How to use itThe bar manager checks weekly and monthly items and books qualified technicians for servicing as manufacturers recommend.
Who checksBar manager, with bartenders reporting early signs
WhenWeekly items on a fixed day, monthly items in a slow week
Time neededAround 30 minutes weekly, an hour monthly
Keep itOne log per machine, kept behind the bar
Where the bar maintenance checklist fits
Equipment failures behind the bar cost sales on the busiest nights. Regular checks catch small issues, such as a dirty condenser or a slow drain.
Follow the manufacturers’ maintenance schedules and use qualified technicians for gas, refrigeration and electrical work.
13 items. Use it on screen, or print it and fill it in by hand.
Weekly
Monthly
Records
Rolling out the bar maintenance checklist
Keep a binder or digital log per machine.
Note serial numbers and service contacts.
Schedule services in quiet periods.
Train bartenders to report early signs.
Budget for replacements.
The bar maintenance checklist in practice
A bar notices the ice machine slowing down on Friday nights. The monthly check finds dusty condenser coils; after cleaning, production returns to normal and the cleaning is added to the monthly list.
Why keep a bar maintenance checklist
Ice is treated as food under the FDA Food Code, so a dirty ice bin or machine is a health code issue, not just a maintenance one. Regular coil and gasket care also keeps compressors from running constantly, which shortens equipment life and raises the power bill.
Sample bar maintenance checklist, filled in
Bar
The Copper Tap, Asheville NC
Week of
April 14
Ice machine
Bin sanitized; output normal, filter changed Feb
Coolers
Back bar 37 F, keg cooler 36 F
Glass washer
Rinse aid refilled; detergent at half
Beer lines
Cleaned Apr 10 by Jake; next due Apr 24
Faults
Tap 6 coupler dripping; washer replaced
The sample tracks the beer line cleaning date and the next due date together, so the two-week cycle is visible on one page. A dripping coupler is minor, but logging the fix shows the tap was dealt with before it wasted product.
Mistakes with the bar maintenance checklist
Waiting for the ice machine to stop before calling anyone. Slower production, cloudy ice or odd noises are the early warning, so log them the day they start.
Cleaning condenser coils with the unit running or with a pressure washer. Power it off and use a soft brush or vacuum, or leave it to the technician.
Losing the service history when a manager leaves. Keep the log with the equipment, not in someone’s phone or email.
The bar maintenance checklist by team type
Brewpubs with long draft runsAdd glycol chiller temperature and line pressure to the weekly section, since long runs are where foaming problems start.
Hotel bars and banquetsAdd portable bars and back-up ice bins to the monthly list, because they sit unused for weeks and then fail at events.
Worth knowingWrite the date on a piece of tape inside each cooler door when you clean the gasket. Anyone can then see at a glance when it was last done.
Questions about the bar maintenance checklist
Who services the beer system?
Your supplier or a qualified technician.
How often to clean beer lines?
Follow your supplier’s recommendation.
Can staff clean condenser coils?
Only if the manufacturer allows; otherwise use a technician.
Why keep records?
To plan replacements and warranty claims.
Why is my ice machine making less ice than usual?
The most common causes are dirty condenser coils, a clogged water filter, or room air that is too hot around the unit. Scale buildup on the evaporator from hard water also slows harvest cycles. Clean the coils and check the filter date first, then call a technician if production stays low.
What temperature should a back bar beer cooler be?
Most draft and bottled beer is kept around 36 to 38 F, and the cooler should hold that steadily through a busy night. Large swings usually point to a worn door gasket, a blocked condenser or doors left open during service. Log the temperature at the same time each week so a slow drift is easy to spot.
EZTime tasks can repeat on a schedule, ask for a photo when they are done and warn a manager when one is overdue. Book a demo if you want a walkthrough.
Disclaimer: This template is general information to adapt to your own workplace. It is not legal, safety or compliance advice and does not replace inspections, training or requirements set by law, regulators, manufacturers or your insurer. Check the rules that apply to you with a qualified professional.
