Changing your restaurant's trading hours is more involved than it might seem. Beyond simply opening or closing at a different time, an hour change touches dozens of platforms, people, and systems — and a single missed update can lead to frustrated customers, missed deliveries, incorrect orders, or even legal issues.
This checklist is designed for restaurant owners, managers, and their teams to ensure that every touchpoint is updated consistently and on time. Whether you are adjusting hours seasonally, permanently, or for a specific period, work through each item with the relevant team member and sign off as you go. No detail is too small — an outdated voicemail or an unchanged delivery app window can be just as damaging to the guest experience as the wrong hours on your front door.
Use this as a master reference every time your trading hours change.
Area / Platform | What to Update | Why It Matters | Responsible Person | Completed |
Restaurant Website | Trading hours on homepage, contact page, footer, booking/reservations page, and pop-up banners | Customers check the website first — outdated hours cause frustration and lost visits. | Marketing / Manager | ☐ |
Google Business Profile | Opening and closing times, holiday hours, and special hours | Incorrect Google hours are one of the most common customer complaints — affecting Maps and Search | Manager / Admin | ☐ |
Apple Maps / Bing Maps | Business hours listing | Many customers use Apple Maps or Bing — hours must match across all map platforms. | Manager / Admin | ☐ |
Third-Party Delivery Apps | Uber Eats, DoorDash, Mr D, Deliveroo, Bolt Food, Glovo, Talabat, Zomato, etc. | Prevents orders and charges from being processed when the kitchen is closed | Manager / Delivery Coordinator | ☐ |
Reservation Platforms | OpenTable, Dineplan, ResDiary, SevenRooms, Eat App, Resy, etc. | Avoids guests booking tables outside of operating hours | Host / Reservations Manager | ☐ |
Social Media Profiles | Facebook, Instagram, TikTok, X (Twitter), LinkedIn — update the hours field in the profile/bio | Guests frequently check social media before visiting or ordering | Marketing | ☐ |
Scheduled & Pinned Social Media Posts | Create announcement posts and pin to profile; schedule reminders for the first week. | Informs regular followers and new visitors of the change proactively | Marketing | ☐ |
Google Posts | Publish a Google Business post announcing the new hours | Appears directly in Google Search and Maps results for added visibility | Marketing / Manager | ☐ |
WhatsApp Business Profile | Update business hours and automated greeting message | Customers globally use WhatsApp for quick enquiries — wrong hours cause confusion | Manager / Reception | ☐ |
WhatsApp Auto-Replies | Update away messages, greeting messages, and quick reply templates | Maintains professional and accurate communication outside operating hours | Manager | ☐ |
Email Signatures | Update trading hours in all staff email signatures if hours are listed | Every email sent is an opportunity to communicate the correct hours | Admin / All Staff | ☐ |
Away / Out-of-Office Email Responses | Update automatic reply with correct operating hours | Prevents guest confusion when emailing outside of business hours | Admin | ☐ |
POS System | Update operating hours, kitchen open/close times, and trading session settings | Affects reporting accuracy, shift summaries, and integrated online ordering | Manager / IT | ☐ |
Online Ordering System | Update delivery windows, collection times, and pre-order availability | Prevents customers from placing orders at times when the kitchen cannot fulfil | Manager | ☐ |
Reservation Confirmation Emails & SMS | Update automated booking confirmations and reminder messages that reference hours. | Guests receive these messages directly — inaccurate hours cause no-shows or early arrivals.s | Reservations / Marketing | ☐ |
Staff WhatsApp / Communication Groups | Notify all staff of the new hours before they take effect | Ensures full team alignment — reduces no-shows and scheduling errors | Manager | ☐ |
Staff Notice Board | Print and post updated schedules, hours, and effective date | Provides a physical reference point for all on-site team members | Manager | ☐ |
Staff Rosters / Scheduling Apps | Adjust all shifts to align with new operating hours (Deputy, 7shifts, HotSchedules, When I Work, etc.) | Prevents understaffing at opening, overtime at closing, and payroll disputes. | Manager / HR | ☐ |
Kitchen Team Briefing | Inform the kitchen of new prep start times, service times, and closing procedures. | Kitchen operations depend entirely on accurate hours; prep and ordering are affected. | Head Chef / Kitchen Manager | ☐ |
Security Company | Update opening and closing schedules and key holder call times | Alarm monitoring and armed response are triggered by these schedules | Manager / Security | ☐ |
CCTV / Alarm Scheduling | Adjust automated arm/disarm times for the new hours | Security systems set to old hours may trigger false alarms or leave premises unprotected | Security / IT | ☐ |
Cleaning Company | Adjust cleaning crew arrival and departure times | Cleaning teams arriving during service or after the new close time causes operational disruption. | Manager | ☐ |
Suppliers & Deliveries | Notify all suppliers of new delivery receiving windows | Deliveries arriving before staff are present or after close risk being missed or refused | Kitchen Manager | ☐ |
Telephone Voicemail | Re-record the voicemail greeting to reflect new business hours | Customers frequently call after hours — an outdated recording is unprofessional and confusing | Reception / Manager | ☐ |
IVR / Phone System Menu | Update any interactive phone menu prompts referencing hours | Ensures consistency across all automated phone touchpoints | Manager / IT | ☐ |
Digital Signage / TV Screens | Update in-store display screens showing operating times or service sessions. | Keeps in-venue communication accurate for guests already inside | Marketing / IT | ☐ |
Storefront Signage | Replace or update door stickers, window decals, and entrance signs | Walk-in customers rely entirely on physical signage — this is a legal requirement in many regions | Manager | ☐ |
Printed Menus / Flyers / Table Cards | Correct any printed materials that reference trading hours | Prevents conflicting information between printed and digital materials | Marketing | ☐ |
Shopping Mall / Building Management | Notify the centre or building management of the new operating hours | Required for coordinated operations, shared security, and centre directory listings | Owner / Manager | ☐ |
Local Business Directories | Yelp, TripAdvisor, Foursquare, Zomato, local tourism boards, etc. | Inconsistent hours across directories damage trust and SEO credibility | Marketing | ☐ |
Loyalty Apps / CRM Systems | Send a notification or email campaign to members; update any hours displayed in the app | Loyal customers deserve to be informed first — reduces frustration and builds trust | Marketing | ☐ |
Website Chatbot / Live Chat Settings | Update chatbot responses and availability windows referencing hours | Chatbots often quote hours — outdated responses mislead customers at the point of enquiry | Marketing / IT | ☐ |
Online Review Responses | Monitor and respond to reviews mentioning confusion about hours after the change | Proactive reputation management shows the business cares about accurate information | Manager / Marketing | ☐ |
Payroll / Timekeeping Systems | Align system settings with new operational hours (Xero, ADP, Sage, Lightspeed, etc.) | Accurate clock-in/out windows prevent payroll errors and attendance disputes | HR / Payroll | ☐ |
Emergency Contact Lists | Update internal call sheets and emergency contacts to reflect new operating times | First responders and support services need to know when the venue is staffed | Manager | ☐ |
Holiday & Seasonal Schedules | Review and update any pre-set special trading periods in all systems | Prevents holiday confusion — especially important for public holiday and seasonal closures | Manager | ☐ |
Insurance Provider | Notify insurer if trading hours have changed significantly | Some policies have conditions tied to operating hours — failure to notify may affect claims | Owner / Manager | ☐ |
Liquor / Trading Licence | Check that the new hours comply with the conditions of any liquor or trading licence. | Operating outside licensed hours can result in fines or licence suspension | Owner / Manager | ☐ |