Purpose and Scope
This procedure outlines the operational steps for opening and closing [Organisation Name] facilities at [Location]. It applies to all designated keyholders and staff scheduled on opening or closing shifts.
Follow these steps to open safely and on time each morning, and to leave the facility clean, secure, and balanced every night.
Working through related paperwork at the same time? See also our UK Opening & Closing Procedure Template, UK Cash Handling Procedure Template and US Cash Handling Procedure Template.
Roles and Responsibilities
- Manager on Duty / Keyholder ([Role/Name]): Holds physical keys and alarm codes, completes or supervises opening and closing checklists, and signs daily completion logs.
- Opening Staff: Sets up assigned sections before opening hours.
- Closing Staff: Shuts down and cleans assigned sections, remaining on site until the Manager on Duty approves final closure.
- General Manager ([Role/Name]): Owns this procedure, manages key and code assignments, and reviews completed checklists weekly.
Opening Procedure
- Inspect the building exterior for damage or signs of forced entry before unlocking. If you spot damage or suspicious activity, do not enter. Move to a safe distance and call emergency services or [Role].
- Unlock the entrance, enter the facility, and disarm the alarm system within [Number] seconds using your assigned personal code. Never share access codes or keep them on site.
- Walk through all interior spaces. Confirm that areas are clear, exit routes are unlocked and unobstructed, and there are no leaks, structural damage, or signs of pests.
- Turn on facility lighting, climate control (HVAC), and primary equipment in this order: [Equipment List and Warm-Up Times].
- Power up point-of-sale (POS) systems, payment terminals, and software. Test connectivity before admitting customers. Report any system failure to [Role] immediately.
- Count register floats ([Amount]) with a second staff member present whenever feasible. Record verified counts on the daily log sheet.
- Inspect operational areas and main entryways. Ensure floors are dry and clear, displays are ready, and restrooms are clean and fully stocked.
- Fill out and sign the daily opening checklist, then unlock the main public doors at [Time].
Closing Procedure
- Check restrooms and common areas to verify all customers have left, then lock the main entrance doors at closing time ([Time]).
- Balance point-of-sale registers using standard cash handling procedures. Lock cash floats and daily deposits in the safe.
- Shut down operational equipment in the designated sequence. Confirm that heat-producing equipment and heavy machinery are completely turned off, not left on standby.
- Complete cleaning and trash removal listed on the closing checklist. Take waste to [Location] and lock disposal access doors right away.
- Do a final walkthrough of the premises. Confirm exterior windows are closed, interior doors are secured, water fixtures are off, exit doors are locked, and no unauthorized personnel remain.
- Arm the alarm system, exit within [Number] seconds, lock the final exit door, and physically test the lock.
- Log close completion details on the daily sheet, noting the close time, staff names, and any notes for the next shift.
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Key, Code, and Alarm Management
- Issue keys and alarm access codes only to authorized keyholders. Log all issues in the key register at [Location] and collect keys on an employee’s final day.
- Assign unique alarm codes to individual keyholders where technology allows. Change or revoke codes immediately when staff resign, leave, or if a code is compromised.
- Keep alarm contact details, permit identifiers, and service provider response steps updated at [Location].
- Document and investigate every false alarm to avoid fines and maintain system integrity.
Lone Working Protocols
- Staff scheduled to open or close alone must send a check-in message to [Role/Contact Number] upon arrival and immediately after final lock-up.
- Keep exterior doors locked during morning setup until you finish the safety walkthrough.
- Never enter the premises if you see signs of unauthorized entry upon arrival.
- If confronted by a security threat or robbery attempt, comply. Prioritize personal safety, move to a secure area, and call 911.
Incident and Emergency Protocols
- Alarm System Failure: Call the security vendor at [Contact Number]. Stay on site until the issue is resolved or an authorized handover occurs. Record the event on the daily log.
- Signs of Forced Entry: Do not enter the building. Call 911 and [Role] immediately from a safe spot.
- System or Equipment Failure: Report breakdowns to [Role] right away and use standard workarounds. Keep affected areas closed until cleared.
- Cash Discrepancy: Follow cash handling variance guidelines and record discrepancies on the closing log sheet before leaving.
Document Records and Review
- Store completed daily checklists and log sheets at [Location/System] for [Period].
- Records confirm operational compliance and support security and risk audits.
- Review this procedure [Frequency, e.g., annually], after any security incident, or whenever trading hours, facility layout, or equipment change.
- Procedure Owner: [Role]
- Next Scheduled Review Date: [Date]
FAQs on an opening and closing procedure
What is an opening and closing procedure?
An opening and closing procedure outlines the operational steps for opening and closing your organisation’s facilities at your site. It applies to all designated keyholders and staff scheduled on opening or closing shifts.
Having it written down means the same rules apply to everyone, so managers are not making judgement calls case by case under pressure.
What does an opening and closing procedure include?
This template covers opening procedure, closing procedure, key, code, and alarm management and lone working protocols.
Every section is written to be filled in. The bracketed placeholders mark the decisions that are yours to make, such as timescales, approval owners and retention periods.
How to implement an opening and closing procedure with Whale
Copy this template into Whale and work through the bracketed placeholders so it reflects how your organisation actually operates.
Assign it to the teams it applies to so it sits where people work rather than in a shared drive, and set a review date so it gets revisited on schedule instead of quietly going out of date.
Use our templates to fast-track your documentation
Customize this template and 100s of others for free in Whale, the fastest way to get your team aligned.
