contacts on your pressure switch become fused, your heating element will not turn off causing overheating and pressure. If the contacts don’t make connection due to carbon build up, your machine will not heat. Depending on usage and switch type, replace the pressure switch every two years — or every three to five years for low-volume operations.

Note: Once your pressure swing is more than .3 bar it is passed time to replace your pressure switch.

7.  Pump and Pump Motor

Your pump drives the water pressure needed for proper extraction — it’s critical to your espresso quality. Inspect the pump and motor during routine maintenance. The pump’s internal components — vanes, seals, and bearings — wear out over time.

If you can’t adjust the pump pressure or notice leaks from the balance valve, have this part replaced to maintain stable pressure. If you see any leaks other than from the balance valve, no matter how minor, the pump should be replaced immediately. Running the machine with a worn or leaking pump can damage the pump motor as well. 

While the motor itself typically lasts the life of the machine, its capacitor should be replaced periodically. A failing capacitor can cause the motor to start inconsistently, resulting in uneven shots and unreliable performance.

Note: Pumps typically last between 2-5 years depending on manufacturer and use.

8.  Screens

Screens distribute water evenly over the coffee bed, ensuring a consistent extraction. Just as importantly, they prevent coffee grounds from being sucked up into the brew valve or getting stuck in the passages leading to the brew valve — which can lead to expensive repairs. Replace screens during annual maintenance or sooner if they become damaged, bent, or clogged.

Note: Coffee grounds can easily bypass a damaged screen. Never operate your group with bent, torn, or a absent  screen. 

9.   Steam Valves

Steam valves should be inspected regularly for leaks and proper function. Depending on the type of valve, plan to have them rebuilt or replaced based on your technician’s recommendation. Usually mechanical valves once a year, higher volume may be semi-annually and lower volume every other year.

A steam valve that is slow to close can cause milk to splatter on baristas, while a leaking valve can overheat the steam wand, creating a burn hazard. For mechanical valves, regular lubrication is essential to prevent excessive wear on metal parts. Just because your steam valve is not noticeably affecting beverage quality without proper maintenance your valve will become irreparably damaged. 

Note: Technicians typically carry parts to rebuild steam valves but may not have complete replacement valves on hand. If a steam valve needs to be replaced due to neglect, you’ll likely need to special-order the part, pay extra for shipping and travel charges, and risk losing sales while waiting for repairs.

10.  Vacuum Valve

The vacuum valve at your steam boiler should be rebuilt or replaced annually or semi-annually depending on the manufacturer. Vacuum valves are notorious for sticking closed which creates a vacuum causing milk to be drawn up into the boiler — a serious issue that contaminates your boiler and requires a full teardown and cleaning. If the vacuum valve leaks internally, it can vent steam into the machine cabinet, damaging electrical components.

 Note: Vacuum valves are now also found on steam wands. Maintenance will typically be the same.

11.  Water Treatment

It’s common in specialty coffee to see people invest in water treatment, only to neglect it once it’s installed. But your water treatment system is not a “set it and forget it” solution. What goes into your boiler stays in your boiler — minerals don’t just disappear. If you’re a high-volume café adding minerals back into your water for taste, be aware: this can cause scale buildup and may require expensive refurbishments sooner than you’d expect.

Many equipment problems come down to hardness in the water. Never allow treatment cartridges to expire. Your system should be properly sized for your volume of use so that filter replacements are routine and done at least annually. Routine water maintenance protects your equipment, your coffee quality, and your bottom line.

Note: If using a softening tank or cartridge system, test your water before swapping filters. If your water is already hard, your system may be undersized, or you may need to replace cartridges more often. If you’re using a softening tank, consider regenerating it more frequently. For an RO (reverse osmosis) system, replacing cartridges on time is critical for the system to do its job.  

Final Thought

Routine maintenance is far cheaper than emergency repairs. Staying on top of these basics will keep your machine reliable, your coffee tasting its best, and your business running smoothly.

by Ruth Easley

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