Most pub management software costs £50–£200 a month. For a wet-led pub doing tight margins, that’s money that doesn’t make sense to spend — especially when the problem you’re solving is simply making sure your staff do their daily tasks.
This guide introduces a completely free alternative. It runs on Google Sheets, works on any phone, takes about 5 minutes to set up, and — unlike a spreadsheet — it actually makes staff want to use it.
What Is Staff Gamification HQ?
Staff Gamification HQ is a free pub staff management app built on Google Sheets and Google Apps Script. It turns every daily task in your pub into a points-based game.
Staff log in on their phone, tap the tasks they’ve completed, and earn XP points. There’s a monthly leaderboard. Overdue tasks automatically turn red and jump to the top. Managers can see everything that’s been logged, by whom, and when.
There is no app store download. No monthly subscription. No complicated setup. It lives inside a Google Sheet that you own completely.
What It Does
| Feature | What It Means For You |
| Task logging | Staff tap tasks on their phone — every completion is saved to your Google Sheet automatically |
| XP points system | Each task earns points — line check per line, litter pick, bar close, deep clean etc |
| Monthly leaderboard | Staff compete for top spot — resets 1st of each month, creates natural competition |
| Overdue alerts | Tasks go red if not done on schedule — managers see problems before they become issues |
| No PIN login | Staff search their name and tap their card — in and logging within 3 seconds |
| Works on any phone | iPhone, Android, old or new — if it has a browser it runs the app |
| Manager spotlight bonus | Award 30 XP to any staff member for exceptional work — discretionary, powerful |
| Review challenges | Staff earn 25 XP for every named 5-star Google review they generate |
| Full activity log | Every task ever logged is saved — date, time, staff member, task, points |
Which Tasks Does It Include?
The free template comes pre-loaded with 21 tasks across 9 categories — everything a typical pub needs covered daily, weekly and as-needed:
- Morning checks (milk, glasses, general open)
- Litter picks — garden, play area, car park
- Bar close and floor clean
- Line checks and spirit/bottle checks
- Weekly deep cleans (one per day of the week)
- Review challenges (5-star Google reviews)
- Maintenance logging
- Heavy duties (bins, empties)
- Manager’s Spotlight Bonus
💡 Flexibility: Every task is available every day — the day labels are informational, not restrictive. Staff can always log a deep clean task even if it’s not “their” day for it.
How It Compares to Paid Alternatives
| Staff Gamification HQ | |
| Monthly cost | Free — forever |
| Setup time | ~5 minutes |
| App to download | No — works in any browser |
| Staff login | Name search — no password needed |
| Task tracking | Full log with timestamps |
| Leaderboard | Yes — monthly, resets automatically |
| Overdue alerts | Yes — tasks go red automatically |
| Customisable tasks | Yes — edit in Apps Script |
| Data ownership | 100% yours — lives in your Google Sheet |
| Support | Setup guide built into the app |
How to Get It
The tool is available free at SmartPubTools.com. Here’s what happens when you sign up:
- You receive an email with a link to copy the Google Sheet template into your own Google Drive
- You open the sheet, click Extensions → Apps Script, and deploy it as a web app (full instructions in the guide)
- The in-app setup screen walks you through creating your staff list and naming your pub
- You share the web app URL with your staff — they add it to their home screen and they’re ready to go
📋 Setup guide: The whole setup takes about 5 minutes. There’s a “START HERE” tab built into the Google Sheet that walks you through every step with screenshots and copy-paste instructions.
| 🍺 Get the Free Pub Staff App 👉 Download Staff Gamification HQ Free → Free forever. No apps to install. Set up in 5 minutes. |
Frequently Asked Questions
Is it really free?
Yes — completely free forever. It runs on Google Sheets and Google Apps Script, both of which are free Google products. There is no premium version, no trial period and no upsell. The only cost is the 5 minutes it takes to set up.
Do staff need to download anything?
No. The app runs in any web browser. Staff can add it to their home screen on iPhone (Safari → Share → Add to Home Screen) or Android (Chrome → Menu → Add to Home Screen) and it looks and feels like a native app.
Can I add my own tasks?
Yes. Tasks are defined in the Apps Script code in a simple array. Adding, removing or editing tasks takes about 2 minutes — no coding experience needed, just finding the right line and changing the text.
What happens to the data?
All data is saved to your own Google Sheet in your own Google Drive. No data is sent to any third party. You own it completely and can export it at any time.
Does it work for multiple pubs?
Yes — each pub gets its own copy of the template and its own Google Sheet. There’s no limit on how many copies you make.
| 🍺 Ready to Try It? 👉 Get Staff Gamification HQ Free → Free forever. No apps to install. Set up in 5 minutes. |
About the author: Shaun is a pub landlord and the founder of SmartPubTools.com — an AI-powered marketing and management platform for independent UK pubs. Staff Gamification HQ was built to solve a real problem in his own pub, Teal Farm in Washington, Tyne and Wear.