Bar Shift Procedure: Opening and Closing Checklist
Bar Shift Procedure: Opening and Closing Checklist
Section titled “Bar Shift Procedure: Opening and Closing Checklist”A clear start-of-shift and end-of-shift procedure is not bureaucracy. It is how you avoid losing money on discrepancies, always know real stock levels, and never have to figure out later “who broke those six cans.”
Opening Shift: What the Bartender Does
Section titled “Opening Shift: What the Bartender Does”Before Opening the Register
Section titled “Before Opening the Register”1. Physical Stock Check
Count key items: drinks, snacks, ingredients for hot beverages. Compare against system data.
How to view stock in IZI: Bar → Warehouse or Bar → Warehouse tab — current quantity for each item.
If the physical count differs from the system — record the discrepancy now, before the first sale. Method: stock count via Warehouse → Stock Count, enter physical numbers, confirm. The system adjusts quantities.
More detail → Warehouse in IZI: Inventory Management.
2. Check for Zero-Stock Items
See which items are blocked due to zero stock. If a product is physically in stock but the system shows 0 — process a receipt. If the product is not there — that is fine, the item stays blocked.
3. Prepare the Workstation
Physical readiness: coffee machine warmed, equipment clean, ingredients accessible. This is not in IZI, but it directly affects order speed and the timings the system records.
After Opening the Register
Section titled “After Opening the Register”4. Check the Catalog
Quickly go through Bar → New Order: all needed items are available, prices are correct. Takes 1–2 minutes.
5. Check the Kanban Board
Make sure there are no “hanging” orders from the previous shift. If there are — clarify with the previous bartender or close them with a comment.
Closing Shift: What the Bartender Does
Section titled “Closing Shift: What the Bartender Does”Before Closing the Register
Section titled “Before Closing the Register”1. Close All Open Orders
Make sure no orders are in “In Progress” or “Waiting” status. Unclosed orders remain in the system and carry over to the next shift.
If there is a hanging order from a customer who has left — cancel it with the comment “customer left the club.”
More detail → Cancelling a Bar Order.
2. Physical Stock Count
Count all items. Compare with system data. Record discrepancies — they are normal for breakage or entry errors, but they must be documented.
3. Write Off Losses and Spoilage
Everything that spoiled, broke, or expired — write off now, do not carry it to the next shift.
Warehouse → Write-Off: specify the item, quantity, reason (breakage / expiry / spoilage / loss), comment.
More detail → Bar Write-Offs and Spoilage.
4. Stock Count
After all write-offs — perform the final stock count. Enter physical quantities. The system records the final state at end of shift.
Warehouse → Stock Count: go through all items, enter real numbers, confirm.
Administrative Section (Administrator or staff with report permissions)
Section titled “Administrative Section (Administrator or staff with report permissions)”5. Reconcile the Bar X-Report
In Bar → Report or the shift X-report, review the totals: bar revenue, number of orders, payment methods.
The total cash payments for the bar must reconcile with the cash in the drawer (together with gaming session payments).
How to read the report → Bar in the Shift Report.
6. Close the Shift in IZI
Standard shift closing procedure: X-report, confirmation, close. Bar sales automatically appear in the shift totals as a separate line.
Opening Shift Checklist
Section titled “Opening Shift Checklist”| Action | Where in IZI |
|---|---|
| Count stock for key items | Bar → Warehouse (to compare) |
| Correct any discrepancies | Warehouse → Stock Count |
| Process receipts for zero-stock items with physical goods | Warehouse → Receipt |
| Check catalog (items available, prices correct) | Bar → New Order |
| Confirm no hanging orders from previous shift | Bar → Kanban |
Closing Shift Checklist
Section titled “Closing Shift Checklist”| Action | Where in IZI |
|---|---|
| Close or cancel all open orders | Bar → Kanban |
| Count all stock physically | Physical count + Bar → Warehouse |
| Write off losses, breakage, spoilage | Warehouse → Write-Off |
| Complete final stock count | Warehouse → Stock Count |
| Reconcile bar X-report | Bar → Report / Shift X-Report |
| Close the shift | Register → Close Shift |
How Long the Procedure Takes
Section titled “How Long the Procedure Takes”Opening: 10–15 minutes with an established process and normal stock levels. Longer if there are discrepancies from the previous shift.
Closing: 15–20 minutes. Longer with a large volume of write-offs or significant stock count discrepancies.
If closing consistently takes more than 30 minutes — find the cause: most likely the stock count is not being done during the shift and everything piles up at the end.
Shift Handover
Section titled “Shift Handover”When one bartender hands over to another mid-day — a mini-procedure:
- The outgoing bartender runs an interim stock count
- Records any unclosed orders (hands over verbally or via system comments)
- The incoming bartender verifies the physical count matches the system
This takes 5 minutes but eliminates disputes about “who broke it / who was short.”
What’s Next
Section titled “What’s Next”- Bar Write-Offs and Spoilage — how to record losses in IZI
- Warehouse in IZI: Inventory Management — receiving and stock counts
- Bar in the Shift Report — how to read bar totals after closing
- Cancelling a Bar Order — what to do with unclosed orders
Frequently asked questions
Why check stock at the start of a shift if the system tracks it automatically?
The system counts theoretical stock based on recorded operations. Reality can differ: something was broken, something was not entered. A check at shift start records the real baseline and removes liability from the previous shift.
What should I do if the physical count differs from the system?
Record the discrepancy through a stock count in IZI. The system will adjust quantities to match physical reality. Large discrepancies are a reason to follow up with the previous shift.
Who should close the bar at the end of a shift?
The bartender performs the physical check and closes the workstation. A staff member with Administrator rights or a custom role that includes shift and report permissions confirms the totals in IZI and closes the shift. In smaller clubs, this can be the same person.
Is a stock count required every shift?
Recommended once per shift for high-turnover items (drinks) and once a week for low-turnover items (snacks, sweets). A full daily count takes 10–15 minutes when the process is established.
How do I record broken stock at shift close?
Through a warehouse write-off in IZI: reason 'breakage/loss', quantity, comment. This reduces the balance without a sale and logs the loss in the operations history.
What is included in the bar X-report at shift close?
Bar revenue for the shift broken down by item, total number of orders, payment methods (cash/card/bonuses/balance). Helps reconcile against the cash drawer.