Add a System to a Site

Systems in ServiceCore represent the specific equipment or infrastructure your team services at a customer’s site, such as septic systems, grease traps, and holding tanks. Adding a system gives your team a single place to store key details, track service history, and make sure technicians have what they need before arriving on site.

Every system is tied to a site. Once added, the system gets its own detail page where you can view tank information, system location, job history, attachments, and site contacts all in one place.

Before You Start

Here are a few things to know before you continue:

• To see if you have access to this feature in ServiceCore, please check out this article on user permission levels.
• The customer and site must already exist in your ServiceCore account before you can add a system.
• System Types include the default options in your account and any custom types that have been created in your account.
• You can add multiple tanks and multiple lids to a single system. Each tank and lid has its own set of fields.
• Systems can only be added and edited using ServiceCore on the web, mobile app editing is not available at this time.
• Information you enter will be visible to technicians in the ServiceCore Mobile App.

Add a System

There are a few ways to add a system in your ServiceCore account:

1. From a customer's profile under the Sites tab, click the vertical three dot menu on the site row and select "Add System." 

   
   
    

2. From a customer’s profile under the Sites tab, click the “Add System” button in an existing Systems section listed under the site.

   
   
    

3. From a site's details page, click the "Systems" tab and then click "Add System."

   
   

From any of these starting points, you'll land on the Add New System form. Starting from the customer's profile is a good way to confirm you're adding the system to the right site.

The steps below walk through adding a system using the three-dot menu from a customer's profile:

1. Open a customer’s profile.
2. Click the “Sites” tab.
3. Click the vertical three dot menu in line with the site you want to add the system to. 

4. In the menu that appears, select “Add System”.

   
   
    

5. Enter a Name that clearly identifies the system (e.g., Restaurant Grease Trap).
   • Please Note: This is the only required field to add a system, but we highly suggest you add as much information you know about the system.
6. Select a system Type from the drop-down menu. 
   • These will include ServiceCore’s default system types and any custom types that have been created in your account.
7. Enter the number of Bedrooms at the property, if applicable.
8. Enter the number of Occupants at the property, if applicable.
9. Enter the Install Date if known.
10. Enter the Hose Length (feet) required to reach the system.
11. Add System Notes to record any important details technicians should know before servicing the system.
    
    
     
12. Enter the Tank Type (e.g., aerobic, anaerobic, dosing).
13. Enter the Tank Size (gallons).
14. Enter the Tank Material (for example: concrete, plastic, fiberglass, steel).
15. Enter the Pumping Frequency to indicate how often the tank needs to be serviced.

16. Enter any Filters associated with the tank, if applicable.

    
    
     

17. Check the Digging Required box if technicians will need to dig to access the lid.
18. Enter the Digging Depth (in) required in inches.
    • Please Note: This field only appears when Digging Required has been checked.
19. Enter the Location of the lid on the property (e.g.,  back left corner of yard).
20. Enter the Lid Material (for example: concrete, plastic).

21. Enter the Diameter (in) of the lid in inches.
     

    
     

    TIP: If the tank has more than one lid, click “+ Add lid” to add another lid to the same tank. If the system has more than one tank, click “+ Add Tank” at the bottom of the Tank Information section. If the system does not have a lid, you can click the trash can icon to remove the lid fields on the form.
     

    The System Location section helps technicians find the system when they arrive on site. The map pin defaults to the site’s address. Move it to the system’s exact location on the property to give technicians a more precise reference point.
     

22. Drag the map pin to the system’s exact location on the property, if it differs from the site address.
23. Enter an Access Point description to help technicians locate the system on the property (e.g., right side of the house, behind the shed).
24. Click “Create System” to save.

TIP: If the tank has more than one lid, click “+ Add lid” to add another lid to the same tank. If the system has more than one tank, click “+ Add Tank” at the bottom of the Tank Information section. If the system does not have a lid, you can click the trash can icon to remove the lid fields on the form.
 

The System Location section helps technicians find the system when they arrive on site. The map pin defaults to the site’s address. Move it to the system’s exact location on the property to give technicians a more precise reference point.

System Details Page Overview

After saving, the system appears on its own detail page. You’ll see summary cards at the top showing the last service date, linked customer, and site address. Below that, you’ll find the system’s information, location map, tank details, and tabs for job history, attachments, and site contacts.

The system also appears in the systems table under the site on the customer’s profile and on the site’s details page. The table shows the system’s name, type, number of tanks, total capacity, and the next service due date if you’ve set up a service reminder.
 

TIP: To set up a service reminder for a system, check out this article on creating service reminders. The Next Service Due date in the systems table pulls from service reminders.

Edit a System

There are 2 ways to open the edit view for a system:

1. From the systems table on a customer's profile or site details page, click the pencil icon next to the system.

   
   
    

2. From the System detail page, click "Edit System" in the top right corner.

   
   

All fields from the original form are available to update, including tank, lid, and system location details.

To edit a system, follow these steps:

1. Open the edit view using one of the methods above.
2. Make your changes.
3. Click "Save Updates" to save.

Delete a System

We strongly recommend editing a system instead of deleting it. Deleting a system permanently removes it and all of its historical data from your account. There is no way to recover a deleted system.

If you do need to delete a system, follow these steps:

1. Open the system's edit view.
2. Click "Delete System" at the bottom of the page.
3. Confirm the deletion on the prompt that appears.

If you have any questions, please reach out to our Support team through the chat widget on the bottom of this page or by sending an email to support@servicecore.com!