A septic company should remind a homeowner about pumping every three to five years for a typical household system, and inspect alternative systems with pumps or floats about once a year, but the reminder date should come from each tank, not from a company wide rule. The bottom line: after every pump out, the technician records the next due date, and GoHighLevel sends the reminder 60 days before it.
What the EPA says
The US Environmental Protection Agency says a typical household septic system should be inspected at least every three years by a professional, and its septic FAQ gives a range of one to three years for inspections. Household tanks are typically pumped every three to five years. Alternative systems with electrical float switches, pumps, or mechanical parts should be inspected more often, generally once a year, and the agency says a service contract is important for them.
The EPA lists the factors that change the pumping schedule: tank size, the number of people in the household, water use habits, whether a garbage disposal is used, and the amount of solids in the tank. Its rule of thumb is to pump when solids reach two thirds of the tank volume. It also notes that many states require a septic inspection when a home is sold, which gives a company a reason to contact new owners.
One date per home
| System type | EPA guidance | What the technician records |
|---|---|---|
| Conventional tank | Inspect every 1 to 3 years, pump every 3 to 5 years | Next pump due, based on sludge level, tank size, and household size |
| Alternative system with pumps or floats | Inspect generally once a year | Next annual inspection, plus a tag so the annual workflow applies |
| Recently purchased home | Inspection often required at sale in many states | A tag for new owner, and a welcome message with the last pump date |
Build it in GoHighLevel
- Create two date fields: Next pump due and Next inspection due.
- Create a tag for alternative system and one for new owner.
- In Automation, create a new workflow and add the Custom Date Reminder trigger.
- Select Next pump due and add Before Number of Days set to 60.
- Add Send SMS and Send Email actions with your booking link.
- Publish, then build a second workflow at 14 days that creates an Add Task for homes that have not booked.
- Build an annual workflow for the Next inspection due field with the Has Tag filter set to alternative system.
- After each service, use Update Contact Field to set the next due date the technician chose.
The technician should set the next date, not a default. The EPA describes three to five years as a range, and a family of five with a disposal will fill a tank faster than a couple, so a fixed three year reminder will be wrong for many homes.
Text to send at 60 days
Hi [first name], your septic tank at [service address] is due for pumping around [next pump due]. Choose a time here: [booking link]. Reply STOP to opt out.
What the workload looks like
A route of 1,500 homes on a three to five year pumping cycle has between 300 and 500 pump outs due each year (1,500 divided by five is 300, and divided by three is 500). That is a swing of 200 jobs a year based on how each household uses water, which is why the technician should set the date at the visit. A fixed schedule would send some homeowners a reminder a year too early and others a year too late.
Mistakes to avoid
- A default interval. The EPA describes three to five years as a range. Let the technician choose the date.
- Ignoring alternative systems. The EPA says systems with pumps or floats should be inspected more often, generally once a year. Tag them.
- Messaging renters. The EPA says the owner is responsible for routine maintenance, so tag landlords, and send tenants only what is relevant.
- Missing home sales. Many states require an inspection at sale, according to the EPA. Watch for new owners and send the last pump date.
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. A homeowner who rents the property may not be the right recipient, so tag landlords and tenants separately. This is general information, not legal advice.
Questions people ask
Is every three years right for every home?
No. The EPA describes three to five years as typical and says tank size, household size, water use, a garbage disposal, and solids all change it.
How often should a septic system be inspected?
The EPA says at least every three years for an average household, with a range of one to three years in its FAQ, and about once a year for alternative systems.
Who is responsible for septic maintenance?
The EPA says routine maintenance is the responsibility of the home or property owner, and a renter is responsible for proper use and operation.
Ready to try it yourself? Start a GoHighLevel account here.
You can also see this in action in our GoHighLevel capabilities demo.