WaterTightVM
Shore mode
You are not signed on to a vessel right now
You are not onboard
Vessel operations such as maintenance, safety, logbooks and procurement open automatically once your company signs you on. Until then, you can still use everything below.
Available while you are ashore
Think you should be onboard? Ask your crewing or HR team to sign you on.
My work
Your hours, leave, training, contracts and calendar
Fleet overview
Your fleet at a glance — customised to your role
My Dashboard
No cards on your dashboard yet.
Crew & certificates
Designated Person Ashore
Maintenance attention PMS jobs due soon & overdue by vessel
Overdue Due soonFleet position Latest daily report positions
Attention required Overdue maintenance, expiring certificates and manning gaps across the fleet
Unfilled positions (30-day view)
Upcoming Certificate Renewals
Crew certificate compliance
Card library
Browse and add cards to your dashboard
Vessel Calendar
Plan voyages, port calls and crew changes in one place. Edit ETA and everything linked moves with it.
Crew spotlight
Search for a crew member to load their calendar.
Teams & rotation
Build a named rotation team, put people on billets, then set the same join and leave dates for that team. Choose “All assigned crew” to update dates only. Continuous vessels set dates per person on the grid instead.
Build voyage
Add each port and set arrival/departure. The first call can be seeded from the last port on this vessel — same-port gaps (idle in port between voyages) are fine. Calls sort by arrival on save.
Saving date changes moves unpinned join/leave dates with this voyage.
Commercial cargo fields (cargo type, charter, shipper) apply to cargo voyages only. SOF / NOR also apply to ballast and repositioning.
Defaults to the captain assigned to this vessel. Leave on auto so the name follows crew changes.
Edit each card in place. When you save, calls are sorted by arrival — so to insert mid-voyage, add a port, set its arrival between the surrounding dates, then save.
Edit stay
Saving moves unpinned planned join/leave dates with this port call and refreshes manning warnings. To set actual arrival or sailing from the logbook, use At sea / In port there (optional calendar update).
Edit assignment
Missing required certificates
Assign anyway records an override. The calendar block stays non-compliant until the certificates are held.
Booked holiday on these dates
Assign anyway will still save the trip. The holiday stays on their calendar.
Plan crew change
Add voyage stop
Port, ETA, and ETD for this call. Tick crew change possible if join/leave may happen here.
Same as a voyage port card. Shore can still open the window later from the calendar.
FuelEU Maritime
Well-to-wake GHG intensity, pathway mapping, pools, and verifier handoff
Fleet position
Noon reports across the fleet — live positions, compliance, and environmental reporting
Fleet map
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Fleet overview
Click a row to highlight the vessel on the map and open details
| Vessel | Status | Report | Position | SOG | ETA | Fuel ROB | Source |
|---|---|---|---|---|---|---|---|
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Environmental report
Port Contact Directory
Company-approved port agents, surveyors, classification society and P&I contacts for ports your vessels visit.
| Port Name | UNLOCODE | Country | Contacts | Last Updated | |
|---|---|---|---|---|---|
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| Port | Type | Company | Contact | Phone | Active | ||
|---|---|---|---|---|---|---|---|
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Set preferred contacts per port. Vessel users see these first under My Vessel → Ship Docs → Port Contacts.
| File | Port | Contact | Uploaded | |
|---|---|---|---|---|
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New Port
Add Contact
Loading ports…
Upload document
📥 Safety inbox
Shore-side backlog: incidents, crew-escalated suggestions, and drills flagged for the next safety meeting. Checklist change proposals are reviewed under Fleet Management → Change Proposals.
Incidents — awaiting office review
Incidents — reviewed (close)
Safety meeting agenda — open items
Escalated safety suggestions
Sync Center
Review offline changes, conflicts, and failed syncs across the fleet. Retry or dismiss items after reloading the latest data.
Vessel Sync Center
Offline changes for your assigned vessel that need attention.
🛡️ Safety Dashboard
Monitor safety performance across your fleet
🚨 Fleet Safety Alerts
No fleet alerts at this time
📋 Open Agenda Issues
📋 Drills this tour
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📄 SMS Updates
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📘 SMS Read Compliance
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📋 Fleet Notice Read Compliance
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👍 Recent Observations
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💡 Safety Suggestions
Vessel safety officers (safety write) see all crew ideas for the selected vessel. Superintendents (safety manage write) only see items crew escalated after 7 days.
Select a suggestion above to view details and respond.
SMS Read Compliance
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Fleet Notice Read Compliance
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Document
🔧 Drills
Record and track safety drills
📅 Scheduled Drills
📋 Recent Drill Records
⚠️ Incident Reports
Report and manage safety incidents
Notice board
Items ready to print and post on this vessel’s safety notice board
Fleet safety meeting minutes
Upload fleet meeting minutes
File is added to every vessel’s notice board print queue.
👥 Safety Meetings
Record safety meetings (toolbox talks are recorded under Job Safety)
Safety Meetings Log
Committee minutes, agenda tracking, and action items⚠️ Contingency Plans
Emergency decision support system checklists and active response timeline logging
Mayday brief
Available Templates
Office coordination
No Active Plan
Select and activate a contingency plan template to start the checklist.
Previous emergencies
No previous emergencies for this vessel.
Activate emergency plan
Confirm activation
This starts an active emergency on the vessel. Fleet management and the on-duty Designated Person Ashore will be alerted.
Previous emergency
Start incident report
This starts a draft investigation and does not close the emergency. Root cause and close-out stay on the incident form.
Complete emergency checklist
Deck Logbook record
The complete emergency timeline will be logged as an entry in the Deck Logbook.
🔥 Fire Attack Plans
Space-by-space vessel firefighting guides, ventilation stops, isolations, and drawings
Select a space from the binder to view its fire attack plan.
Zone inspections
COSWP safety officer zone inspections: configure zones and spaces, conduct inspections, track findings and rectification
Zones & Compliance
Adding, editing, or deleting zones requires Safety write permission (same as completing rounds and rectification work).
New zone
Spaces
Drag the handle to reorder, point between two spaces and click + to insert one, or press Enter in a name to add the next.
Conduct inspection
Complete the COSWP checklist once for the whole zone, then record findings against specific spaces below.
Zone checklist (COSWP)
Findings by space
Track issues until closed. Each finding either needs a job assigned or has an active job to sign off.
Add Fire Attack Plan Space
Choose per space. Landscape suits wide deck strips; Portrait gives a squarer drawing area for compartment plans.
Plans print as A4 landscape. Use a wide layout image so the drawing fills the bottom of the printed page. Recommended size: 2480 × 700 px (or 3508 × 850 px for high-quality print) — aspect ratio about 3.5:1. JPG or PNG.
Mark up the drawing before upload
- Primary attack route — solid arrow/line (e.g. green) from entry to the space
- Secondary attack route — dashed arrow/line (e.g. blue) showing the backup approach
- Ventilation shut-off points, electrical isolations, and emergency stops
- Boundary cooling positions and nearby firefighting equipment
- Marshalling / muster area and compartment boundaries if helpful
- Add a small legend for colours and symbols used
Match the routes drawn here to the Primary and Secondary Attack Route fields above.
Record finding
Assign rectification
Follows the rank on later trips until signed off.
Choose at least one: department, rank, or crew member.
Delete zone
This removes the zone and its spaces from future inspections. Past inspection records are kept.
Prior open findings
✅ Checklists
Vessel-specific checklists: configure and build custom checklists with tick boxes or entry fields
Configured checklists
Edit checklist
Record when completed
Only crew in this department see this checklist and can sign it off.
Items
Drag the handle to reorder. Point between two items and click + to insert one there. Press Enter in a label to add the next item.
Completed checklists
Completed checklists will appear here.
Complete checklist
Tick times are recorded when you check each box; sections are marked complete when all items in that section are done.
Edit invite
Update name and rank for this pending invite. Save, then use "Resend invite" to send the link with the new details.
Report an Issue
Suggest a Feature
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You are interacting with an AI system. WaterTightVM's support assistant can generate replies automatically. Those replies can be incomplete or wrong, and they are not a substitute for your own checks or for safety procedures.
Add Whitelist IP Rule
Two-factor verification
Edit profile
Privacy & your data
Export or delete your personal certificate vault (profile, certificates, CV, login). Your employer's operational records (jobs completed, incidents, logbooks, etc.) are not changed — those stay with the company for compliance and history. To request changes to employer-held records, contact hello@watertight.app.
Download my data
JSON export of your profile and certificates (GDPR portability).
Delete my account
Permanently deletes your login, profile, certificates, and personal files. Employer operational records are not affected. This cannot be undone.
My certificates
Add certificate
Your certificates
No certificates yet. Add one above.
Suggest change to checklist
Propose your changes below for review. Leave fields empty to keep current.
Add lines in this format: below row X + the text to insert.
Completed checklist details
📋 Safety Management System (SMS)
Searchable safety documentation and procedures
SMS documents
Fleet notices
Fleet-wide safety, marine, and engine notices — separate from sectional SMS procedures above.
Search results
Fleet safety notices
Fleet marine notices
Fleet engine notices
Pre-departure briefing
Who was briefed before departure, including industrial personnel
Job Safety Doc's
Risk assessments, permits to work, enclosed space register and toolbox talks for the job
Saved job packs for one-click printing. Save a pack from the Print job pack modal, or print a saved pack below.
SDS library
Company-wide safety data sheets; link products to each vessel. Crew can open the vessel library from a QR code without logging in.
Select a vessel in the header or sidebar, then search. New SDS entries are added to that vessel when you save. Use + to add an existing catalog item to this vessel.
New SDS entry
Scan barcode
Start camera scans live in this page (stay here — do not leave for the system camera app). Upload photo picks an image from your gallery or files (we removed “open camera directly” so you can choose a saved photo). Allow camera access if your browser asks.
Rotate public SDS link?
You are about to rotate the public SDS link for this vessel. This is not reversible.
Consequences
- Every printed QR code and poster using the current link will stop working permanently.
- You must reprint and replace all physical QR codes on board.
- Anyone who saved the old URL must be given the new link.
- Only continue if the URL was compromised, leaked, or shared inappropriately.
Rotating will permanently invalidate this vessel’s current public SDS URL.
Are you absolutely sure you need to do this? The next step asks you to type a confirmation phrase.
Type WaterTightVM exactly below, matching the capitalisation shown. This confirms you understand that all existing QR codes will stop working.
🚢 Vessel Certificates
Manage and track vessel certificates and surveys
Vessel Certificates
Crew Members
Manage your crew and their certificates
⏳
Pending Approvals
0
| Crew Member | Type | Department | Groups | Certificates | Contract | Status | Actions |
|---|---|---|---|---|---|---|---|
Crew Member Profile
Crew transfers
Move a crew member to another vessel. Say whether the move is permanent or a temporary fill-in. They are notified in the crew app.
Certificate Compliance Checklist
Allow the transfer even if the crew member doesn't have all required certificates for the new position.
Upcoming & recent transfers
Log conduct record
Visible to the crew member in their conduct record in the mobile app. Your name and the time you save are stored for audit.
Stored on this crew member's HR file. Managers with HR access can view it later.
Add crew member
Invite crew members
CSV upload
We guessed where we could. Change any that look wrong, then continue.
If you map Full name and leave First/Last blank, we split on the first space.
People with a rank are invited now. People without a rank are saved as Draft on the Crew Members list so you can assign a rank and send later.
| First | Last | Rank |
|---|
| First | Last | Rank |
|---|
Enter email and name, set rank and employment, then send. Names appear in pending crew and can pre-fill sign-up.
Permanent leave is prorated from this date. Set once — the next leave period is a full allowance. Defaults to today.
Required for manual invites. For CSV, use per-row ranks or Apply to awaiting / Apply to all.
Hold Ctrl/Cmd to select multiple.
Some emails already belong to crew members. They were not invited. Skip them, or force-send a new invite.
Manage groups
Assign rank & send invite
Edit Crew Member
Used for invites and login. Changing a linked account email requires them to verify the new address.
The dropdown is pre-populated with the crew member's current rank. You can manually override it by selecting a different rank.
Used for crew list and port documents.
Emergency contact details (synced with the crew member's app profile).
Food intolerances, allergies, diet preferences, and medicine allergies for galley and medical planning.
Log an incident under a company conduct policy to track this crew member on the escalation ladder.
Offboarding
Tick items as you go — progress is saved. Close anytime and continue from the crew actions menu or HR → Inbox.
Dock extra time off
1:1 meeting
Log a manager conversation. Notes are saved immediately and stay on this record.
Work & Rest
Review crew hours, compliance status, and non-conformities
Ship Time
Vessel — Now --:-- Zone UTC Select a vessel in the header or sidebar to view ship time.Vessel Day View
Select a vessel and day to view planned hours and recorded work/rest.
Latest Compliance
Crew Day View
Shift pattern
Save Changes
Confirm planned hours
Save this person’s assigned shift pattern as recorded hours for each day in the range that has no hours yet. Days already recorded, with no pattern, off the vessel, in the future, or skipped on the date line are left unchanged. Crew still cannot self-edit days outside the recording window — this is an office save.
Work & Rest Compliance Rules
<10 hours rest in 24 hour period
Minimum 10hrs rest > 2 Periods
No 6-hour rest period
More than 14hrs between rest periods
<77 hours rest in 7 day period
How Compliance is Calculated
Shift Patterns
Schedule Time Change
Export hours interchange
This exports WaterTightVM hours so you can restore them into a licensed Watchkeeper database. Upload a Watchkeeper backup taken just now from the live vessel copy. Restoring an older .bak replaces Watchkeeper’s database and would drop hours entered after that file was made. Our SQL then adds or updates mapped days; it does not merge two backups or continue Watchkeeper’s backup numbering.
| WaterTightVM | Action | Watchkeeper person | Rank (create) | Schedule (create) |
|---|
Assign Pattern to Crew
Callback & Overtime
Crew availability, overtime shifts, and job postings
Posted Shifts / Jobs
✅ Accepted Shifts / Jobs
📅 Unfilled roster positions
0Callback / overtime planning — only slots with no assignment covering today
📋 Position schedule & team gaps
⭐ Crew Interested in Overtime
0Crew availability
Rotation schedules — who is off duty or on duty today
🟢 Off Duty
0🔴 On Duty
0Planned crew holidays
0Time off marked by crew on their rota (or synced from HR approved leave). Use Adjust to change dates or remove a crew‑marked block. HR‑synced blocks must be changed under HR → Leave.
Vessels
Build and manage your fleet
🚢 Vessel Details
🛏️ Cabins & Muster
Cabins are the muster source of truth. Reorder cabins to control muster order, then add positions/ranks directly within each cabin block.
🛢️ Tanks
Expand this section to edit tank categories (add / rename / delete) and the tank table. + Add Tank above still opens the tank form when collapsed.
| Name | Type | Side | Capacity | Default | Unit | Status | Actions |
|---|---|---|---|---|---|---|---|
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📦 Cargo Spaces
Holds, tanks, and bays used by the MARPOL Cargo Record Book (not fuel/ballast tanks above). Also available under Cargo → Spaces.
| Name | Type | Capacity | Description | CRB entries | Actions |
|---|---|---|---|---|---|
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👥 Vessel Positions
| Position | Cabin | Rank | Safe Manning | Required Certificates | Actions |
|---|---|---|---|---|---|
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Medical Stores
MSN 1905 compliant stock tracking, dispensing, expiry management and pharmacy replenishment
Select a vessel to manage medical stores
Stock levels, dispensing records and pharmacy orders are tracked per vessel.
Medicines — required vs onboard
Stock Batches
Medical equipment — required vs onboard
Equipment stock batches
Dispense Log
Pharmacy Order Drafts
Drafts list lines below minimums, expiring within 90 days, and recent dispensing. Use Draft email anytime to open your mail app with the order lines (send to anyone). If procurement is on and you have access, you can also Send to Procurement to raise a requisition. When a linked order is approved or ordered, Receive into stock records delivery and adds batches.
MSN either/or — medicines
Where the catalog lists alternatives for one MSN slot (e.g. metoprolol or atenolol), pick the product this vessel carries. Required quantities and shortfalls use only the selected line.
MSN either/or — medical equipment
Same for equipment lines where MSN lists alternatives (admin catalog rows sharing an alternative group id).
Vessel Medical Configuration
MSN Annex 1 scale A, B or C: category A uses quantity column A, B uses B, C uses C. Required amounts and inventory filtering follow this.
Port Medical Capability
Risk assessment — medicines (required quantities)
Override the MSN default for this vessel when your risk assessment justifies a different number. Leave blank to use the MSN column value for your vessel category (A/B/C). Quantities shown with a * are deemed sufficient regardless of crew size in MSN Annex 1.
Risk assessment — medical equipment (required quantities)
Same as for medicines: override MSN default quantities when justified by risk assessment.
Add Stock Batch
Choose the MSN catalog line to link stock and reporting. Pick “Custom” for items not listed.
How many units you are adding in this batch.
Add Stock
Location and sub-location are pre-filled from your latest batch for this medicine. Edit if this delivery goes elsewhere.
Record Dispense
Search by name, then choose lot / expiry below.
Soonest-expiring batch first (FEFO). Quantity is deducted from this batch only.
Stock is matched by name (shortest-expiry batch first).
Attach consumable equipment to this entry; onboard equipment stock is reduced by the quantities you enter.
Paint Store
Vessel paint inventory, check-in and check-out, and replenishment orders
Select a vessel to manage paint store
Stock and movements are tracked per vessel using the vessel selector above.
Onboard vs minimum
Company paint catalog
Order drafts
Generate from current shortfalls, then prepare order to raise a procurement requisition when enabled.
Stock batches
Each check-in creates a batch. Mark tins with a shape and colour; use oldest stock first (FIFO).
Stock movements
PPE Locker
Track PPE stock, approve crew requests, issue gear, and reorder below-minimum items
Select a vessel to manage the PPE locker
Inventory and requests are tracked per vessel using the vessel selector above.
Onboard stock
Company PPE catalog
Approval queue
Crew requests from the app appear here. Approve, decline, or dispense.
Replenishment orders
Issue history
Budget controls
When enabled, crew see remaining budget. Allowance accrues only for days onboard this vessel. Issues are blocked if they would exceed remaining budget.
PPE catalog item
Adjust stock
Issue PPE
Catalog product
Manufacturer GTIN, SDS barcode, or an internal label you generate for tins without one.
Upload the paint’s own sheet. That creates a new SDS entry for this paint. It is not added onto another product.
Check in stock
Paint or draw this shape on the lid so crew can tell batches apart. Oldest batch should be used first.
Check out stock
Oldest stock first (FIFO). Pick the tin with the matching mark on the lid.
Print barcode label
Opens a label-sized print view (about 62 mm wide) for barcode label printers.
Ships Library
Track onboard paper copies, editions, and expiry of manuals and publications
No vessel selected
Choose a vessel from the header or sidebar selector, or sign in as crew assigned to a vessel.
Add document
Onboard copy location
Edit document
Onboard copies
Attaches to the current edition without creating a new version.
Document
Link existing document
Select an existing Ships Library document to link to this equipment.
Storage locations
Set up main locations (Bridge, Engine room…) and add sublocations under each (cabinet, shelf). Click a location to expand it, then use the row actions to edit or delete.
Knowledge
Vessel photos, notes and tagged files that stay with the hull
No vessel selected
Choose a vessel from the header, or sign in as crew assigned to a vessel.
Handover
Position pack for the next relief — notes stay searchable in Knowledge
No vessel selected
Pinned from hub
This pack
Ranks & Permissions
Define ranks, dashboard permissions, and reporting structure for your fleet
Safe manning rank pools
Define company-wide pools here (which ranks may count together). Under Vessels, turn on safe manning tracking per hull and optionally limit which pools may be used; then link a pool on each safe manning position. Compliance still requires the certificates set on that position.
My Vessel – Crew
Crew members assigned to your vessel
| Crew Member | Type | Department | Groups | Certificates | Contract | Status |
|---|---|---|---|---|---|---|
Team appraisals
Reviews, check-ins, and goals for crew who report to you on this ship today
How this works. Line managers are whoever holds a reporting rank on this ship today — there is no per-person assignment. When someone joins or leaves a vessel, they appear on (or drop off) this list automatically. You see crew whose ranks report to yours (including skip-level, e.g. Captain for a Bosun if Bosun → Mate → Captain), via Configuration → Ranks & Permissions → Reports To. Shore creates the appraisal cycle under HR → Performance.
Empty list? Set Reports To on junior ranks (not only “Captain reports to DPA”), grant vessel_appraisals on senior sea ranks, confirm each person’s crew record rank matches the job, and that they (and you) are on duty today.
| Name | Rank | Appraisal | Last check-in | Goals | |
|---|---|---|---|---|---|
My Vessel – Vessel Certificates
Certificates for your vessel
My Vessel – Ship Docs
Crew lists, muster lists, port forms, and port contacts for your vessel.
Crew & muster lists
Printable lists for emergency stations and cabin assignments.
Muster list
Download muster list as PDF (cabins, positions, assigned crew, emergency function, muster location, survival craft). Use your browser’s print from the opened page.
Crew list
Download crew list as PDF (cabin, name, internal phone). Use your browser’s print from the opened page.
Port documents
FAL form preparation: UK downloads use NMSW-style Excel; IMO downloads fill the official Word forms. These are not electronic Maritime Single Window filings, and are not covered by IMO electronic-certificate (Circ.1) or MARPOL electronic record book (MEPC.312) guidelines.
FAL 1 – General declaration
General Declaration. Vessel identity, master, crew/passenger counts, and voyage fields from the calendar. Complete LOCODEs, cargo, agent, and attached-document counts offline where needed.
FAL 5 – Crew details
Crew list worksheet. Pre-filled with vessel name and crew (rank, name, date of birth, place of birth, travel document when held). Passengers are excluded. UK uses the NMSW Excel template; IMO uses the official Word form (voyage header required).
FAL 6 – Passenger details
Passenger list worksheet. Pre-filled from vessel passengers (name, travel document, cabin when assigned, embark/disembark from the vessel calendar when available). UK Excel or official IMO Word.
FAL 3 – Ship’s stores
Ship’s Stores Declaration. Bonded stock (Notice 69A account fields) and vessel identity are filled automatically. Persons on board = unique assigned souls. Review arrival/departure, port and date, then generate UK Excel or official IMO Word.
Security visitors list
For the port facility security department. Lists who is joining and leaving for the selected port stay (or everyone on board when no changes are planned), plus expected visitors, contractors and deliveries. Save regular contractors to tick them into future port stays, then download the PDF to email.
Port Contacts
Company-approved port agents, surveyors, class and P&I contacts.
Review voyage details
Voyage fields are prefilled from the vessel calendar — tweak arrival or departure, port, or date, then generate.
Daily Report
SOLAS-style noon report. Submit position, weather, ROB, and voyage data to the company.
Schedule & automation
Set when this report is created each day. Ship local uses the offset from Work & Rest timezone events. Fixed UTC uses the same wall-clock time every day. Automation only fires when the deck logbook shows At sea — reports are not created in port.
Report for date
Recent reports
| Date | Time | Position | Source | Recorded by |
|---|---|---|---|---|
| Loading… | ||||
Deck Logbook
Master Night Orders
Publish tonight's orders for the bridge watchkeepers. The card will appear at the top of the logbook once published.
Master Night Orders
General Entries
Tank Levels
Drills & Inspections
Stability Condition
Add drill or inspection
Use this when Safety or Maintenance (PMS) is not enabled, or to add a line that is not synced from those modules.
Acknowledge night orders
Sign below to confirm you have read and understood the Master's night orders.
Complete inspection
Log PMS job
Set sea status
Engine Logbook
Watch lines, scheduled slots, and general entries in one timeline. At sea / In port is set from the Deck Logbook only (shown here for reference). Times shown in ship local (UTC+0).
Equipment status
Running / stopped from Start–Stop entries. PMS recorded hours are the values stored on each equipment row (service intervals).
Log Hours
Total running hours for equipment flagged under PMS (Log Hours only). These rows are separate from the Equipment status board, which only lists items with Show on equipment status board & watch lines turned on under PMS Equipment.
Fuel on board & port-stay ROB
Record fuel ROB on arrival and again before departure for environmental reporting (alongside vs under navigation).
Day log
General entries and watch-line readings ordered by time.
Add general entry
Record watch line
Select an assembly to record readings for. Each assembly groups its root equipment with any child equipment.
Edit reading
Teams
Organize crew into teams or departments — scheduling lives on Vessel Calendar
Schedule
Mass trip calendars are retired. Plan port-to-port voyages, crew changes, and assignments on the unified Vessel Calendar. Teams remain for grouping crew.
Team Details
On-board dates
Set the same join and leave dates for this team on Vessel Calendar → Crewing. That control only appears when the vessel uses periodic rotation.
👥 Crew Positions
Positions pulled from the selected vessel
| Position | Rank | Safe Manning | Assigned Crew | Status | Actions |
|---|---|---|---|---|---|
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Training
See who needs a course booked, then raise or complete the request from this list.
Courses due soon
i30 days / 90 days / 6 months — certificates that have already expired, plus any that expire in this period. Expired always appear. 6 months is 180 days.Needs booking — no open training request yet, or the crew member has approved and you still need to book with a provider.
Booked — a provider is booked (course dates set). Pending review or awaiting crew approval appear under All due only.
All due — everything in the selected window.
Certificates expired or due in the selected window. Book from the row.
Renewal training provider
The provider your company uses for certificate renewals. Staff requests start with this filled in, and a link to the website for course dates.
Training requests
Book elsewhere
New skill or a course that is not on the due list.
Search a certificate or course name to find providers
Messages
Messages open directly in this page.
Communications settings
Department inbox membership
Choose which office users are assigned to each inbox. This is separate from rank permissions.
HR
Leave, performance, conduct & documents
Overview
Workforce snapshot
HR admin-only aggregates: people on books, leave and appraisal volume, conduct and offboarding activity.
Inbox & tasks
Leave queues, conduct steps pending HR confirmation, appraisals where you are the reviewer, pending charity TOIL claims, and open offboarding checklists you can continue any time.
Leave operations
Use for Sage, BrightPay, or manual re-key. Pay rates and % stay in payroll software.
If Xero is connected, prefer the API leave sync. Third-party CSV bridges (e.g. Upsheets) can map leave_type_label → leave type name and hours_in_period → hours.
Auto-assign Leave
Preview
Vessel crewing calendar
Pay true-up
Extra rostered time off vs the Rostered Day Off target, and extra Working Days vs the Working Day target. Dock books unpaid leave for extra time off. Bank converts extra duty into TOIL (or the type you chose). Pay cashes extra duty out on payroll CSV. Carry / Write off apply per side.
Leave types & allowances
iLeave uses calendar days (every day from start to end, inclusive) — not duty days only.
Enter entitlement as calendar days to match the written policy (e.g. 6 weeks ≈ 42 days).
If policy is written as “duty / on-trip weeks” on an equal on/off rota, convert that to calendar days yourselves before entering it. WaterTightVM does not double for rota automatically.
Configure which leave types are offerable. Annual day counts live on the payroll day type catalogue; manage per-rank and per-person entitlement overrides below. All leave balances and requests use calendar days.
Payroll day type catalogue
Show catalogue
Toggle Offerable on both a payroll day type and its leave type to allow crew to book. Matrices below adjust per-rank / per-person opening carry only.
Payroll provider codes
Show mappings
Map each day type to your payroll system's codes (Sage, Xero, ADP, or custom). Saving again updates the same provider and day type pair.
Add or update mapping
Add custom day type
Show form
Use UPPER_SNAKE_CASE codes (e.g. COMPANY_TRAINING). Then map leave types to it from the nested rows in the catalogue. Custom types can be removed when unused.
Payroll flags
Advanced capabilities
Leave period
Allowance days apply to each period (not split across the year). Rolling types use a trailing window and do not carry over.
Whole number from 1 to 36.
Rank defaults
Show rank table
Each row is a rank; columns match enabled payroll day types in the catalogue above (one column per linked leave type). Enter opening carry-over days and save a row — or save all unsaved rows at once.
Per-person overrides
Show per-person table
Each row is a crew member; columns match enabled payroll day types in the catalogue above. Enter individual opening carry-over days for the selected year. Empty means no override — the rank or company default applies.
Effective entitlement breakdown
Individual leave totals & overrides
Pick one crew member to view current totals and override annual entitlement/carry-over values for this year.
Manual leave adjustments
Add or subtract days from any leave type to correct mistakes or make manual adjustments. These appear in the balance calculation and transaction history.
Leave transactions (troubleshooting)
Inspect all leave-related activity for one crew member in the selected year: leave requests, TOIL ledger entries, and entitlement override writes.
Edit day type
Display
When on, crew can book leave against this payroll line.
Annual full-time (FTE 1.0) days. Year-pattern roles auto-complement to 365. Types with an MLC minimum enforce that floor.
Company baseline (catalogue)
Usually left at the seeded defaults. Changing these alters leave balances, crewing totals, and off-duty accounting.
Classification
Payroll flags
Leave behaviour
Leave period
Days per period is the allowance for each bucket (not split across the year). Rolling types use a trailing window ending today and do not carry over.
Whole number from 1 to 36.
Only one day type can be the off-duty consumer at a time. Enabling it here clears any other.
At most one Work and one Rostered-off role per company; they auto-complement to 365.
Reject request
Add an optional reason for rejection.
Appraisal templates
These sections appear on every review in a cycle. Edit a template at the start of a cycle to change questions, ratings, and help text.
New appraisal template
Edit template
Appraisal cycles
Click a review period to open it. Assign crew and fill appraisals in the same card — nothing sits in a side column.
Create a cycle
Step 1 — Choose a cycle
Step 2 — This cycle
Fleet & rank goals
Crew appraisals
Click a person to open their review, goals, and cycle context.
Performance check-ins
One row per assigned person. Open a row to read or edit notes.
Expected cadence
How many performance touchpoints each crew member should have per appraisal cycle. The cycle is split into equal windows, so 2 check-ins in a 12-month cycle become due at 6 and 12 months. Line managers see due and overdue badges in the mobile Team performance tool. Set a count to 0 to switch that type off.
1:1 meetings
Record manager conversations here instead of inside Edit profile. Pick a crew member to view past notes and log a new 1:1.
Employee handbook
Publish versioned handbooks. Crew see the latest in the app and must acknowledge after each new version.
Publish new version
HR document vault
Store HR letters, policies, and forms. "Everyone" files appear in the crew app. "HR admin only" stays on this dashboard.
Upload document
Connect to Xero Payroll (United Kingdom)
You do not need your own Xero API keys.
WaterTightVM connects to your Xero organisation using secure OAuth (the same “Connect to Xero” flow you use for other apps). Your payroll admin signs in to Xero and approves access — no copying client secrets into this screen.
- Connect — authorise WaterTightVM for your Xero payroll organisation.
- Sync leave types — push leave types to Xero (UK: Leave Types; AU: Pay Items with STP2 codes).
- Map crew to Xero employees — link each person to their Xero employee record.
- Approve leave in WaterTightVM — approved requests are sent to Xero (UK: employee leave; AU: leave applications).
- Payroll in Xero — review or approve leave in Xero if your process requires it, then run pay as usual.
Prerequisites in Xero: UK or AU payroll enabled, employees set up, and leave types configured. See Xero’s UK payroll API overview. Map day types on the Leave tab before syncing (UK uses leave type names; AU uses STP2 category codes).
Connection
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Leave types
Creates or updates leave types in Xero from your HR day types. Configure on the Leave tab under “Day types catalogue”.
Crew ↔ Xero employees
Each crew member who books leave must be linked to a Xero payroll employee. Match by name or payroll employee number.
| Crew member | WaterTightVM employee ID | Xero employee | |
|---|---|---|---|
| Connect Xero and refresh to load mappings. | |||
Conduct policies
Policies apply company-wide — you do not assign them to individuals. Onboard line managers log everyday incidents from the crew profile (same rank/vessel graph as Team appraisals). When a policy’s “escalation requires HR confirmation” fires, shore HR confirms the step in Inbox. Crew see their current step in the mobile app.
Track a crew member: open their profile from Fleet Management or My Vessel → Crew → Log incident in the Disciplinary & conduct section (or Edit profile → HR summary). Policy setup stays on this tab for shore HR only.
New conduct policy
If set, when no qualifying incident is logged for this many days, the count resets until a new incident.
Each step has a manager title, text the crew member sees, and what happens if the threshold is reached again.
Assign crew to cycle
Select people individually or filter a whole group by ship, rank, or department.
Add personal goal
Add a personal goal on this crewmember’s appraisal. Fleet and rank goals are set from the cycle overview.
Add fleet / rank goal
Set a goal for the entire fleet or a rank. It appears on each matching crewmember’s appraisal — personal goals are added there instead.
Goal evidence
Add performance check-in
Record a dated note for a crew member in this appraisal cycle.
Check-ins
Ship’s Safe
Count notes and coins by currency and keep this vessel’s transactions.
Count the tin
iTin — the page opens on the default currency. Count notes and coins, then save. Add currency opens a dialog for the code and opening float. Remove a currency from the tin (transactions stay).Outstanding Transactions — approved cash-on-board claims still to pay from the tin. The number on the tab is how many are waiting. The tin suggests notes and coins for the amount owed.
Transactions — pick a month, then add cash in/out or an adjustment (with files) from New record. Export CSV for that month.
Use the vessel picker in the header. Claim approval stays on Expenses.
Each currency has its own notes, coins, and running balance.
Expenses
Review claims and configure categories for the fleet.
Expense claims
iInbox — submitted claims waiting for approval.To pay — approved, with an unpaid payslip and/or cash portion. Batch mark is payslip only; mark cash paid from the claim so it posts to Ship’s Safe.
Paid — every applicable portion is paid.
All — full list with status, category, settlement, and date filters.
Categories — how crew claims are calculated and paid. Crew never pick cash vs payslip.
Submitted claims waiting for approval.
Approved claims waiting to be paid. Batch mark is the payslip portion only; mark cash paid from the claim so it posts to Ship’s Safe.
Expense categories
One row per category: calculation, rate, cap, tax, and how it is paid. Crew never pick settlement.
No categories yet. Add one to decide how crew claims are calculated and paid.
Company payment gates
These gates stop you assigning a category method the company has turned off. Crew do not choose how they are paid — the category does.
Expense claim
Internal Training
Build courses, assign to crew, and track completion
My Assigned Training
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Training Builder
Course Sections
Drag to reorder • Click to previewClick a section to preview it here.
Assign Course to Crew
No assignments yet.
Compliance Overview
Scheduled Report Emails
AI Course Drafting
No AI drafts yet.
SCORM / xAPI Imports
No imports yet.
Advanced Analytics
Analytics not loaded.
Training Assessment
Course Details
Section Details
Question Builder — MCQ
Bulk import via CSV — columns: question, option_a, option_b, option_c, option_d, correct (A–D), points
Choose Section Type
What kind of content do you want to add?
Crew familiarisation
Templates by rank, vessel compliance, and signed completions
Templates
Edit template
Crew must re-confirm after this many months. Leave blank to complete once per assignment.
YouTube, Vimeo, or any https link. Crew confirm they have watched it before the checklist.
Applies to ranks
All ranksLeave all off to apply to every rank.
Checklist items
Drag the handle to reorder. Point between two items and click + to insert one there. Press Enter in a label to add the next item. Each item can be required and carry a reference PDF or image.
Vessel compliance
Uses the vessel selected in the header/sidebar. Shows current crew, last completion, next due date (when retest is configured), and pending/overdue status.
Select a vessel and click Refresh.
Company Profile
Manage your company configuration
Departments
⚠️ Admin: Cleanup Old Calendar Events
This will permanently delete all old rota-generated deployment events from the database. These events were created from the old rotation pattern system and should be replaced by trip-based events from the vessel trip calendar.
Note: This action cannot be undone. Only run this if you're sure you want to remove all old deployment events. Users will need to refresh their calendars after this.
IT Admin
Official record-book PCs, onboard ship nodes, and shore IP access. Select a vessel in the header for workstation and ship-node work.
Official record-book workstations
Optional: require named PCs for isolated logbook entries. Leave this off until you have chosen the computers. The dashboard banner stays hidden while it is off.
Select a vessel in the header to assign official computers for each record book.
Ship nodes (onboard database)
Onboard server for this vessel. Create the node, copy env, pair once, then enable after pre-sail MFA.
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WaterTightVM support access
Let WaterTightVM help remotely for a set time. You approve every session, see a live countdown, and can end access instantly.
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IP Access Restrictions (shore office)
Applies to company dashboard login accounts only. Crew mobile is unaffected unless you opt in under Data Governance → Access controls.
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Whitelist rules support individual IPs or CIDR ranges (e.g., 192.168.1.0/24).
| IP / Subnet Range | Description Label | Assigned User | Access Level | Actions |
|---|---|---|---|---|
| Loading whitelisted IPs... | ||||
Awaiting approval
When a crew member signs in from an unapproved location (and email verification is off or limited to the company account), their name and IP appear here for you to approve or reject.
| User | IP address | Requested | Actions |
|---|---|---|---|
| Loading pending requests... | |||
Contract Builder
Create and manage sea contract templates for crew members
📄 Contract Templates
💰 Pay Scales
Configure pay scales by rank and seniority. These will be automatically used when generating contracts. Supports day rates, annual salary, hourly, monthly, and weekly payment types.
⚙️ Contract Variables
Set default contract variables that can apply to all contracts, specific ranks, or individual crew members. These values will replace placeholders like {{basic_wage}}, {{overtime_rates}}, {{payment_method}}, {{currency}}, etc.
Tip: Any text wrapped in {{}} or [] in a template will be detected by the scanner so you can create custom variables.
📎 Policy Documents
Upload policy documents like CBAs, drug & alcohol policies, or any required company policies.
Catering Dashboard
Budgets, spend, waste and crew shop by vessel
No vessel selected
Select a vessel in the header or sidebar to view catering analytics.
Trip dietary requirements
Crew food allergies, intolerances and diet preferences by trip
Catering Budgets
Per-person daily budgets by consumer group — track spend against each budget
Provision Purchases
Invoice upload creates the purchase and line items automatically. Or add a purchase manually.
Waste Log
Record food and consumables waste by category with estimated cost
Galley compliance
Temperature logs and weekly food and water inspections. Merchant ships follow MSN 1845 (M) Amendment 2. Fishing vessels follow MGN 595 (F).
No vessel selected
Select a vessel in the header or sidebar.
Crew Shop
Onboard shop items, pricing and transaction history
Cargo voyages
Cargo operations for this vessel — SOF, NOR, laytime and event logging. Voyages themselves are configured on the Vessel Calendar
Cargo Record Book
Every cargo operation, recorded by the officer in charge and confirmed by the master
Cargo compliance
IMSBC, IMDG, ISGOTT — manual entry and alerts
Cargo documents
B/L, manifests, NOR, surveys — grouped by port call and visit period; deck logbook events can prompt expected uploads
Cargo spaces
Holds, tanks, bays and deck positions used for record book entries and stowage planning
Cargo audit logs
Security trace logs for cargo records and operations
Stowage map
Visual placement and segregation overview
Cargo analytics
KPIs: load/discharge, demurrage, damage, utilization
Cargo config
Regulation sets and company cargo settings
Regulation versions are snapshotted per voyage when reference data is available.
Operational flows
Design port-call step sequences for Statement of Facts (SOF)
Build flows crew execute on port calls. Each Event node becomes a SOF milestone when completed.
Loading flows…
Drag nodes on the canvas to reposition. Select a node → edit on the right → Link → then click the target node.
Select a node on the canvas to edit its label and links.
Flow editor
Opening editor…
Redirecting to operational flows…
Catering Config
Manage provision categories, consumer groups & day rates, purchase budget allocation, suppliers, and normalised invoice items
Categories
Provision categories for line items (food and non-food). Applied during invoice OCR and purchase entry.
Consumer groups & day rates
Set default daily rate (£/person/day) per group. “Vessel crew” auto-fills person count from assigned crew.
How provision purchases count against groups on the currently selected vessel. Simple charges the whole purchase (or % split); Detailed codes each line.
Select a vessel in the header to set allocation mode.
Suppliers
Frequent suppliers, suppliers linked to delivery ports, and company suppliers for invoice and order processing.
These appear in the Add purchase and invoice upload flows.
Invoice & price list upload
Uploaded invoices and price sheets (PDF, spreadsheet, or photo). Invoices automatically create provision purchases; unrecognized lines appear in Unmapped items.
Normalised items
Canonical item names for price comparison. Each row shows the cheapest supplier and price converted per kg or per litre.
Unmapped items
Invoice lines not linked to a canonical catalogue item. Map to an existing item, create a new one, or ignore lines you do not need.
Price comparison
Latest price per supplier for a normalised item — find the best place to order from.
Edit categories
Add category
Edit supplier at port
Update minimum order value and delivery fee for this supplier at the selected port.
Add budget
Log waste
Log temperature
Monitoring point
Weekly food & water inspection
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Record crew shop sale
Add provision purchase
Match invoice columns below, delete bad rows, add any missing lines, then click Save purchase.
VAT codes A=20%, B=5%, E/Z=0%. Totals below are calculated from mapped line amounts and codes.
Purchase created. Map these items so we can compare prices across suppliers (optional):
Add crew shop item
Procurement Dashboard
Manage purchase requisitions across all vessels
Spend by category
Spend by vessel
Spend by supplier
Spend by reporting group
Budget status
Spend tracking against active budgetsLoading budgets…
Compliance & maverick spend
Unapproved vendor and policy exceptionsLoading…
Process next – awaiting approval
0 requisitionsOrdered by criticality (target processing time) and due date so the office knows which requisition to process next.
Awaiting payment
Loading…Fully received purchase orders ready for invoice matching and payment.
Status Pipeline
Click a stage to filter purchase requisitionsPurchase Requisitions
0 requisitionsBasket
Add spare parts, then generate quote emails or send a requisition to procurement
Basket items
0 itemsSearch spare parts
Warehouse operations
Pick & pack, transfers, stock, goods in, and replenishment
Critical spare priority queue
Urgent vessel orders & critical sparesLoading…
Pick & pack orders
Fulfillment queue across warehousesLoading…
Transfer queue
Inter-warehouse & vessel stock transfersLoading…
Select a warehouse
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Storage locations
Zones, racks, shelves & pick binsSelect a warehouse
Replenishment orders
Restock & minimum stock triggersSelect a warehouse
Warehouse performance KPIs
30-day fulfillment, accuracy & throughputLoading…
Audit trail export
Download operational events & adjustmentsActive QC holds
Quarantined stock items pending quality releaseLoading…
Batch & lot recall trace
Trace parts across warehouses, vessels & ordersCycle counts
Scheduled inventory verification countsLoading…
Warehouse settings
Sites, storage locations (racks / shelves / bins), delivery addresses, and team
Warehouses
Active sites & hubsStorage locations
Hierarchy of racks, shelves, and binsSelect a warehouse to configure racks, shelves, and bins.
Policies & compliance
Operational restrictions and qualification gatingWhen enabled, pickers and warehouse operatives must hold valid required certificate(s) to pick restricted catalog items. Items can be individually assigned required certificates in their Stock Settings.
Cycle count
🧰 Maintenance
Due work, overdue work, and high-priority jobs by vessel
⚓ Dry Dock
Select a vessel to see dry dock scope.
Due & Overdue Jobs
Select a vessel to load jobs
Ad-hoc work assignments
Select a vessel to view ad-hoc jobs
📈 Equipment hours trend (last 8 weeks)
Trend shows change in hours between readings (spots equipment working more than usual). Total shows cumulative hours. Hover to see values.
Hours of Operation
Select a vessel to record hours
Recent Unplanned Maintenance
Select a vessel to view records
⚙️ Equipment Register
Manage categories, systems, equipment types, equipment, and hour tracking
Manage Categories, Systems, Equipment Types & Equipment Groups
Categories
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Systems
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Equipment Types
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Equipment Groups
Click Manage on a group to edit equipment and upload common manuals for the group.
Select a vessel to view equipment groups
Equipment Library
Select a vessel to view equipment
🗓️ Maintenance Jobs
Create and manage maintenance tasks and schedules
Open ad-hoc work
Select a vessel to view ad-hoc jobs
Create Job
| Name |
|---|
Complete during refit or dry dock
Used when generating the dry dock Spec. Leave blank to fall back to work instructions.
Require certificate scan when signing off
Lube oil sampling required; result to be attached after job execution
Job List
Select a vessel to view jobs
📝 Change Proposals
Review and approve proposed changes (PMS jobs, equipment, spare parts, checklists)
Pending checklist change proposals
Awaiting Review (PMS)
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Completed
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📋 Job Checklists
View checklists configured for jobs on this vessel, or build a new checklist template to attach to jobs.
Configured Job Checklists
Select a vessel to see jobs that have a checklist configured.
Build new job checklist
Build a checklist with section titles, tick boxes and entry fields. Attach saved checklists to jobs from Maintenance → Jobs → click a job → Checklist.
📦 Spare Parts
Track stock, minimums, and parts to order
Add Spare Part
Parts to Order
(0)Select a vessel to view parts to order
Onboard storage
Select a vessel to see onboard storage
Spare Parts Inventory
Select a vessel to view spare parts
🛠️ Unplanned Maintenance
Use the Log unplanned button on any Maintenance page to record unplanned work.
Go to Maintenance → PMS Dashboard (or any Maintenance page) and click Log unplanned to record unplanned maintenance.
🚩 Defects
Report defects and manage their lifecycle
Report Defect
Open Defects
▼Closed Defects
▼Defect details
Defect
Affected equipment
Dry dock / refit
Attachments
Photos or documents (e.g. defect images, reports). Visible to everyone with access.
Requisitions
Link requisitions raised for this defect to track them here and in the timeline.
Unplanned maintenance
Link work done on this equipment so the defect can be closed. At least one must be linked before closing.
Safety notice board
Office reply releases this defect to the vessel print queue for posting.
Timeline
Close defect without linked work
At least one unplanned maintenance (work done) should be linked to this defect before closing. You can override and close without linked work if necessary.
Add ad-hoc job
Assign to at least one of crew, department, or rank:
Sign off ad-hoc job
Log Unplanned Maintenance
Spare parts used
Add spare parts
Fuel / Bunker
Track bunker deliveries, consumption, onboard totals and trends
Onboard by product type
No bunker or consumption data yet. Add bunker deliveries and consumption to see onboard totals.
Tank reconciliation (ledger vs latest sounding)
Import mapped tanks and add soundings to compare loading against ROB.
1-year summary (DCS/MRV style)
| Fuel type | Consumption | Distance (nm) | Hours underway |
|---|
Consumption over time
Record consumption to see trends.
Efficiency (t/nm, t/hour)
Add distance & hours to consumption records to see efficiency.
Bunker deliveries
| Date | Port / place | Supplier | Product type | Quantity | Storage | Sample ref | BDN |
|---|
No bunker deliveries. Add one to get started.
Environmental reporting uses arrival and departure ROB milestones (deck logbook or engine logbook). Derived consumption appears below with alongside / under navigation context.
Consumption records
| Period | Product type | Quantity | Context | Distance (nm) | Hours |
|---|
No consumption records. Add one to track usage.
Storage locations
| Name | Tank type | Fuel grade | Capacity | Description |
|---|
No storage locations. Add tanks/storage for bunker deliveries.
Fuel types
| Code | Name | Category | Unit | Specific gravity | CO₂ factor |
|---|
Select a vessel to view fuel and bunker data.
Add consumption
Add storage location
Record fuel ROB
Add fuel type
Import from tank configuration
Choose tank types to import. Existing linked locations are updated with latest name/capacity.
Register of Ship's Lifting Appliances and Cargo Handling Gear
Lifting Appliances
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Loose Gear
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Other
▼My Requests
Track your purchase requisitions
Your Requisitions
Personal requisition submissions and statusVessel Requisitions
All purchase requests for your vessels – view and respond to office messages
Status Pipeline
Filter vessel requisitions by workflow stagePurchase Requisitions
0 requisitionsNew Purchase Request
Create a new purchase requisition
Procurement Configuration
Manage categories, delivery addresses, and approved vendors
Procurement settings
Global requisition and approval rulesWhen enabled, approvers must enter a PO number before a requisition can be set to Approved. Disable if your company does not use PO numbers.
When set to Procurement department, vessel users only see "Send to procurement" on the basket; office users see "Generate quote emails".
When enabled, line items are upserted into Common Items when a requisition is marked received — so they appear in quick-add and order history search.
When enabled, quote request emails include Quote Builder and supplier portal links.
Automatically required when more than one active cost entity exists. Configure entities under the Cost Coding tab.
When on, only people/ranks linked on the Approvers tab (plus procurement managers) can approve matching requisitions. Categories with no approvers stay open to anyone with approve permission.
Purchase order template
Terms and footer printed on POsTerms and footer text printed on purchase orders. Use {{po_number}} to insert the PO number. Leave blank to use the system default.
Target processing times by priority
Criticality SLA in days| Priority | Target (days) |
|---|---|
Reporting period
Default period type for spend dashboardCost entities
Owning companies / legal entities| Code | Name | Account code | Default | Status | Actions |
|---|---|---|---|---|---|
Vessel account codes
Tracking codes per vessel| Vessel | Account code | Default cost entity | Actions |
|---|---|---|---|
Xero mapping preview
Accounting string schemaCategory approvers
Designated approvers per category| Category | Account code | Approver | Amount range | Vessel | Actions |
|---|---|---|---|---|---|
Procurement Categories
Categories and nested subcategories| Code | Name | Reporting group | Account code | Description | Status | Actions |
|---|---|---|---|---|---|---|
Delivery Addresses
Ports, warehouses and agent delivery points| Name | Address | Contact | Default | Status | Actions |
|---|---|---|---|---|---|
Quote request email
RFQ email sent to suppliersUsed when sending a quote request from Parts to Order. Use placeholders: {{vessel_name}}, {{category_name}}, {{requisition_number}}, {{contact_name}}, {{parts_table}}, {{parts_table_html}}, {{delivery_address}}, {{delivery_address_html}}, {{quote_builder_link}}, {{supplier_portal_link}}
Supplier success (order confirmation)
PO confirmation sent to chosen vendorSent to the chosen supplier when a requisition is approved. Use placeholders: {{contact_name}}, {{supplier_name}}, {{requisition_number}}, {{po_number}}, {{quote_number}}, {{parts_table}}, {{parts_table_html}}, {{delivery_address}}, {{delivery_address_html}}. Optional blocks: {{#if_po}}...{{/if_po}}, {{#if_quote}}...{{/if_quote}}
Quote outcome emails
Automated supplier notificationsSent automatically when quotes are reminded, revised, awarded, rejected, or extended. Placeholders: {{contact_name}}, {{requisition_number}}, {{vessel_name}}, {{quote_builder_link}}, {{supplier_portal_link}}, {{quote_due_date}}, {{revision_comments}}, {{declined_reason}}
Common Items
Catalog for quick requisition entry| Description | Part No | Manufacturer | Qty / Unit | Supplier | Category | Link | Used | Actions |
|---|---|---|---|---|---|---|---|---|
Approved Vendors
Vetted suppliers by category| Vendor Name | Contact | Email / Phone | Website | Approved | Actions |
|---|---|---|---|---|---|
Reporting Groups
Roll-up labels for dashboards and spend reportingCategories (and their subcategories) are what crew pick on requisitions and where you set GL account codes. Reporting groups are roll-up labels for dashboards and budgets — assign a group on each category (Categories tab), or tick categories here in bulk.
| Code | Name | Categories | Order | Actions |
|---|---|---|---|---|
Contract alerts
All Category Contracts
Vendor-category formal agreementsA contract links a vendor to a category with dates, value cap, and compliance rules. Set a short code to add a segment to the accounting string, and an optional account code when this contract should use a different ledger account than the category. Creating a contract also approves that vendor for the category (same as Approved Vendors) — use contracts when you have a formal agreement; tick approved categories only for informal suppliers.
| Reference | Code | Account code | Vendor | Category | Scope | End | Used | Status | Days left | |
|---|---|---|---|---|---|---|---|---|---|---|
Procurement Budgets
Spend allocation and trackingA contract budget follows requisitions assigned to that contract, using its accounting code. You can still budget by category, reporting group, or fleet total, and optionally limit a budget to one vessel.
| Vessel | Code | Scope | Period | Amount | Used | Remaining | % | |
|---|---|---|---|---|---|---|---|---|
Contract alerts
All category contracts
A contract links a vendor to a category with dates, value cap, and compliance rules. Set a short code to add a segment to the accounting string, and an optional account code when this contract should use a different ledger account than the category. Creating a contract also approves that vendor for the category (same as Approved Vendors) — use contracts when you have a formal agreement; tick approved categories only for informal suppliers.
| Reference | Code | Account code | Vendor | Category | Scope | End | Used | Status | Days left | |
|---|---|---|---|---|---|---|---|---|---|---|
Procurement budgets
A contract budget follows requisitions assigned to that contract, using its accounting code. You can still budget by category, reporting group, or fleet total, and optionally limit a budget to one vessel.
| Vessel | Code | Scope | Period | Amount | Used | Remaining | % | |
|---|---|---|---|---|---|---|---|---|