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Cupping Session

Cupping Session and Cupping Library are Quality Control modules designed to evaluate the quality of roasted coffee using internationally recognized standards (SCA / COE). These modules enable the QC team to:

  • Create structured cupping sessions
  • Invite internal and external evaluators
  • Perform systematic scoring
  • Store historical quality data
  • Analyze quality trends and patterns

☕ MENU 1: CUPPING SESSION

📋 A. CUPPING SESSION DASHBOARD

Menu Path:
Production → Cupping Session

Dashboard Statistics
The initial view displays four statistic cards:

  1. Total Sessions (13 / 8)

  • First number: Total number of sessions
  • Second number: Active/ongoing sessions

  1. Open Sessions (13 / 0)

  • Sessions with “Open” status (not yet started)
  • Ready for execution

  1. Done Sessions (13 / 5)

  • Completed sessions
  • Results stored in the Cupping Library

  1. Cancelled Sessions (13 / 0)

  • Cancelled sessions
  • No evaluation data generated

Session List Table – Displayed Columns

  • LOT ID – Unique session identifier (LOT001, LOT002, etc.)
  • Date – Cupping date
  • Time – Cupping time
  • Participants – Number of invited participants
  • Evaluators – Number of evaluators assigned
  • Samples – Coffee batches to be cupped
  • Status – Open / In Progress / Done / Cancelled
  • Actions – Edit, Delete, View Results

➕ B. CREATE NEW CUPPING SESSION

Step 1: Click [Create New Session]

A form will appear with the following fields:

Basic Information

  1. Session ID (LOT Number)

    • Format: LOT001, LOT002, LOT003, etc.
    • Auto-generated by the system
    • Not editable
    • Unique for each session

  1. Session Date (Required)

    • Select cupping date
    • Format: DD/MM/YYYY
    • Example: 24/12/2025

  1. Session Time (Required)

    • Select cupping time
    • Format: HH:MM (24-hour format)
    • Example: 14:00

  1. Location (Optional)

    • Text field for cupping location
    • Examples:
      • “QC Lab Room A”
      • “Cupping Room – 2nd Floor”
      • “Training Center”

  1. Sheet Type (Required)
    Select scoring form type:

    Option A: SCA (Specialty Coffee Association)

    • Most commonly used international standard

    • Total score: 0–100 points

    • Attributes:
      Fragrance/Aroma, Flavor, Aftertaste, Acidity, Body, Uniformity, Clean Cup, Sweetness, Balance, Overall

    Option B: COE (Cup of Excellence)

    • Competition-grade scoring
    • Similar structure with additional roast data fields

Sample Selection

  1. Select Samples (Coffee Batches)

  • Multi-select dropdown
  • Select completed production batches
  • Display format examples:
    • “CL013 – Profile 003 (Aceh Gayo Blend)”
    • “CL012 – Profile 002 (Ethiopia Yirgacheffe)”

Tips:

  • Select 1 sample (single) or multiple samples (comparison)
  • Recommended: 2–4 samples per session
  • Samples should be from completed batches

Participant Management

  1. Internal Participants (Clorofile Staff)

  • Select from active staff list
  • Multiple selection allowed
  • Participant roles:
    • Observer – Attends without scoring
    • Evaluator – Performs scoring

  1. External Participants (Guests / Non-Staff)
    Use cases:

  • Buyers evaluating samples
  • Consultants or trainers
  • Partner roasteries
  • External coffee experts

Add External Participant:

  • First Name (Required)
  • Last Name (Required)
  • Email (Required) – used for login credentials
  • Role: Participant or Evaluator

Important Notes:

  • External participants are automatically created as Clorofile users
  • Passwords are auto-generated and sent via email
  • Email includes:
    • Login URL
    • Username (email)
    • Password
    • Session details

Evaluator Assignment

  1. Internal Evaluators

  • Assign staff responsible for scoring
  • Recommended: 2–5 evaluators per session
  • Minimum: 1 evaluator

  1. External Evaluators

  • Same process as external participants
  • Assigned specifically for scoring
  • Granted access to SCA/COE forms

Step 2: Validation & Save

Pre-save Validation

  • Date & time completed
  • At least one sample selected
  • At least one evaluator assigned
  • Valid email format
  • No duplicate LOT ID

Click [Save Session]

System Actions

  1. Generate unique LOT ID
  2. Save session data
  3. Create external user accounts
  4. Generate random passwords
  5. Send email invitations
  6. Set session status to Open
  7. Log activity

Confirmation

  • “Cupping session LOT012 successfully created”
  • “Invitations sent to 5 participants”

📧 C. EMAIL NOTIFICATIONS (AUTO-SENT)

  • Internal Participants:
    Subject: Cupping Session Invitation – LOT012
  • External Participants:
    Subject: Cupping Session Invitation – Login Credentials

✏️ D. MANAGE CUPPING SESSION

View Session Details

  • LOT ID, date, time, location, status
  • Sample list
  • Participant list with acceptance status

Available Actions

  • Edit Session
  • Cancel Session
  • Delete Session (Open status only)
  • View Results (Done status only)

📝 E. EXECUTE CUPPING SESSION (SCORING)

Evaluators access the cupping form (SCA or COE) and score attributes on a 0–10 scale with notes.

Automatic Calculations

  • Total score (0–100)
  • Quality scale:
    • 90–100: Outstanding
    • 85–89.99: Excellent
    • 80–84.99: Very Good
    • 75–79.99: Good
    • Below 75: Below Standard

Evaluators may Save Draft or Submit Score (final).

🗑️ F. DELETE / CANCEL SESSION

Cancel Session

  • Status updated to Cancelled
  • Email notification sent
  • Data retained (soft delete)

Delete Session

  • Allowed only when status = Open
  • Permanent deletion (no recovery)
  • External accounts and notifications removed

📚 MENU 2: CUPPING LIBRARY

📊 A. CUPPING LIBRARY DASHBOARD

  • Total cupping records
  • Common flavor descriptors (word cloud / bar chart)

Cupping Results Table

Displays LOT ID, sample, date, evaluator, total score, quality scale, sheet type, and actions.

🔍 B. FILTER & SEARCH

Filter by:

  • Date range
  • Evaluator
  • Score range
  • Batch
  • Origin
  • Roast level
  • Sheet type
  • Flavor descriptors

📄 C. VIEW CUPPING DETAIL

Detailed view includes:

  • Session information
  • Sample and production details
  • Evaluator profile
  • Full scoring breakdown
  • Final score and quality scale
  • Flavor profile summary

📈 E. EXPORT & REPORTING

  • Export individual cupping results (PDF / Excel)
  • Export bulk filtered data (CSV / PDF)

🔒 G. ACCESS CONTROL

Role-based permissions for:

  • Admin
  • QC Manager
  • QC Staff (Evaluator)
  • Cupping User (Limited)
  • External Evaluator (temporary access, auto-expire)

🎯 H. BEST PRACTICES

Guidelines for:

  • Session organizers
  • Evaluators
  • Data analysis and product development

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