Why a maintenance calendar pays for itself

Bar equipment rarely fails without warning. A fridge struggling to hold temperature, a tap pouring foamy pints, or a glasswasher leaving smears are early signals. During a busy Friday night, they are easy to ignore. By the time something breaks, you face emergency call-out fees, lost stock, and unhappy customers. A simple maintenance schedule turns guesswork into routine. It spreads small jobs across the week and gives your fridges, taps, and glasswashers a much longer working life. A wall calendar, clipboard, or shared digital checklist is enough to start.

Daily checks: ten minutes that protects the bottom line

Daily checks should be quick and completed before service. Assign them to whoever opens the bar or checks the cellar first thing.

• Fridges and chillers: Record temperatures for every unit. Most lager fridges should sit between 2°C and 5°C; food fridges at 5°C or below. Look for ice build-up or doors that do not close flush.
• Beer taps and lines: Pour a small taster from each tap. Note any fobbing, spitting, or off-flavours. Wipe spouts with a clean, sanitised cloth and empty drip trays.
• Glasswasher: Check detergent and rinse aid levels. Rinse the filter and wash arms, and confirm the drain is clear. Run an empty cycle if idle overnight.
• Ice machine: Check the ice level and look for clumping. Store the scoop outside the bin. A dirty machine can spoil every drink it touches.
• Cellar and kegs: Confirm cellar temperature is 11–13°C for cask ale. Check gas pressures and listen for leaks around couplers. Note any kegs that feel unusually light or heavy.

Weekly tasks: clean, inspect, reset

Set aside an hour on a quiet morning, ideally the same day each week so it becomes habit.

• Clean beer lines: Industry guidance recommends cleaning lines every seven days. Use the correct line-cleaning chemical, follow the manufacturer's instructions, flush thoroughly, and pull a pint from each tap before service.
• Deep-clean fridges: Remove shelves, wash them in warm soapy water, and dry fully. Wipe interior walls and door gaskets. Vacuum condenser coils at the back or underneath, as dust makes compressors work harder.
• Descale glasswasher: Run a descaling cycle if your water is hard. Scrub wash arms, filters, and detergent lines. Check rinse water reaches around 82°C to sanitise properly.
• Inspect taps and couplers: Check for leaks, worn washers, and loose connections. Replace perished O-rings or seals. Clean the fob detector.
• Cellar hygiene: Sweep floors, wipe walls, and check drains run freely. Look for pests or damp. A clean cellar keeps beer in better condition.

Monthly maintenance: the deeper service

Once a month, spend longer on the equipment that works hardest. Review your records and spot trends.

• Refrigeration: Check door seals with a piece of paper; if it slides out easily, replace the seal. Clean drain holes and defrost freezers if ice has built up. Listen for unusual noises from compressors and fans.
• Dispense gas and regulators: Inspect hoses for cracks, check gauges, and test for leaks with soapy water. Replace damaged lines. Confirm mixed-gas ratios suit your beers.
• Glasswasher and water treatment: Replace water filters if due. Check salt levels in the softener. Inspect the chamber for scale and clean or replace jets.
• Ice machine: Clean and sanitise the bin, scoop, and internal surfaces. Check the condenser and air filter, and replace water filters as scheduled.
• Small equipment: Test blenders, grinders, and hot-holding units. Check plugs, cables, and PAT testing dates. A faulty plug is a fire risk.

Seasonal and annual jobs: plan them in

Some tasks do not need doing every month, but they still need a home in your calendar. Book them during quieter periods, such as January.

• Annual refrigeration service: A qualified engineer should service compressors, check refrigerant levels, and clean coils thoroughly. Replace worn door seals and hinges.
• Line cleaning audit: Review line-cleaning records. Consider a professional deep clean if quality has slipped. Replace flexible beer lines if old or discoloured.
• Glasswasher and ice machine service: Arrange a full service, including descaling and replacement of worn parts. Keep the service report with equipment records.
• Cellar cooling service: Service the cellar cooler before summer. Clean filters, check refrigerant, and confirm the thermostat is accurate.
• Electrical safety: Ensure PAT testing is up to date for portable appliances. Check fixed wiring and emergency lighting as part of wider compliance.

Making the schedule stick

A maintenance schedule only works if people use it. Keep the checklist where the work happens: in the cellar, behind the bar, or on a shared tablet. Use simple ticks and initials rather than long forms. Nominate one person to own the calendar and another to cover their days off. Review it monthly with the team, and celebrate small wins, such as a month without a fridge call-out. When something goes wrong, note it in the log. Patterns soon emerge, and those patterns tell you where to invest next. A well-kept schedule is not paperwork for its own sake. It is the quiet system that keeps your venue pouring, your stock safe, and your equipment earning its keep.