Every pub landlord knows the feeling. You arrive for the morning shift and half the opening checks haven’t been done. The glasswash machine wasn’t cleaned, the litter in the beer garden is still there from yesterday, and nobody can quite remember whose job it was.
The problem isn’t your staff. It’s the system — or the lack of one.
This guide gives you a complete, free pub opening and closing checklist template you can download, print and use in your pub today. We’ve also included a free daily task checklist, a deep clean schedule, and at the end, a free tool that takes the whole system digital — no monthly fees, no apps to install.
In this guide:
- A free printable pub opening checklist
- A free pub closing checklist
- A daily task checklist for bar staff
- A weekly deep clean schedule
- A free digital version that tracks who did what and when
Why Pub Checklists Matter More Than You Think
Running a pub without checklists is like running a kitchen without a prep list. Things get missed. Standards slip. And when something goes wrong — a health inspection, a complaint, a near-miss — you have no record of what was or wasn’t done.
Beyond compliance, checklists do something even more valuable: they remove ambiguity. When a staff member knows exactly what “opening up” means — every single task, in order — they stop guessing and start doing.
Research consistently shows that teams with clear task systems perform better and have lower turnover than those without them. In hospitality — where staff turnover averages over 70% annually — having clear, documented processes means new staff can get up to speed quickly and experienced staff don’t have to carry the mental load of remembering everything.
🍺 Real example: At Teal Farm Pub in Washington, Tyne and Wear, we introduced a structured daily task system and saw a measurable improvement in task completion rates within the first two weeks. The key was making tasks visible, trackable and — crucially — turning them into something staff actually wanted to do.
Free Pub Opening Checklist Template
The morning opening sets the tone for the whole shift. Miss something here and you’re playing catch-up all day. Here is a complete morning opening checklist for pub staff — adjust it to fit your venue.
Morning Opening Checklist
| ✓ | Task | Who | Done? |
| ☐ | Check all external doors and windows are secure | Opener | ☐ |
| ☐ | Check the car park and beer garden for litter/hazards | Opener | ☐ |
| ☐ | Check toilets — clean, stocked with paper and soap | Opener | ☐ |
| ☐ | Check and record fridge temperatures | Opener | ☐ |
| ☐ | Check milk levels and restock from cellar if needed | Opener | ☐ |
| ☐ | Check glass stocks behind bar — polish if needed | Opener | ☐ |
| ☐ | Check drip trays are empty and clean | Opener | ☐ |
| ☐ | Check all spirits are topped up and bottles are full | Opener | ☐ |
| ☐ | Check draught lines — note any issues | Opener | ☐ |
| ☐ | Turn on music, TVs and any ambient lighting | Opener | ☐ |
| ☐ | Check daily specials board is current and accurate | Manager | ☐ |
| ☐ | Check staff rota for the day — confirm all shifts covered | Manager | ☐ |
| ☐ | Cash up float and confirm till is ready | Manager | ☐ |
| ☐ | Do a walk-round of the full pub — tables set, chairs straight | Opener | ☐ |
💡 Pro tip: Print this checklist and laminate it. Use a dry-wipe marker so staff can tick tasks off and you wipe it clean each morning. Or scroll down for the free digital version that does this automatically.
Free Pub Closing Checklist Template
A thorough bar close is just as important as a good opening. Skipping steps at close creates problems the next morning and — more seriously — creates safety and hygiene risks. Here is a complete pub closing checklist:
Bar Closing Checklist
| ✓ | Task | Who | Done? |
| ☐ | All customers have left the premises | Closer | ☐ |
| ☐ | All external doors and windows locked and alarmed | Closer | ☐ |
| ☐ | All tills cashed up and floats secured | Manager | ☐ |
| ☐ | Bar top cleaned down and wiped | Closer | ☐ |
| ☐ | All drip trays emptied and cleaned | Closer | ☐ |
| ☐ | Glasswash machine emptied and left open to air dry | Closer | ☐ |
| ☐ | All glasses clean, polished and stored | Closer | ☐ |
| ☐ | Bar floor swept and mopped | Closer | ☐ |
| ☐ | All spirits checked and recorded (bar and cellar) | Closer | ☐ |
| ☐ | Cellar checked — temperature correct, CO2 levels OK | Closer | ☐ |
| ☐ | Empties taken out or stored ready for collection | Closer | ☐ |
| ☐ | Outside bins emptied if needed | Closer | ☐ |
| ☐ | All outdoor furniture stored or secured | Closer | ☐ |
| ☐ | Check fire exits are clear and fire doors closed | Closer | ☐ |
| ☐ | Set alarm and lock up | Manager | ☐ |
⚠ Most missed: The most commonly skipped close task? The glasswash machine. It needs to be left open to air dry every single night — a closed wet machine grows bacteria overnight. Add it to the top of your closing list.
Daily Bar Staff Task Checklist
Beyond opening and closing, there are tasks that need doing throughout the day. These are the ones that most often fall through the cracks — especially on busy shifts when everyone is focused on customers.
During-the-Day Tasks
| ✓ | Task | Who | Done? |
| ☐ | Litter pick — beer garden | Any staff | ☐ |
| ☐ | Litter pick — play area (if applicable) | Any staff | ☐ |
| ☐ | Litter pick — car park | Any staff | ☐ |
| ☐ | Check and clean high chairs | Any staff | ☐ |
| ☐ | Check and wipe down all table legs | Any staff | ☐ |
| ☐ | Wipe all menus and check for damage | Any staff | ☐ |
| ☐ | Check Pepsi and lemonade nozzles — clean if needed | Bar staff | ☐ |
| ☐ | Line check — record how many lines checked | Bar staff | ☐ |
| ☐ | Check and restock condiments on tables | Floor staff | ☐ |
| ☐ | Check customer toilets every 2 hours | Any staff | ☐ |
| Want staff to log these tasks themselves — and earn points for doing it? 👉 Get the Free Staff Gamification Tool → Free forever. No apps to install. Set up in 5 minutes. |
Weekly Deep Clean Checklist for Pubs
Daily cleaning keeps your pub running. Deep cleaning keeps it compliant, safe and genuinely clean. Here is a weekly schedule that distributes deep clean tasks across the week so no single day is overwhelming:
| Day | Deep Clean Task | Est. Time | Done? |
| Monday | Clean all table legs (underside and legs) | 20 mins | ☐ |
| Tuesday | Deep clean the glasswash machine | 25 mins | ☐ |
| Wednesday | Clean and safety-check all high chairs | 20 mins | ☐ |
| Thursday | Wipe all menus, clean shelving and back bar | 25 mins | ☐ |
| Friday | Deep clean the ice machine | 30 mins | ☐ |
| Saturday | Deep clean Pepsi and lemonade nozzles and lines | 20 mins | ☐ |
| Sunday | Second high chair check + take out all empties | 30 mins | ☐ |
| As Needed | Deep clean coffee machine | 20 mins | ☐ |
Take Your Checklists Digital — For Free
Printed checklists are a good start. But they have a fundamental problem: you can’t tell who did what, when. If a task doesn’t get done you have no record of it, no accountability, and no way to spot patterns.
The good news is there is now a completely free digital solution built specifically for UK pubs — and it does something a paper checklist can’t: it makes your staff actually want to do the tasks.
How It Works
Staff Gamification HQ is a free tool that runs inside Google Sheets — no monthly subscription, no app to download, no complex setup. Your staff access it on their phones, log their completed tasks, and earn XP points. There’s a monthly leaderboard. Overdue tasks turn red. Managers can see everything at a glance.
| 📋 Paper Checklist | 📱 Staff Gamification HQ (Free) |
| Tasks listed on paper | Tasks on staff phones — always accessible |
| No record of who did what | Full log: who, what, when — automatically saved |
| Staff tick a box and move on | Staff earn XP points and compete on a leaderboard |
| Overdue tasks invisible | Overdue tasks go red and jump to the top |
| New staff need training to use it | New staff learn it in under 5 minutes |
| Costs nothing but changes nothing | Costs nothing and transforms accountability |
| 🍺 Get the Free Pub Staff Management Tool 👉 Download Staff Gamification HQ Free → Free forever. No apps to install. Set up in 5 minutes. |
It takes about 5 minutes to set up. There’s a full setup guide built in. And the first time your staff start competing for the top spot on the leaderboard, you’ll understand why a paper checklist was never going to cut it.
Tips for Getting Staff to Actually Use Checklists
The best checklist in the world is useless if staff ignore it. Here is what actually works in a real pub environment:
- Make it part of the handover. The outgoing member of staff cannot hand over to the next shift without signing off the checklist. No exceptions.
- Don’t make it punitive. A checklist that exists purely so you can tell people off when they miss things will be resented. Frame it as a standard, not a trap.
- Lead by example. If managers are seen doing checklist tasks properly, staff follow. If managers skip it, everyone skips it.
- Review it monthly. Remove tasks that are no longer relevant. Add new ones. A checklist that never changes starts to feel meaningless.
- Add accountability without micromanagement. The digital tool linked above logs who did what automatically — no need to chase, no need to stand over anyone.
- Make it competitive. Staff Gamification HQ turns every task completion into XP points and a monthly leaderboard. Sounds simple — the results are not.
Frequently Asked Questions
What should be on a pub opening checklist?
A pub opening checklist should cover: external security checks, toilet checks, fridge temperature recording, bar stock levels (milk, glasses, spirits), draught line checks, till setup, and a full walk-round of the venue. The checklist in this guide covers all of these.
What should be on a pub closing checklist?
A pub closing checklist should cover: customer clearance, till cash-up, bar clean-down, glasswash machine (empty and leave open), glass storage, cellar check, fire door checks, outdoor furniture, bins, and alarm/lockup. Missing any of these creates safety, hygiene or security risks.
How do I get pub staff to do their tasks?
The most effective method is to make tasks visible, assign ownership and create accountability. A digital system that logs who did what — and makes it competitive — works significantly better than a paper checklist. The free pub staff management tool from SmartPubTools does exactly this, at no cost.
Do I need a pub checklist app?
Not necessarily — a well-structured printed checklist is better than no system at all. But a digital system that logs completions, shows who did what and sends overdue alerts is significantly more effective than paper. The best free option for UK pubs is Staff Gamification HQ, which runs inside Google Sheets and requires no monthly subscription.
How often should pub deep cleans happen?
Each area of a pub has a different frequency. Bar tops and floors: daily. Glasswash machine: daily clean, deep clean weekly. Ice machine: weekly deep clean. High chairs: checked and cleaned at least twice weekly. Coffee machine: as needed but at minimum weekly. The weekly deep clean schedule in this guide distributes these tasks across the week.
Download the Free Digital Version
The checklists in this guide are yours to print and use today. But if you want to take the next step — logging who did what, earning XP, running a leaderboard, tracking overdue tasks — the free digital version is one click away.
It was built by a pub landlord, for pub landlords. It runs on Google Sheets. It costs nothing. And it works.
| 🍺 Turn Your Pub Checklists Into a Points-Based Game 👉 Get Staff Gamification HQ Free → Free forever. No apps to install. Set up in 5 minutes. |
About the author: Shaun runs Teal Farm Pub in Washington, Tyne and Wear — a Marston’s retail partnership venue. He created Staff Gamification HQ after experiencing firsthand the challenge of keeping pub staff accountable to daily tasks. He’s also the founder of SmartPubTools.com, an AI-powered marketing platform for independent UK pub landlords.