Licensing compliance for UK premises
Your licence has conditions.
Prove you're keeping them.
Refusals, incidents, CCTV checks, and training, logged per site as they happen. When the review letter arrives, the file already exists.
14-day free trial. No credit card. From £59/site/month
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Licensing Act 2003
Conditions, refusals, incidents, CCTV, Challenge 25.
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From £59
Per site, per month
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14-day free trial
No credit card required
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UK-hosted
Secure AWS data centres, in-country
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Full export
Your data is always yours
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Every area in one plan
Licensing plus fire, food, H&S, gas, and employment records.
The records behind your licence
You keep records. But the refusals log, incident book, CCTV checks, and training dates often live in different places, across different sites, with no shared view.
- Licence reviews ending in revocation or suspension1
- 1 in 2
- Of 412 reviews in 2023/24: 40% revoked or withdrawn, 12% suspended
Today
- Refusals log with gaps, or not maintained at all
- Incident book written up differently at every site
- CCTV system running, but no record of anyone checking it
- Staff training done, but the dates are in someone's inbox
- Door staff SIA details on a paper sign-in sheet
- Licence conditions read once at grant, then filed away
With Duty Room
- Timestamped refusals log with the fields your staff need to fill in
- Incident records written up the same way at every site
- CCTV maintenance checks scheduled and signed off
- Per-person training records with refresher reminders
- SIA badge numbers and door staff shift logs on file
- Each licence condition linked to the checks that support it
How it works
Set up, record, share
1
Enter your licence conditions
Work through the conditions attached to your premises licence with your solicitor or licensing consultant. Duty Room links each one to a recurring check or record, so your team knows what to keep.
2
Your team records incidents and refusals
Staff log refusals, incidents, CCTV checks, and door staff details as they happen. Every entry is timestamped and attributed to the person who wrote it.
3
Your adviser sees the same live view
Your licensing solicitor or consultant sees the same records you do. When a review comes up, your records are already organised. You and your adviser decide what to share.
Common licensing records Duty Room tracks
Refusals & Incident Log
Licence Conditions Record
Staff Authorisation Register
Door Staff & SIA Register
CCTV Maintenance Log
Challenge 25 Records
Set up alongside the conditions on your premises licence.
What's in your Proof Pack
Licensing Proof Pack
High Street Site 7, 14 High Street, London SE1
Generated
11 Aug 2026
Contents
- Refusals & Incident Log 34 refusals, 2 incidents logged
- Licence Conditions Record All conditions documented
- Staff Authorisation Register 6 of 6 staff on file
- Door Staff & SIA Register 3 of 4 badges on file
- CCTV Maintenance Log 12 of 12 monthly checks complete
- Challenge 25 Records Policy and signage on file
No more digging through binders. No more hoping someone remembered to sign the log.
Your records build up as your team works, and your adviser sees it as it happens.
Blueprints
Start with Licensing. Expand from there.
Every blueprint comes with practical resources
What the records cover, how operators and advisers typically use them, and how to run them in Duty Room. Every resource references the relevant legislation in plain English.
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Fire Safety Fire risk assessments, alarm tests, and drill records.
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Gas Safety CP42 certificates and appliance records.
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Health & Safety Risk assessments, COSHH, and accident records.
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Food Safety Temperature logs, HACCP, and allergen records.
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Employment Records Right-to-work, working time, and tipping records.
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Martyn's Law Public protection procedures, drills, and staff awareness records.
Same model, same follow-through. Add more areas as your needs grow.
Licensing resources for UK operators
Your current method vs Duty Room
| Paper / Spreadsheets | Generic checklist app | Duty Room | |
|---|---|---|---|
| Refusals log | Paper notebook | — | Digital with timestamps |
| Incident recording | Paper book | Some | Structured and exportable |
| CCTV checks | No record kept | — | Scheduled with sign-off |
| Staff training records | Filing cabinet | Some | Per-person with reminders |
| Door staff register | Sign-in sheet | — | SIA details and shift log |
| Licence condition records | Read it once | — | Linked to recurring checks |
| Records export | Scramble for it | — | One-click export |
| Export if you leave | Already on paper | Varies | Full export |
Paper / Spreadsheets
- Refusals log (Paper notebook)
- Incident recording (Paper book)
- CCTV checks (No record kept)
- Staff training records (Filing cabinet)
- Door staff register (Sign-in sheet)
- Licence condition records (Read it once)
- Records export (Scramble for it)
- Export if you leave (Already on paper)
Generic checklist app
- — Refusals log
- Incident recording (Some)
- — CCTV checks
- Staff training records (Some)
- — Door staff register
- — Licence condition records
- — Records export
- Export if you leave (Varies)
Duty Room
- Refusals log (Digital with timestamps)
- Incident recording (Structured and exportable)
- CCTV checks (Scheduled with sign-off)
- Staff training records (Per-person with reminders)
- Door staff register (SIA details and shift log)
- Licence condition records (Linked to recurring checks)
- Records export (One-click export)
- Export if you leave (Full export)
Licensing questions and answers
What licensing records do I need?
Your premises licence (on display), CCTV records and footage retention, a refusals log, an incident book, Challenge 25 records, a door staff register, staff training records, and an authorised sellers list. Your solicitor or licensing consultant can advise on what your specific licence conditions require.
What happens when a premises licence is reviewed?
412 premises licence reviews were completed in England and Wales in the year to March 2024. 40% ended with the licence revoked or withdrawn, and 12% more ended in suspension; premises that reach a hearing keep their licence roughly half the time, though usually with new conditions attached. Any responsible authority, or any other person, can apply for a review at any time; a 28-day consultation follows, then a hearing before the licensing sub-committee. How the review process works covers it start to finish.
What triggers a licence review?
The police trigger 49% of reviews, and crime and disorder is cited in 83% of all reviews; trading standards, environmental health, and the Home Office account for most of the rest. Persistent noise complaints, public safety issues, and failed test purchases are the recurring themes. Your licensing solicitor is the right person to advise on your situation.
What should we do after a failed licensing inspection?
Respond in writing, quickly and specifically. The s.182 guidance expects licensing authorities to give early warning and a chance to improve, and an operator who does not respond should expect the next step to be a review application. Fix the findings, date the evidence, and keep the inspection report, your response, and the remediation records in one file. What to do after a failed licensing inspection walks through the first week.
What happens if we fail a test purchase?
Trading standards and the police send under-18 volunteers to attempt purchases. A failed test can mean a £90 fixed penalty for the member of staff who made the sale, prosecution under the Licensing Act 2003, or a licence review; the server is personally liable for the sale. A working age-verification system, with a refusals log that shows it operating, is the defence you build in advance. What Challenge 25 requires covers the system.
Can illegal working cost us the premises licence?
Yes. Home Office Immigration Enforcement has been a responsible authority under the Licensing Act 2003 since April 2017, with standing to apply for a review itself. Its guidance sets a stepped approach: a warning letter for one or two workers on a first finding, but straight to review for three or more, ignored warnings, or an illegal worker running the premises day to day; where premises have been used for illegal working, revocation is seriously considered even on a first review. One Horsham restaurant lost its licence over a single worker and an unpaid £40,000 civil penalty. How a right to work failure reaches your licence follows the mechanism.
What can immigration officers do at licensed premises?
Enter without a warrant. Section 179 of the Licensing Act 2003 gives immigration officers a statutory right of entry to premises they have reason to believe are being used to sell alcohol or provide late-night refreshment, and obstruction is a criminal offence. Immigration Enforcement visited restaurants, takeaways, and cafes 3,559 times in 2025, more than any other sector, and officers expect right-to-work records to be accessible during the visit; civil penalties start at £45,000 per illegal worker. What an enforcement visit involves describes one.
Which premises does this cover?
Any premises operating under a Licensing Act 2003 premises licence: pubs, bars, restaurants, hotels, event venues, and off-licences all have conditions to meet and records to keep.
Does Duty Room replace our licensing solicitor?
No. Your solicitor or licensing consultant advises on the substance: what your conditions mean, how to respond to a review, what to say at a hearing. Duty Room keeps the records that sit behind those conversations organised between reviews.
Is this proof of legal compliance?
No. Duty Room gives you organised records of the refusals, incidents, training, and checks you've set up. Whether those records satisfy your licence conditions is between you, your adviser, and the licensing authority.
What about door staff?
Record SIA badge numbers, shift sign-in, and badge expiry dates for every door supervisor who works your premises.
Does Duty Room keep up with the law?
We update our starter blueprints as rules change. You and your adviser decide what to adopt for your sites. Duty Room is not a substitute for legal advice.
Where is my data stored?
Secure AWS data centres in the UK. Your data never leaves the country.
Keep your Challenge 25, refusals, and CCTV records in one place.
Duty Room is operational compliance software: workflows, checklists, and evidence. It is not a substitute for professional legal, regulatory, or compliance advice. You are responsible for understanding and meeting the obligations that apply to your business.