Advice needed: aquarium instructions for a tank sitter :-D

John Ostler · Jan 7, 2018

I'm going out of town for a bit and I typically write down a list of steps for taking care of my tank and make a little checkoff sheet for each day. I've also done a video in the past. Both with mixed results. I feel like this problem is a lot like making instructions for a board game. #noteasy

So it got me wondering, what do you guys do?
I'd also love to see what your instructions look like if you keep a copy. In particular the wording or images or illustrations you use (or not).

Jeepguy242 · Jan 7, 2018

When I go out of town my tank doesn’t get touched unless I am going more than a week.

And then I can usually find someone that has tanks themselves to come and feed it

nautical_nathaniel · Jan 7, 2018

When I left a few weeks ago, I had a friend who also owns reef aquariums come and feed my fish as well as just look everything over a few times the 8 days I was gone. If I were you, I would make a bulleted list of tasks and make sure they are super simple to understand. I only asked my friend to feed the tank some flakes, do a fish count and check the water level/ make sure the ATO was working. If anything seemed out of the ordinary he was to call myself or my girlfriend immediately. He also went above and beyond and sent us pictures of the tank each time he checked on it

Sleepydoc · Jan 7, 2018

First, do you have a controller?

I've had my parents watch my tank in the past with (mostly) good results, but I try to follow the KISS principle. Of course it depends how long you're going to be gone for, too.

Do the minimum; you can likely cut your feeding schedule in half for the time you're gone. This makes less work for the tank sitter and less waste buildup.
I made a short bullet pointed list of what to do.
Also include a short 'emergency' list of likely/common problems and how to fix them.
Skimmers are frequent source of problems (IME, they're the most unstable piece of equipment we use.) Consider turning the skimmer off or leave detailed instructions for it.
Have the tank sitter come over and go through everything with you
If I expect to need more RO/DI added to the reservoir, I put the buckets right next to the tank. I have a small maxi jet with a piece of silicone tubing that I use as a transfer pump that I have set up and ready.

Sierra_Bravo · Jan 7, 2018

I don't have them available to post, but I printed out pictures of my sump and labeled them with a key, both on the picture and where I could physically with a piece of tape. I then use those with a checklist and written instructions for each checklist entry. I agree with Sleepydoc above - minimialize the routine as much as possible. I also think as much detail as possible is a must as well as reassuring your sitter it's OK to contact you whenever. I have a small fish room so I usually put one of our wireless Arlo cameras in there so if there is an issue the sitter can visually show me what's happening.

Some examples from one of my written lists I left with my teenage daughter. Yes, I agree it is like writting instructions for a board game, but the more detailed you are the less liklely they'll be a misunderstanding. I've had a professional take care of the tanks as well - he was given the same level of instruction whether he needed it or not.

Filling the auto top off for display tank:

1. Use the valve labeled "A" and turn to open
2. Fill the auto top off tank until it reaches the marked line
3. Turn off valve "A".
4. Important: Do not leave while the tank fills or it can flood the room!

Filling the Clownfish and Goby tanks with fresh water:

1. Use the freshwater hose with valve marked Valve "B" to fill the 1 gal white container. Be careful to turn off the valve before the jug fills, then wait as the water finishes draining out the hose.
2. Gently poor the water into the tank until the water level is even with the bottom of the rim.

Check skimmer:

1. If the skimmer bowl fills up to ¾ you have to empty it. You do not have to clean the insides; just empty the dirty water.
2. Make sure one side of the kitchen sink is empty and run the water.
3. Turn off the switch labeled "Skimmer" on the electrical panel.
4. Make sure you see that the bubbles have stopped.
5. Grab the bowl with two hands and gently rock back and forth to separate it.
6. Take it to the sink, remove the lid, and empty it into the sink. Do NOT rinse!
7. Push the bowl back on the skimmer gently until it seats. Put the lid back on.
8. Turn the "Skimmer" switch back on and make sure it is bubbling. DON"T FORGET THIS

John Ostler · Jan 7, 2018

nautical_nathaniel said:
When I left a few weeks ago, I had a friend who also owns reef aquariums come and feed my fish as well as just look everything over a few times the 8 days I was gone. If I were you, I would make a bulleted list of tasks and make sure they are super simple to understand. I only asked my friend to feed the tank some flakes, do a fish count and check the water level/ make sure the ATO was working. If anything seemed out of the ordinary he was to call myself or my girlfriend immediately. He also went above and beyond and sent us pictures of the tank each time he checked on it

Checking the ATO is working is a really good tip! Never thought of that even though it's a constant problem.

Sleepydoc said:
First, do you have a controller?

I've had my parents watch my tank in the past with (mostly) good results, but I try to follow the KISS principle. Of course it depends how long you're going to be gone for, too.

Do the minimum; you can likely cut your feeding schedule in half for the time you're gone. This makes less work for the tank sitter and less waste buildup.

I made a short bullet pointed list of what to do.

Also include a short 'emergency' list of likely/common problems and how to fix them.

Skimmers are frequent source of problems (IME, they're the most unstable piece of equipment we use.) Consider turning the skimmer off or leave detailed instructions for it.

Have the tank sitter come over and go through everything with you

If I expect to need more RO/DI added to the reservoir, I put the buckets right next to the tank. I have a small maxi jet with a piece of silicone tubing that I use as a transfer pump that I have set up and ready.

No controller but obviously it'd be nice to able to keep an eye on swings or other anomalies. I LOVE the idea of the emergency list being something separate from the normal list. Just keeps the clutter off the main list.

Sierra_Bravo said:
I don't have them available to post, but I printed out pictures of my sump and labeled them with a key, both on the picture and where I could physically with a piece of tape. I then use those with a checklist and written instructions for each checklist entry. I agree with Sleepydoc above - minimialize the routine as much as possible. I also think as much detail as possible is a must as well as reassuring your sitter it's OK to contact you whenever. I have a small fish room so I usually put one of our wireless Arlo cameras in there so if there is an issue the sitter can visually show me what's happening.

Some examples from one of my written lists I left with my teenage daughter. Yes, I agree it is like writting instructions for a board game, but the more detailed you are the less liklely they'll be a misunderstanding. I've had a professional take care of the tanks as well - he was given the same level of instruction whether he needed it or not.

Filling the auto top off for display tank:

1. Use the valve labeled "A" and turn to open
2. Fill the auto top off tank until it reaches the marked line
3. Turn off valve "A".
4. Important: Do not leave while the tank fills or it can flood the room!

Filling the Clownfish and Goby tanks with fresh water:

1. Use the freshwater hose with valve marked Valve "B" to fill the 1 gal white container. Be careful to turn off the valve before the jug fills, then wait as the water finishes draining out the hose.
2. Gently poor the water into the tank until the water level is even with the bottom of the rim.

Check skimmer:

1. If the skimmer bowl fills up to ¾ you have to empty it. You do not have to clean the insides; just empty the dirty water.
2. Make sure one side of the kitchen sink is empty and run the water.
3. Turn off the switch labeled "Skimmer" on the electrical panel.
4. Make sure you see that the bubbles have stopped.
5. Grab the bowl with two hands and gently rock back and forth to separate it.
6. Take it to the sink, remove the lid, and empty it into the sink. Do NOT rinse!
7. Push the bowl back on the skimmer gently until it seats. Put the lid back on.
8. Turn the "Skimmer" switch back on and make sure it is bubbling. DON"T FORGET THIS

Wow, pictures with labels is an awesome bonus. That's detail. Also, I like the labels being 'A' or 'B'. Seems easier to specific than 1, 2,3,4 or something like that where you lose where in the count you are (I have this thing for letters over numbers... unless I'm playing miniature golf). The IMPORTANT parts are a nice touch.

ca1ore · Jan 7, 2018

My advice: no tank sitter. Far more likely to create a problem than resolve one. Ironically the more well meaning the sitter, the greater the likelihood of disaster. I've routinely left my fish for a week without food. I've lost almost one in all that time.