Opening & Closing Procedure template

2. Roles and responsibilities

• Manager on duty / keyholder ([names]): holds keys and alarm codes, completes or supervises the opening and closing checklists, and signs them off.
• Opening staff: complete the setup tasks for their area before doors open at [time].
• Closing staff: complete the shutdown tasks for their area; nobody leaves until the manager on duty confirms the close is complete.
• General manager ([name/role]): reviews completed checklists weekly, controls who holds keys and codes, and owns this procedure.

3. Opening procedure

1. 1Approach the building and check for signs of forced entry before unlocking. If anything looks wrong, do not enter — move to a safe distance and call [911 / alarm company / manager].
2. 2Unlock, enter, and disarm the alarm within [number] seconds using your personal code. Never share codes or write them down on site.
3. 3Walk the full premises: confirm all areas are empty, exit routes are unlocked and unobstructed, and there are no leaks, damage, or signs of pests.
4. 4Turn on lights, HVAC, and equipment in the order listed for your site: [equipment list and warm-up times].
5. 5Start up the POS, payment terminals, and [other systems]; confirm they are online before the first customer, and report any failure to [name/role] immediately.
6. 6Count each register float ([amount]) with a second person where possible and record it on the daily sheet.
7. 7Check the sales floor and entry: floors dry and clear, displays and signage set, restrooms clean and stocked.
8. 8Complete and sign the opening checklist for your area, then unlock the customer doors at [time] — not before the checklist is done.

4. Closing procedure

1. 1Check that all customers have left, including restrooms and [other areas], then lock the customer doors at [time].
2. 2Count out each register following the cash handling procedure and secure cash receipts and floats in the safe.
3. 3Shut down equipment in the order listed for your site and confirm [heat-producing equipment, machinery] is off, not idle.
4. 4Complete the cleaning and trash tasks on the closing checklist; take trash to [location] and lock the waste area — a propped back door is the classic closing-time security hole.
5. 5Do a final walk-through: windows shut, interior doors closed, faucets off, exit doors secure, nobody left in the building.
6. 6Set the alarm, exit within [number] seconds, lock the final door, and test it before leaving.
7. 7Record the close on the daily sheet: time, your name, and anything unusual to hand over to the opening team.

5. Keys, codes, and alarms

Keys and alarm codes are issued only to named keyholders, recorded in the key register at [location], and recovered on their last day. Each keyholder has their own alarm code where the system allows it, and codes are changed whenever a keyholder leaves or a code may have been compromised.

The alarm company, permit details [if your locality requires an alarm permit], and response instructions are recorded at [location]. False alarms are logged and reviewed — repeat false alarms cost money under many local ordinances and train everyone to ignore the system.

6. Opening and closing alone

Where a member of staff opens or closes alone, they follow the lone-working arrangements: send a check-in message to [name/number] on arrival and at final lock-up, keep doors locked until the opening checklist reaches [step], and never enter after signs of a break-in. If confronted, they should comply and get to safety — no property is worth an injury — then call 911.

7. If something goes wrong

• Alarm will not set or sounds in error: call [alarm company/number], stay until it is resolved or handed over, and log it on the daily sheet.
• Signs of break-in on arrival: do not enter; call 911, then [manager], from a safe distance.
• Equipment or system failure at open: report to [name/role] immediately and follow the [system] contingency — do not open the affected area until it is cleared.
• Float or closing-count discrepancy: follow the cash handling procedure and record it before leaving.

8. Records and review

Completed opening and closing checklists and daily sheets are kept at [system/location] for [period]. They are the evidence that the routine happened — and the first thing to check when investigating a loss, an alarm activation, or an insurance claim.

This procedure is reviewed [frequency, e.g. annually], after any security incident, and whenever trading hours, layout, or equipment change. Owner: [name/role]. Next review due: [date].