The easiest way is to store three dates for each customer, annual maintenance, six year maintenance, and hydrostatic test, and let the Custom Date Reminder trigger in GoHighLevel book the visit before each one. The bottom line: federal workplace safety rules put the duty on the employer, and employers rarely track the dates themselves, so the servicing company that sends the reminder keeps the account.
What OSHA requires
OSHA's portable fire extinguisher standard, 29 CFR 1910.157, makes the employer responsible for inspection, maintenance, and testing. It requires a visual inspection monthly and an annual maintenance check. The employer must record the annual maintenance date and keep that record for one year after the last entry or for the life of the shell, whichever is less. Stored pressure dry chemical extinguishers that need a 12 year hydrostatic test must be emptied and maintained every six years, and hydrostatic testing follows the intervals in the standard's hydrostatic testing table and must be done by trained persons with suitable equipment.
The standard also says the employer must provide alternate equivalent protection when extinguishers are removed from service for maintenance and recharging. That is a selling point for the servicing company: a loaner unit plan closes the gap. A safety supplier's guide adds that the service tag records the month and year of the annual maintenance. Local fire marshals may add requirements, so check the local code as well.
Three dates, three workflows
| Date field | Where it comes from | Reminder timing |
|---|---|---|
| Annual maintenance due | Annual maintenance check under 1910.157(e) | 60 and 30 days before |
| Six year maintenance due | Stored pressure dry chemical units that need a 12 year hydrostatic test | 90 days before |
| Hydrostatic test due | Intervals in the standard's hydrostatic testing table for each extinguisher type | 90 days before |
Some servicing companies also sell the monthly visual inspection, which the standard assigns to the employer. A supplier article suggests technicians can offer it along with the annual work.
Build it in GoHighLevel
- Create three date fields on the contact or on a location record: Annual maintenance due, Six year maintenance due, and Hydrostatic test due.
- Enter the dates from your last service records for each customer.
- In Automation, create a new workflow and add the Custom Date Reminder trigger.
- Select Annual maintenance due and add Before Number of Days set to 60.
- Add Send Email and Send SMS actions with your calendar booking link.
- Add a Goal Event for a booked appointment so booked customers skip the 30 day reminder.
- Publish the workflow and build a second one at 30 days with an Add Task action for unbooked customers.
- Build the six year and hydrostatic workflows the same way, using their own date fields.
- After each visit, use Update Contact Field to set the next due date.
Message to send at 60 days
Your fire extinguishers at [location] are due for annual maintenance by [due date]. Choose a time: [booking link]. We will arrange replacement units while yours are serviced.
What the workload looks like
A company servicing 300 locations has 300 annual maintenance dates a year, about six a week (300 divided by 52 is 5.8). Six year maintenance and hydrostatic dates come on top of that for the units that need them. Those dates are the ones customers lose track of, because they come around every six or 12 years, and a reminder that arrives 90 days ahead gives the customer time to approve the work and you time to schedule the shop work.
Mistakes to avoid
- Tracking only the annual date. The six year and hydrostatic dates create the bigger jobs. Give each its own field and workflow.
- Mixing extinguisher types. OSHA's hydrostatic testing table sets different hydrostatic intervals by type. Record the type so the right date is used.
- Forgetting the loaner plan. OSHA requires equivalent protection while units are out of service. Mention your replacement plan in the reminder.
- Not updating dates after service. Use an action to move each date forward the day the work is closed.
Check before you switch it on
US text messages sent from a standard 10 digit number need A2P 10DLC registration. The HighLevel support portal says registration is required for texts to US recipients from 10 digit long code numbers and that toll free numbers do not require it. HighLevel's opt in guidelines also say a person cannot be forced to agree to text messages in order to submit a form, so keep the consent box optional. One compliance guide separates informational texts, which need documented consent, from marketing texts, which need prior express written consent. Ask your attorney which category your reminders fall into. Customers often list the safety manager's mobile number, so confirm the right person before you text, and use email for the invoice and service record. This is general information, not legal advice.
Questions people ask
How long must an employer keep the annual maintenance record?
OSHA says one year after the last entry or the life of the shell, whichever is less. Many service companies keep records longer, so set your own policy.
Which extinguishers need a six year teardown?
OSHA names stored pressure dry chemical extinguishers that require a 12 year hydrostatic test. Other types follow different intervals.
Does OSHA require the monthly inspection to be done by a servicing company?
The standard says a visual inspection is required monthly. It does not say who performs it, so offering it is optional.
Ready to try it yourself? Start a GoHighLevel account here.
You can also see this in action in our GoHighLevel capabilities demo.