Counting Capacity at the Door: A Simple System for Bars and Clubs

Every licensed venue has a maximum number of people allowed inside. Going over it puts guests at risk, and it can cost you your licence. Yet many doors still track it with a hand clicker that gets dropped, reset or forgotten when staff change shifts. Here’s a simple system that holds up on a busy night.

Know your number

Your permitted capacity (often called occupant load) is set by your local fire authority and usually appears on your licence or a posted certificate. It can differ between rooms, patios and floors, and it may include staff. If you’re not sure what yours is, ask your local fire department before you set up any system. Your count is only useful if the limit behind it is right.

Count both ways

Counting people coming in is easy. The mistakes come from people leaving. A reliable count records both:

• In: every person admitted, including each member of a group.
• Out: every person who leaves, including smokers stepping out and coming back.

If you only count entries, your number only goes up, and staff end up guessing when it’s safe to let more people in.

One count, shared by everyone

When two doors or two staff members keep separate clickers, nobody knows the real total. Use one shared count that every door updates and that managers can see from anywhere in the venue.

Correct it, don’t ignore it

Counts drift. A miscount at the start of the night stays wrong for the rest of it. Do a quick headcount at quieter moments and correct the number, so the count everyone relies on stays close to reality.

Connect the count to the line

The point of counting is knowing when you can let the next group in. Link your count to your line: when you’re full, the line pauses; when people leave and space opens up, the next group in line is called. That way guests waiting outside aren’t told “five minutes” when the venue is actually full.

Write it down

A record of the night’s counts helps you plan staff, answer questions from inspectors and spot your busiest hours. Keep it simple: the count over time, and any corrections made.

How QMyTurn helps

QMyTurn’s door screen runs on a staff phone: tap + and − as people come and go, set your capacity, and correct the count when needed. When you’re full, the line pauses automatically, and the console shows the same live count. See QMyTurn for bars and nightclubs.

This article is general guidance, not legal advice. Always follow the capacity set for your venue by your local fire authority.