The Most Common IT Mistakes Made by UK Pubs — and How to Fix Them

Running a pub is about creating great experiences, not worrying about technology. But in today’s connected world, your IT systems play a bigger role than ever. From point-of-sale systems to customer Wi-Fi, the right digital setup can make your business more efficient, compliant, and profitable. Unfortunately, many UK pubs still make simple IT mistakes that hold them back.

Here’s what to watch for — and how to fix it without overspending.

1. Neglecting Data Security and GDPR Compliance

If you offer guest Wi-Fi, take bookings online, or run a loyalty scheme, you’re handling customer data. Many pubs accidentally breach GDPR by storing personal details insecurely or using them for marketing without consent.

Fix:

‍Use a GDPR-compliant Wi-Fi portal, encrypt stored data, and delete old customer records regularly. Training staff in basic data handling goes a long way towards avoiding fines.

2. No Reliable Backup or Disaster Recovery Plan

What would you do if your POS system crashed on a Saturday night? Many pubs have no backup strategy, so even a short outage can cause chaos and lost sales.

Fix:

‍Use automatic cloud backups for till data and bookings and keep a printed backup of your menu and payment procedures. A simple disaster recovery plan prevents panic when systems fail.

3. Outdated or Unsupported POS Systems

Older tills or POS setups can’t always integrate with stock control or mobile payments and may no longer receive security updates.

Fix:

‍Upgrade to a cloud-based POS that connects to your accounting tools and payment apps. You’ll gain real-time visibility of sales and simplify reporting.

4. Weak Wi-Fi Infrastructure

Poor Wi-Fi frustrates customers and limits your ability to run connected devices. Consumer-grade routers often can’t cope with busy evening traffic.

Fix:

‍Install a business-grade router, separate guest and staff networks, and restrict bandwidth for streaming or downloads. Stable connectivity supports both service and security.

5. Ignoring Cybersecurity Threats

Phishing emails and fake supplier invoices are now common in hospitality. Without training, staff can easily click on a malicious link that compromises your systems.

Fix:

‍Use multifactor authentication, install reliable antivirus protection, and train staff to recognise suspicious messages. Preventing one attack could save thousands of pounds.

6. Failing to Maintain Hardware

Printers, card readers, and kitchen screens are often left to run until they break. Emergency replacements cost more and cause service delays.

Fix:

‍Schedule regular maintenance and keep at least one spare for critical devices. Preventive care reduces both downtime and costs.

7. Using Personal Devices for Business

When staff use their own phones for bookings or social media, data security and consistency suffer.

Fix:

‍Provide managed business devices or use mobile device management (MDM) software to keep business and personal data separate.

8. Neglecting Software Licences and Updates

Running unlicensed or outdated software can lead to security issues and legal exposure.

Fix:

‍Keep a record of licences and enable automatic updates for your systems. Legitimate cloud-based tools such as Microsoft 365 or Google Workspace are secure and simple to manage.

9. No Centralised IT Support

Many pubs rely on whoever “knows computers” rather than a structured support plan. This reactive approach means issues are fixed only after they cause problems.

Fix:

‍Work with a managed IT service provider (MSP) to monitor systems and apply updates remotely. Predictable monthly costs are cheaper than urgent callouts.

10. Poor Integration Between Systems

If your POS, booking system, and stock control don’t communicate, you’ll waste hours on manual entry and errors.

Fix:

‍Choose integrated systems or use simple automation tools to connect them. Data should flow smoothly from sale to accounting.

11. Overlooking Customer-Facing Technology

Digital menus, mobile ordering, and loyalty apps are becoming standard. Pubs that ignore these tools risk appearing outdated.

Fix:

‍Adopt scalable tech such as QR-based ordering or digital loyalty programs. These improve service speed and gather useful customer insights.

12. Not Planning for Future Innovation

Technology changes fast. Pubs that treat IT as a one-off purchase miss opportunities to reduce costs or attract new customers.

Fix:

‍Review your digital setup each year. Small upgrades, like energy-saving smart systems or updated booking tools, can deliver real returns.

A Smarter, More Secure Pub

Modernising IT doesn’t have to mean major investment. The most cost-effective improvements usually come from better maintenance, integration, and staff training. With the right systems in place, your pub runs more efficiently, protects customer data, and stays ahead of the curve.

If you need help with any of these issues, get in touch.