4 ways to automate the closing safety check

Liam Jones

Liam Jones

Founder, Pilla App

Date Modified

26 May 2026

I'm Liam Jones, founder of Pilla and a qualified management consultant. I've helped hundreds of businesses set up workflows, and in this article I'm going to show you four real examples of how to set up your closing safety check. I'll start from the simplest and then add some more powerful options. You can open up each template in our workflow builder playground as a starting point and experiment for yourself. If you have any suggestions or you need some help, you can email me directly.

Key Takeaways

Article Content

#1 - Simple checklist

Who it's for: Single-site venues where the manager closes up and wants the paper safety checklist on a phone.

What it is: A closing safety check confirms the site is left safe and secure overnight. This version is the tick-list of 12 checks, a pass/fail result, and a notes field. It covers equipment and gas off, hot surfaces and appliances safe, hazards cleared, waste out, fire points clear, exits and the building secure, and anything for the morning flagged.

Available on: Basic.

In practice: A single-site restaurant runs the safety check at close. The duty manager works the list, confirms the gas is off and the appliances are cool and isolated, marks pass or fail, notes a fridge running warm for the morning team, and the close is logged before locking up.

Why it works: The list lives on the canvas, so the safety side of closing, the gas, the appliances, the security, doesn't get rushed at the end of a long shift. The notes field hands the morning team anything that needs attention.

Steps included:

  • 1 checklist (12 safety checks)
  • 1 pass/fail result
  • 1 notes field

When to upgrade:

  1. Rota staff close and don't all know the safety steps
  2. You want photo proof the site was left secure
  3. You run more than one site and want a named sign-off
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#2 - With guidance

Who it's for: Venues where closing is delegated to whoever is on the rota.

What it is: The simple check with a guidance note: the closing steps that matter most are the ones that prevent an overnight fire, flood, or break-in, gas and appliances off and isolated, hot equipment safe, no smouldering risks, water off where needed, and the building locked and alarmed.

Available on: Standard.

What it adds to the previous template:

  1. The fire, flood, and security risks are spelled out
  2. Staff know why each step matters, not just that it's on the list
  3. The close is consistent whoever runs it

Why it works: The guidance sits with the checklist, so a tired closer is reminded which steps stop the disasters that happen overnight, not during service.

Steps included:

  • 1 guidance note (the steps that prevent overnight fire, flood, break-in)
  • 1 checklist (12 safety checks)
  • 1 pass/fail result
  • 1 notes field

When to upgrade: When a tick is no longer enough and you want photo proof (Closing Safety #3), or a named sign-off (Closing Safety #4).

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#3 - With photo evidence

Who it's for: Venues that want proof the site was actually left safe and secure, not ticked on the way out.

What it is: The guided check plus a photo, of the isolated equipment, the cleared kitchen, or the secured exits. It's proof the site was left safe on the night, which matters most if there's an overnight incident.

Available on: Standard.

What it adds to the previous template:

  1. A photo, captured at the time of closing
  2. Proof the site was left safe and secure
  3. A record that holds up if there's an overnight incident

Why it works: A closing tick is the easiest record to complete on the way out the door. A photo of the isolated gas or the secured exit proves the step was actually done.

Steps included:

  • 1 guidance note (the steps that prevent overnight fire, flood, break-in)
  • 1 checklist (12 safety checks)
  • 1 pass/fail result
  • 1 notes field
  • 1 photo

When to upgrade: When the check needs a named, dated sign-off so an audit can see who did it (Closing Safety #4).

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#4 - With photo and signature

Who it's for: Multi-site groups where each site's close has to be shown as safe and owned by someone.

What it is: The photo check plus a signature. The person closing signs to confirm the site was left safe and secure. For a group, that signature makes each site accountable for its own close.

Available on: Standard.

What it adds to the previous template:

  1. A signature confirming the site was left safe and secure
  2. Named accountability for each site's close
  3. A complete record (checklist, photo, signature) an auditor or insurer treats as best practice

Why it works: After an overnight fire, flood, or break-in, the closing record is the first thing an insurer asks for. A signed, photo-backed close shows the site was left safe and by whom.

Steps included:

  • 1 guidance note (the steps that prevent overnight fire, flood, break-in)
  • 1 checklist (12 safety checks)
  • 1 pass/fail result
  • 1 notes field
  • 1 photo
  • 1 signature

When to upgrade: When you want Poppi to flag a failed close to the manager, or pull every site's closes into one report. Those versions are coming in the next post update.

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How to pick the right version

You don't need to know our product to choose. Just answer three questions.

Is it just you closing, or do other people do it too?

If you close yourself and know the safety steps, a plain list is enough. The moment rota staff close, the guidance needs to be on the screen. If only you close, #1 is fine. If anyone else does, start at #2.

Do you need proof, or is a record enough?

A record tells you the check was logged. A closing tick is the easiest to complete on the way out. If you want proof the site was left safe, #3 adds a photo.

Does someone need to sign off the close?

In one venue, the record speaks for itself. Across sites, an auditor or insurer wants to know who confirmed each. If no sign-off is needed, #3 is enough. If you run more than one site, #4 adds a signature.

Related reading

Frequently asked questions

What is a closing safety check?

A check done at the end of the day to leave the site safe and secure overnight: equipment and gas off and isolated, hot appliances safe, hazards cleared, waste out, fire points clear, exits and the building secure, and anything for the morning flagged. It's the safety-focused part of the wider closing routine.

How is it different from the closing checklist?

The closing checklist covers cleaning, cashing up, and getting set for tomorrow; the closing safety check focuses on leaving the site safe and secure, the fire, flood, and security risks. They overlap and are often run together, but the safety check is worth recording in its own right.

Why does the closing check matter so much?

Because the worst incidents, fires, floods, break-ins, tend to happen overnight when nobody's there to react. A gas tap left on or an appliance left running can cause a disaster hours after everyone's gone home. The close is the last chance to prevent it.

Why photograph the close?

Because a closing tick is the easiest record to complete on the way out without doing the steps, and after an overnight incident the closing record is the first thing an insurer examines. A photo (version #3) proves the site was actually left safe.

Where to go next

The close is the last line of defence against the incidents that happen overnight, and it's done when staff are most tired and keenest to leave. A recorded, photo-backed close makes sure the site is left safe, and gives you the record an insurer asks for. The versions above move from a simple list to a signed photo record.

Five more versions are coming in the next refresh that bring AI into the check. Poppi can flag a failed close to the manager, and pull every site's closes into one report. Those need more review time and will land separately.

ā†’ Build your own closing safety check on Pilla. The Basic plan unlocks the simple checklist today.