WaterTight

Crew

Crew Members Callback & Overtime Teams & Trips Training HR Ranks & Permissions Contract Builder

Vessels

Deck Logbook Engine Logbook Vessel Certificates Vessels

Fleet

Change Proposals Fleet Position Safety inbox Port Contact Directory

Crew Vessel Certificates Port Docs Medical Stores Paint Store Ships Library Work & Rest Deck Logbook Engine Logbook Daily Report

Defects Equipment Fuel / Bunker Job Checklists Maintenance Spare Parts Lifting register

Basket 0 New Request My Requests Vessel Requisitions

Budgets Crew Shop Dietary requirements Galley compliance Provision Purchases Waste Log

Voyages Cargo Record Book Compliance Documents Spaces Operational flows Analytics

Checklists Zone inspections Master's Weekly Rounds Drills Incidents Job Safety Doc's SDS library Safety Meetings Internal Training Familiarisation SMS

Tutorials Help guides FAQ Report an Issue Suggest a Feature Cookie settings

Company Profile Migration Data Retention

Edit profile Two-factor auth My certificates Cookie settings

Fleet overview

Crew, certificates, maintenance and positions at a glance

My Dashboard

Crew & certificates

Out of hours — on duty contact

Maintenance attention PMS jobs due soon & overdue by vessel

Overdue Due soon

Fleet 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

Compliance

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Compliant

AI assistant

Briefings, crew gap suggestions, and PMS context. Chat is saved per user and company; only your employer’s data is loaded from the server (never another company).

Weekly briefing

Summarises PMS due/overdue by vessel, training overdue assignments, and open requisitions. Company users can choose fleet-wide or one vessel; ship staff see their assigned vessel only.

Briefing data scope

Briefing uses your assigned vessel only (from your active position assignment).

Ask (dashboard data)

Each conversation is private to your login. Switch company in the app header to see that company’s threads only. Questions use the same briefing scope as the weekly briefing card above (fleet vs one vessel).

Conversation

Crew gap (cross-team)

Excludes crew already on the selected team. Use vessel position ID and crew group ID from your structure screens.

Explain PMS job

PMS completion draft (copy into job sign-off)

Suggests remarks only. You still complete the job in PMS as usual; optionally add ai_assistant on execute if your client supports it.

Fleet position

Noon reports across the fleet — live positions, compliance, and environmental reporting

Date

At sea —

In port —

Submitted —

Missing —

ETA —

on last noon report

Average SOG —

speed over ground (kn)

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

From To Scope

Port Contact Directory

Company-approved port agents, surveyors, classification society and P&I contacts for ports your vessels visit.

Search Country Status

Port Name	UNLOCODE	Country	Contacts	Last Updated
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Search Port Type Status

Port	Type	Company	Contact	Phone	Email	Active
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Set preferred contacts per port. Vessel users see these first under My Vessel → Port Docs → Port Contacts.

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File	Port	Contact	Uploaded
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New Port

Port name *

UNLOCODESearch UN/LOCODE:

Country

Add Contact

Ports *

Loading ports…

Tick every port this provider covers.

Contact type *

Company name

Contact person

Job title

Phone

Mobile

Emergency number

Website

Notes

Upload document

Contact *

File *

📥 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

Safety meetings

—

Draft meetings

Drills

—

Flagged for next meeting

Vessel filter

Incidents — awaiting office review

Incidents — reviewed (close)

Safety meeting agenda — open items

Escalated safety suggestions

🛡️ Safety Dashboard

Monitor safety performance across your fleet

🗓️ Days Since Last Incident

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✅ Drill Completion Rate

⚠️ Open Incidents

📋 Pending Review

🔧 Open Corrective Actions

👍 Positive Observations

📋 Zones overdue (90d)

🚨 Fleet Safety Alerts

No fleet alerts at this time

📋 Open Agenda Issues

📋 Drills This Trip

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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

Acknowledged

🔧 Drills

Record and track safety drills

📅 Scheduled Drills

📋 Recent Drill Records

From To

⚠️ Incident Reports

Report and manage safety incidents

👥 Safety Meetings

Record safety meetings (toolbox talks are recorded under Job Safety)

Year:

Zone inspections

COSWP safety officer zone inspections: configure zones and spaces, conduct inspections, track findings and rectification

Select a vessel in the header or sidebar to manage zone inspections.

3-month compliance

Zones

Adding, editing, or deleting zones requires Safety write permission (same as completing rounds and rectification work).

Conduct inspection

Complete the COSWP checklist once for the whole zone, then record findings against specific spaces below.

Zone checklist (COSWP)

Findings by space

Open rectification work

Track issues until closed. Each finding either needs a job assigned or has an active job to sign off. During an active inspection, these items also show under each space above.

Findings & records

Full history for this vessel. Open items are managed in Open rectification work above.

My rectification tasks

Jobs assigned to you personally, your rank, or your department. Use Sign off job when the work is complete.

Add zone

Zone name *

Description

Spaces in this zone

Add space

Add at least one space per zone. Type a name and click Add, or press Enter — Save zone also adds anything still in the box.

You can view this zone but cannot change it without Safety write permission.

Record finding

Space

Description *

COSWP section

Severity

Assign rectification to department

e.g. Deck, Engine — or assign to a person below.

Assign to rank

Job stays with this rank when crew change (reliever can sign off).

Assign to crew member (optional)

Assign rectification

Task title

Department

Assign to rank

Follows the rank on later trips until signed off.

Crew member (optional)

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

Select a vessel in the header or sidebar to view and manage its checklists.

Configured checklists

Completed checklists

Location Type From To

Completed checklists will appear here.

Build checklist

Click Build new checklist above or select a checklist from the list to edit. Add section titles (e.g. "Pre departure checks", "30 mins before") to group items, plus tick boxes or entry fields. Reorder with the arrows.

Checklist name

Required inputs for this checklist

Select what to collect when crew complete this checklist. Date is always recorded.

✓ Date (always required) Record location (port name) Planned departure time Planned arrival time

Department

Only crew in this department will see this checklist and can sign it off (e.g. Bridge, Engine).

Items & sections

Complete checklist

Date * Completion date in UK format (day/month/year). Save records the actual time when you click Save.

Port / location name

Planned departure time

Planned arrival time

Signed off by Choose who is signing off this completion (active crew)

Notes (optional)

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.

First name

Last name

Rank

Report an Issue

Short summary *

What happened? *

Where in the app?

What did you expect?

Screenshot (optional) JPEG, PNG or WebP, max 5MB

Suggest a Feature

Tell us what you’d like to see in WaterTight. We read every idea and often build them. Get 3 months free if we ship a feature based on your suggestion.

What’s the idea? *

Tell us more *

Where would you use it? (optional)

Help WaterTight

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Select a tutorial

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Select a guide

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Edit profile

Personal

Full name

Contact number

Role / trade

Current employer

Sector

Date of birth

Place of birth

Gender

Nationality

About

Address

Street

City

County

Postcode

Country

Travel

Closest train station

Closest international airport

Next of kin

Name

Relationship

Phone

Address

Emergency note

Identity document (FAL 5)

Type

Number

Issuing country

Expiry date

Documents

✓ CV uploaded

PDF or image, max 5MB

Covering letter

✓ Covering letter uploaded

PDF or image, max 5MB

Job preferences & experience

Job preferences

Work experience

Optional. One JSON array of objects with company, role, startDate, endDate.

Settings

Share link expiry (days)

Profile visibility

Notify when certificates expire Show email on profile Show phone on profile

My certificates

Add certificate

Certificate type

File (PDF or image)

Uploads are processed like the mobile app (preview + optional text extraction). You can edit name and dates before saving.

Certificate name

Issue date

Expiry date

Your certificates

No certificates yet. Add one above.

Suggest change to checklist

Propose your changes below for review. Leave fields empty to keep current.

Current checklist rows (numbered)

Add rows to insert

Add lines in this format: below row X + the text to insert.

Additional notes (optional)

Justification *

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

Job Safety Doc's

Risk assessments, permits to work, enclosed space register and toolbox talks for the job

Permit templates

Hazards from RA's

From To

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.

Search company catalog

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

Product name *

Manufacturer / brand

Part / stock number

Barcode (GTIN / EAN / UPC)

UN number

CAS number(s)

Notes

Attached files

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 Watertight exactly below: capital W, rest lowercase. This confirms you understand that all existing QR codes will stop working.

Confirmation phrase

🚢 Vessel Certificates

Manage and track vessel certificates and surveys

Section

Type

Vessel Certificates

Crew Members

Manage your crew and their certificates

⏳ Pending Approvals 0

Employment type

Account status

Department

Team / group

Certificates

Contracts

Crew Member	Type	Department	Groups	Certificates	Contract	Status	Actions

Crew Member Profile

Log conduct record

Record type

Under conduct policy — counts toward the configured escalation ladder. General file record — text and evidence on the crew member's HR file (no ladder step).

Conduct policy

Subject

When it occurred

Details *

Visible to the crew member in their conduct record in the mobile app. Your name and the time you save are stored for audit.

Evidence (PDF or image, optional)

Stored on this crew member's HR file. Managers with HR access can view it later.

Add crew member

Full name *

Email (optional)

Crew type

Employee ID (optional)

Department

Job title

Profile (FAL 5)

Optional – used for crew list and port documents.

Document type

Document number

Issuing country

Document expiry

Gender

Nationality

Date of birth

Place of birth

Rank (optional)

Choosing a rank filters the list below to that rank’s required certificates.

Certificates (optional)

Select from your company sector (or from the rank’s required list above). Add expiry date for each selected certificate. You need Certificates write permission to add certificates when creating a crew member.

Loading certificates…

Invite crew member

Add each person on their own row. Names will appear in pending crew and can pre-fill the sign-up form.

Email *

First name

Last name

Rank *

Add to groups (optional)

Hold Ctrl/Cmd to select multiple.

Edit Crew Member

Employee ID

Department

Rank

The dropdown is pre-populated with the crew member's current rank. You can manually override it by selecting a different rank.

Crew type

Status

Profile (FAL 5)

Used for crew list and port documents.

Document type

Document number

Issuing country

Document expiry

Gender

Nationality

Date of birth

Place of birth

Next of kin

Emergency contact details (synced with the crew member's app profile).

Name

Relationship

Phone

Same address as crew member

Address

Emergency note

Diet & allergies

Food intolerances, allergies, diet preferences, and medicine allergies for galley and medical planning.

Other food notes

Other medicine notes

Teams

HR summary

Work & rest

Contracts

1:1 meeting log

Offboarding (leaver checklist)

Conduct / disciplinary

Log an incident under a company conduct policy to track this crew member on the escalation ladder.

Certificates

Certificate

Issue date

Expiry date

Copy (PDF/image)

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.

Actions

Vessel Day View

Day

—

This ship calendar day was skipped (International Date Line). Work and rest records for the first instance of this date are not used.

Select a vessel and day to view planned hours and recorded work/rest.

Assigned Recorded Manager Edit Violation

Latest Compliance

Crew Day View

Shift pattern

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Pattern

Start date

End date

Click blocks to toggle work hours. Blue = Work, Dark = Rest/Empty

Save Changes

Reason for Change *

This reason will be visible to the crew member in their app.

Work & Rest Compliance Rules

Based on MCA (Maritime and Coastguard Agency) STCW A-VIII/1 Regulations

<10 hours rest in 24 hour period

Severity: Critical

You must have at least 10 hours of rest in any 24-hour period. This is checked using a rolling 24-hour window, meaning every possible 24-hour period throughout your schedule is evaluated.

Minimum 10hrs rest > 2 Periods

Severity: Major (or Warning if other requirements met)

The minimum 10 hours of rest should be split into no more than 2 periods. If you have more than 2 rest periods, the system checks whether any 2 of them together provide at least 10 hours. If they do, it's shown as a warning. If no 2 periods can provide the minimum 10 hours, it's a major violation.

No 6-hour rest period

Severity: Major

At least one of your rest periods must be at least 6 hours long within any 24-hour period. This ensures you get adequate continuous rest.

More than 14hrs between rest periods

Severity: Major

If your 10 hours of rest is split into 2 periods, the time between the end of the first period and the start of the second period must not exceed 14 hours. This prevents excessive work periods between rest breaks.

<77 hours rest in 7 day period

Severity: Critical

You must have at least 77 hours of rest in any 7-day period. This is checked using a rolling 7-day window. Only rest periods of 1 hour or more are counted toward this weekly total.

How Compliance is Calculated

Hours of rest means time outside hours of work, and does not include short breaks. The system uses rolling windows, meaning it checks every possible 24-hour and 7-day period throughout your schedule, not just calendar days.

Shift Patterns

Pattern

Name

At Sea Rota (30-minute blocks)

In Port Rota (30-minute blocks)

Optional. If empty, the At sea rota is used when the deck logbook day is In port. Shift assignments follow the deck logbook At sea / In port control for that day.

Schedule Time Change

When the change takes effect

Uses your computer’s local date and time; saved as UTC.

Deck logbook — International Date Line

Optional. If ticked, when you save this time change the deck logbook is updated for the ship calendar date at the effective time above (using the new time zone). Leave both unticked if no date-line log adjustment is needed.

Repeat calendar day (same ship date twice — crossing the International Date Line) Skip calendar day (no log for that ship date — crossing the International Date Line)

Current Time Zone

—

New Time Zone

hours vs UTC

Ship local vs UTC. Offsets are in half-hour steps where needed (e.g. India +5:30).

Reason

Assign Pattern to Crew

Pattern

Rank Filter

Assign to Ranks

Loading ranks...

Select ranks to assign to all crew in those ranks.

Crew

Loading crew...

Start Date

End date

Callback & Overtime

Crew availability, overtime shifts, and job postings

Posted Shifts / Jobs

✅ Accepted Shifts / Jobs

📅 Unfilled roster positions

Callback / overtime planning — only slots with no assignment covering today

📋 Position schedule & team gaps

Position

Department

Crew search

—

⭐ Crew Interested in Overtime

Crew availability

Rotation schedules — who is off duty or on duty today

🟢 Off Duty

🔴 On Duty

Planned crew holidays

Time 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.

Loading cabins and muster data...

🛢️ 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.

Tank categories

Per-vessel categories for the tank type dropdown (add, rename, or remove).

Tank type

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
Expand to load cargo spaces…

👥 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.

Medicine lines

—

In scale (Annex 1 medicines)

Fully Stocked

—

At or above required

Expiring Soon

—

Within 90 days

Shortfall

—

Below required quantity

Medicines — required vs onboard

Some catalog lines are in an MSN either/or group but this vessel has not chosen which product is onboard. Open the Configuration tab, then MSN either/or — which product is onboard, select one option per group, and save.

Stock Batches

Equipment lines

—

In scale (Annex equipment)

Fully Stocked

—

At or above required

Expiring Soon

—

Within 90 days

Shortfall

—

Below required quantity

Medical equipment — required vs onboard

Some equipment lines need an MSN either/or choice. Open Configuration and use MSN either/or (equipment) if shown.

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

Vessel category

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.

Women onboard — extra MSN lines Include medicines and supplies required when women may be onboard (e.g. uterotonics, pregnancy tests, vaginal antifungal). When off, those lines are omitted from required quantities and inventory.

Risk Assessment Notes

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.

Filter

Risk assessment — medical equipment (required quantities)

Same as for medicines: override MSN default quantities when justified by risk assessment.

Filter

Add Stock Batch

Section (filter list)

Catalog line

Choose the MSN catalog line to link stock and reporting. Pick “Custom” for items not listed.

Item name (on label) *

Dosage / Strength

Batch Number

Expiry Date

Quantity to add *

How many units you are adding in this batch.

Required Quantity

Temperature Storage

Storage Location *

Sub-location

Controlled drug — CD register entry required

Add Stock

Quantity *

Expiry Date

Lot / Batch Number

Storage Location *

Sub-location

Location and sub-location are pre-filled from your latest batch for this medicine. Edit if this delivery goes elsewhere.

Record Dispense

Medicine *

Search by name, then choose lot / expiry below.

Batch (lot / expiry) *

Soonest-expiring batch first (FEFO). Quantity is deducted from this batch only.

Medicine name (typed)

Stock is matched by name (shortest-expiry batch first).

Quantity *

Equipment used (optional) Filter equipment batches

Attach consumable equipment to this entry; onboard equipment stock is reduced by the quantities you enter.

Recipient — select from onboard crew

Enter recipient name

Reason / Notes

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.

Catalog lines

—

Shortfall

—

Below minimum quantity

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

Catalog product

Product name *

Product code

Barcode

Manufacturer GTIN, SDS barcode, or an internal label you generate for tins without one.

Colour

Manufacturer

Unit

Default minimum

Link SDS product

Notes

Check in stock

Product *

Quantity *

Received date

Expiry date (optional)

Lot / tin ID (optional)

Mark on physical tin

Paint or draw this shape on the lid so crew can tell batches apart. Oldest batch should be used first.

Storage location

Check out stock

Product *

Batch *

Oldest stock first (FIFO). Pick the tin with the matching mark on the lid.

Quantity *

Issued to

Job reference

Reason

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.

Total documents

—

Expiring / due

—

Outdated copies

—

No copies logged

—

Add document

Title *

Category

Reference code

Edition

Expiry date

Review date

Onboard copy location

Location *

Sublocation

Online PDF (optional)

Edit document

Title *

Category

Reference code

Edition

Expiry date

Review date

Notes

Onboard copies

Upload or replace PDF (optional)

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.

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

You are not assigned to a vessel.

Crew Member	Type	Department	Groups	Certificates	Contract	Status

My Vessel – Vessel Certificates

Certificates for your vessel

You are not assigned to a vessel.

My Vessel – Port Docs

Generate port documents for your vessel.

You are not assigned to a vessel.

FAL 5 – Crew details

UK NMSW Crew List. Pre-filled with vessel name and crew (rank, name, date of birth, place of birth). Passengers are excluded. Complete passport/nationality in the downloaded file if needed.

FAL 6 – Passenger details

UK NMSW Passenger List. Pre-filled with passengers assigned to the vessel (name, travel document, date of birth, nationality). Complete cabin, embarkation/disembarkation port, and transit in the downloaded file.

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 Contacts

Company-approved port agents, surveyors, class and P&I contacts.

Search port

Daily Report

SOLAS-style noon report. Submit position, weather, ROB, and voyage data to the company.

— Loading… Ship time —

You are not assigned to a vessel.

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.

Time reference

Send time (HH:MM)

Enable scheduled daily report Automate at this time when at sea (deck logbook)

Report for date

Position

Latitude

Longitude

Voyage

Course °

SOG kn

STW kn

Dist run nm

Dist to go nm

ETA

Weather (from deck logbook)

Sea state

Wind

Visibility

ROB (from fuel system)

Fuel

Lube oil

Water

Engine

RPM

Status

Notes

Applicability (voyage type, GT, etc.)

Reporting to company / remarks

Report time (local)

Recent reports

Date	Time	Position	Source	Recorded by
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Deck Logbook

At sea UTC+0 Unlocked

Select a vessel using the vessel picker in the header or sidebar to view the 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

Time

Condition

Draft FWD (m)

Draft MS (m)

Draft AFT (m)

GM (m)

Displacement (t)

Trim (m)

—

AFT − FWD

KG (m)

List (°)

Remarks (optional)

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.

Type

Title

Time (on this logbook date)

Remarks (optional)

Acknowledge night orders

Sign below to confirm you have read and understood the Master's night orders.

Complete inspection

Log PMS job

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).

At sea UTC+0 Unlocked

Select a vessel using the vessel picker in the header or sidebar to view the engine logbook.

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 & consumption

Soundings for tanks with type Fuel (same list as deck ballast tanks). Total ROB and day-on-day change feed the Fuel / Bunker area.

Day log

General entries and watch-line readings ordered by time.

Add general entry

Template

Equipment *

When *

Title (optional)

Remarks

Checklist

Record watch line

Select an assembly to record readings for. Each assembly groups its root equipment with any child equipment.

Edit reading

Teams & Trips

Organize crew into teams, projects, or departments

📅 Trip Calendar

Team Details

🗓️ Trips

👥 Crew Positions

Positions pulled from the selected vessel

Position	Rank	Safe Manning	Assigned Crew	Status	Actions
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Training

Find and book training for your crew

Accept Training Requests

📋 Training Requests

0 Pending

0 Approved

0 Booked

Show: Completed Cancelled

📝 Request Training for Crew Member

Create a training request that will be sent to the crew member for approval. Once approved, you can book the course.

Search for Training Course

Enter a certificate or course name above to find training providers

Messages

Messages open directly in this page.

Communications settings

Allow crew to message departments
Allow crew to message individuals
Allow attachments
Enable reactions
Enable message editing
Enable read receipts

Department inbox membership

Choose which office users are assigned to each inbox. This is separate from rank permissions.

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HR

Leave, performance, conduct & documents

HR not enabled. Ask a WaterTight admin to enable it under Company features.

Overview

Appraisal cycles —

Conduct policies —

Inbox tasks —

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Workforce snapshot

Year

HR admin-only aggregates: people on books, leave and appraisal volume, conduct and offboarding activity.

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Inbox & tasks

Leave queues, conduct steps pending HR confirmation, appraisals where you are the reviewer, and (for HR admins) pending charity TOIL claims.

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Leave operations

Create leave on behalf of crew

Crew member

Leave type

Start date

End date

Duration (hours)

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Rota

Select HR feature permissions to view Rota.

Auto-assign Leave

Leave Type

Start Date

End Date

Preview

Vessel crewing calendar

Changeover

Vessel Search Show all vessel crew

Position

—

Days selected

—

Crew member

Coverage

Drag across days in a row to select a range

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Leave configuration

Approval

Approval mode

How leave requests are reviewed and approved.

Office-initiated leave changes

When HR proposes cancelling or moving approved leave, whether the crew must accept before it applies.

Booking

Max advance booking

Days ahead crew can submit. Leave empty for no limit.

days

Auto-approve off-rota leave

Automatically approve requests that fall outside synced trip windows.

Enable

Contract roster (company defaults)

Workdays / year

Fallback for ranks without a specific value.

Rostered leave / year

Contracted days off. Rank-level values override this.

Overtime

Overtime settlement

How extra shifts are compensated. Does not affect training or charity TOIL.

Callback & shift suitability

Tune how applicants are scored when you review shift applications. Percentages should total 100 (they are normalised on save if needed).

Certificates %

Rank / role %

Experience %

Same-vessel cap (pts)

Pay first day of extension as extra callback time

Leave types & allowances

Year

Configure which leave types are offerable, set annual day allowances, and manage per-rank and per-person entitlement overrides below.

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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.

Category

Payroll category

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Could not load day types.

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.

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No mappings yet.

Add or update mapping

Provider

Day type

External code

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.

Code

Display name

Category

Payroll category

Sort order

Payroll flags

Paid Contracted hours Overtime Pensionable NI applicable Accrues holiday Bookable as leave

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.

Rows

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.

Rows

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 type

Days (+ to add, - to subtract)

Reason

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

Display name

Enabled (visible in catalogues)

Sort order

Extension JSON

Bookable as leave (Offerable)

When on, crew can book leave against this payroll line. Nested leave rows still need their own picker visibility.

Payroll classification (read-only)

Company baseline (catalogue)

Re-map (payroll day type)

Changing this updates the linked leave type's day type (same as the catalogue table).

Annual days

Default opening carry

Classification

Category

Payroll category

Payroll flags

Paid Contracted hours Overtime Pensionable NI applicable Accrues holiday

Reject request

Add an optional reason for rejection.

Rejection reason (optional)

Appraisal cycles

Run review periods for your crew: open a cycle to assign reviewers, set status, and edit structured appraisal sections.

New appraisal cycle

Name

Period start

Period end

Status

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Name	Period	Status

Cycle status

Goals for this cycle

Performance check-ins

Mid-cycle notes (e.g. 1:1 conversations) linked to this appraisal cycle.

Employee handbook

Publish versioned handbooks. Crew see the latest in the app and must acknowledge after each new version.

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Publish new version

Title

What changed (optional)

File (PDF, Word, PNG, JPEG — max 25MB)

HR document vault

Store HR letters, policies, and forms. "Everyone" files appear in the crew app. "HR admin only" stays on this dashboard.

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Upload document

Title

Description (optional)

Visible to

Crew member

HR admin only (not shown in crew app)

File (PDF, Word, PNG, JPEG — max 25MB)

Connect to Xero Payroll (United Kingdom)

Payroll region Sets UK vs AU leave names and Xero codes on built-in types. Choose before connecting; disconnect to change.

You do not need your own Xero API keys.

WaterTight 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 WaterTight 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 WaterTight — 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

Checking…

Loading connection status…

Leave types

Creates or updates leave types in Xero from your HR day types. Configure on the Leave tab under “Day types catalogue”.

Load the tab to see sync status.

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	WaterTight employee ID	Xero employee
Connect Xero and refresh to load mappings.

Conduct policies

How it works

Policies apply company-wide — you do not assign them to individuals. When a manager logs a conduct incident for a crew member, their position on the ladder is tracked automatically. 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).

New conduct policy

Policy name

Rolling window (days)

Events before next step

Require HR admin to confirm each ladder step before it applies on the member's record

Reset counter after quiet period (days, optional)

If set, when no qualifying incident is logged for this many days, the count resets until a new incident.

Policy active (inactive policies cannot receive new incidents)

Escalation ladder

Each step has a manager title, text the crew member sees, and what happens if the threshold is reached again.

Add appraisal for crew member

Creates the appraisal record for the selected person in this cycle (if it does not already exist).

Add goal

Link a performance goal to this appraisal cycle for a crew member.

Crew member

Title

Description (optional)

Due date (optional)

Status

Add performance check-in

Record a dated note for a crew member in this appraisal cycle.

Crew member

When

Notes

Internal Training

Build courses, assign to crew, and track completion

Internal Training is not enabled for this company. Ask an admin to enable it in company features.

My Assigned Training

Loading your assigned training…

Training Builder

Sections:

Course Sections

Drag to reorder • Click to preview

Section Preview

Click a section to preview it here.

Assign Course to Crew

Course

Assign to

Target

Due date (optional)

Existing Assignments

No assignments yet.

Compliance Overview

Scheduled Report Emails

Recipient email

Cadence

AI Course Drafting

Describe the course topic

Complexity

Include quiz? Yes, add MCQ assessment

No AI drafts yet.

SCORM / xAPI Imports

Package file (.zip / .xml)

Type

No imports yet.

Advanced Analytics

Analytics not loaded.

Training Assessment

You are previewing this course as a learner. No attempt will be recorded.

Course Details

Course title

Description

Accent colour

Media layout

Background image URL

Upload background

Pass mark (%)

Max attempts

Est. duration (min)

Live preview

Section Details

Section title

Section type

Content / URL

Quiz Section

Save this section first, then open Questions from the toolbar to add MCQs.

Optional media (image or video)

Question Builder — MCQ

Quiz section to add questions to

Question text

Option A

Option B

Option C

Option D

Correct answer

Points

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

Familiarisation is not enabled for this company. An admin can enable it under Company features.

Templates

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Create new template

Title

Description

Vessel scope

Required training (optional)

Intro video URL (optional)

YouTube, Vimeo, or https — crew confirm before the checklist.

Retest interval (months)

Crew must re-confirm after this many months. Blank = complete once per assignment.

Applies to ranks

Leave all unchecked for all ranks.

Checklist items

↑↓ reorder · sections group items · optional reference PDF/image per item.

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.

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

Select a vessel in the header or sidebar to view catering analytics and summary.

Trip dietary requirements

Crew food allergies, intolerances and diet preferences by trip

Catering Budgets

Per-person daily budgets by consumer group

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

MGN 525 temperature logs, weekly food & water inspections, and MCA export

Select a vessel in the header or sidebar.

Crew Shop

Onboard shop items, pricing and transaction history

Cargo voyages

Commercial voyages and port calls (separate from crew team trips)

Cargo Record Book

MARPOL Annex II Regulation 15 — cargo operations ledger (3-year retention). Port/voyage event templates live under Deck logbook → Templates (Cargo section).

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

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.

Flow editor

This flow is published and read-only. Click Duplicate to edit to create a draft copy.

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Add to flow

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 categories, consumer groups, day rates, and suppliers

Consumer groups & day rates

Set a default daily rate (£/person/day) per group. "Vessel crew" auto-fills person count from assigned crew.

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Group name

Description (optional)

Suppliers

Manage your frequently used suppliers, port-specific suppliers (shared across companies), and company suppliers used for uploads and purchases.

Frequently used

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Suppliers by port

Search port

Select a port above to see suppliers.

Company suppliers

These appear in the Add purchase and invoice upload flows.

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Supplier name

Port (optional)

Add to frequent list

Choose a global supplier to add to your frequent list.

Add supplier for this port

Link a global supplier to the selected port. Optional: min order value and delivery fee (for future basket optimisation).

Supplier (search or suggest)

Min order value

Delivery fee

Currency

Edit supplier at port

Update min order value and delivery fee for this supplier at the selected port.

Supplier

Min order value

Delivery fee

Currency

Invoice & price list upload

Upload an invoice to create a provision purchase with line items; or upload a price sheet to keep supplier prices up to date without a purchase. Supports PDF, Excel, or a photo (phone camera). Unrecognised items go to Unmapped items for mapping.

Leave vessel blank for price sheets — only supplier prices will be updated.

Vessel (optional for price sheets)

Supplier

Document type

File (PDF, Excel, or photo)

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Normalised items

Canonical item names (e.g. "Potatoes") for cross-supplier price comparison.

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Item name

Unmapped items

Invoice line items not yet linked to a normalised item. Map each to enable price comparison.

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Price comparison

Latest price per supplier for a normalised item — find the best place to order from.

Select item

Select an item above to compare prices.

Add budget

Group

Daily budget per person

Person count

Start date

End date

Log waste

Date

Category

Description

Quantity

Unit

Reason

Log temperature

Monitoring point

Temperature (°C)

Notes (optional)

Weekly food & water inspection

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Record crew shop sale

Crew member

Item

Quantity

Payment method

Total: £0.00

Add provision purchase

Upload invoice (recommended) PDF or Excel give the best results. We detect the line-items table and ignore letterhead, addresses, and totals — always review columns and rows before saving.

Date

Port (optional)

From company Configuration → Ports

Supplier (optional)

Invoice number (optional)

Total ex VAT

VAT amount

Total inc VAT 0.00

Currency

Or add line items manually (only if not uploading an invoice)

Match invoice columns below, delete bad rows, add any missing lines, then click Save purchase.

Line amounts on invoice are

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

Name

Category (optional)

Buy price (optional)

Sell price (optional)

Stock quantity (optional)

Barcode (optional)

Used for crew mobile scan-to-purchase. Must be unique on this vessel.

📦 Procurement Dashboard

Manage purchase requisitions across all vessels

Period: Start month: From To Spend is attributed to approval date.

—

💰 Total spend

📦 Orders (approved/ordered/received)

—

📊 Avg order value

Spend by category

Spend by vessel

Spend by supplier

Process next – awaiting approval

0 requisitions

Ordered by criticality (target processing time) and due date so the office knows which requisition to process next.

Status Pipeline

Draft

Submitted

Reviewing

Approved

Ordered

Received

Unread only

Purchase Requisitions

0 requisitions

Basket

Add spare parts, then generate quote emails or send a requisition to procurement

Basket

0 items

Search spare parts

🧰 Maintenance

Due work, overdue work, and high-priority jobs by vessel

0 overdue · 0 due soon

📋 Jobs needing attention

⚡ High Priority

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.

Select a vessel to load chart

Hours of Operation

Date for hours Date these hours apply to (defaults to today)

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

Systems

Equipment Types

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

Equipment Selection (choose one)

Individual Equipment

Equipment Type

Custom Equipment Group

Equipment included

Name

Manual for this job (optional)

Page start

Page end

Inspection type *

Interval *

Department *

Priority

Last done (optional)

Refit/Drydock job

Complete during refit or dry dock

Certificate Required

Require certificate scan when signing off

LO Analysis

Lube oil sampling required; result to be attached after job execution

Track equipment hours when executing
Show an optional "equipment hours" field when crew sign off this job. Jobs with an hourly interval always require a hours reading — this box is locked on for those.

Last done (hours) (optional) Equipment hours when last completed

Repeat every (unit) *

Repeat every (value) *

⚠️ Hours-based job: The selected equipment must be hour-tracked. Please ensure the equipment has hour tracking enabled.

Work instructions (optional)

Additional notes (optional)

Ranks that can perform this job (optional)

Spare Parts Required

Add spare parts needed for this job (select equipment or group above to filter)

Job List

Department

Rank

Jobs this Trip

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.

Checklist name *

Description (optional)

Items & sections

📦 Spare Parts

Track stock, minimums, and parts to order

▶

Parts to Order

(0)

Select a vessel to view parts to order

Spare Parts Inventory

Select a vessel to view spare parts

Add Spare Part

Equipment Selection

Select one: individual equipment, all equipment of a type, or a custom group

🛠️ 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

Equipment type

Equipment

Criticality

Date & time

Title

Description

Attach images or documents (optional) PDF, JPEG, PNG or WebP. Files will be uploaded when you report the defect.

Open Defects

▼

Closed Defects

▼

Defect details

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Defect

Affected equipment

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.

Timeline

Note Date & time

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.

Override and close without linked work

Reason for override (required)

Add ad-hoc job

Title

Instructions (optional)

Location (optional)

Due date (optional)

Assign to at least one of crew, department, or rank:

Department

Rank

Crew member

Sign off ad-hoc job

Sign-off notes

Log Unplanned Maintenance

Equipment type

Equipment

Date & time (UK)

Link to defect (optional)

Fault description

Work done

Work completed by contractor

Contractor name

Service Certificate (optional)

Service Report (optional)

Spare parts used

Add spare parts

Fuel / Bunker

Track bunker deliveries, consumption, onboard totals and trends

Total onboard

Consumption (period)

—

Distance (nm)

—

Hours underway

Period:

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.

Consumption records

Period	Product type	Quantity	Distance (nm)	Hours

No consumption records. Add one to track usage.

Storage locations

Need tank locations quickly? Import directly from vessel tank configuration.

Name	Tank type	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 bunker delivery

Delivery date *

Port / place

Supplier

Procurement category

Product type *

Quantity * (mt)

Sample reference

Tank allocations

Split this delivery across one or more tanks.

Remaining: 0.000

Bunker delivery note (BDN)

View current BDN

Notes

Add consumption

Period start *

Period end

Product type *

Quantity consumed *

Distance (nm)

Hours underway

Notes

Add storage location

Name *

Description

Capacity Tank/space volume or capacity value used for planning and reconciliation context.

Tank type

Add fuel type

Code *

Name *

Unit Weight (mt, t) or volume (L, LT, m³)

Category

Specific gravity Used for volume/weight conversion (default 0.991)

CO₂ factor (t CO₂ / t fuel) Used for environmental reports. HFO ≈ 3.114, MDO/MGO ≈ 3.206, LNG ≈ 2.75. Leave blank to use default for code.

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

Status:

Show removed equipment

Total

Overdue

Due soon

Out of service

Lifting Appliances

▼

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Loose Gear

▼

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Other

▼

📋 My Requests

Track your purchase requisitions

📋 Total Requests

⏳ Pending

✅ Approved

💬 Unread Messages

Your Requisitions

📋 Vessel Requisitions

All purchase requests for your vessels – view and respond to office messages

Status Pipeline

Draft

Submitted

Reviewing

Approved

Ordered

Received

Unread only

Purchase Requisitions

0 requisitions

📝 New Purchase Request

Create a new purchase requisition

Request Details

Title *

PO Number

—

Description

Vessel

Category

Chosen vendor

When a category has multiple approved vendors, choose which one this requisition will use. Used for spend reporting and pre-fills when marking as ordered.

Priority

Required By

Lead time (days)

Quote number (optional)

Delivery Address

Link to defect (optional)

Link this requisition to a PMS defect for audit trail (e.g. parts required to fix the defect).

Items

No items added yet. Click "Add Item" to start.

Estimated Total: £0.00

📎 Attachments

+ Upload File

No attachments yet.

Actions

Status

Open one email per supplier with only the parts linked to that supplier. Items must have a spare part linked to suppliers in PMS.

Opens your email app with a draft to the chosen supplier (PO number, parts and delivery address). You send from your own mail client.

Status

Change stage or revert (e.g. update costs/PO after quote expiry).

💬 Messages

Mark as question (requires response)

📜 History

⚙️ Procurement Configuration

Manage categories, delivery addresses, and approved vendors

Procurement settings

Require PO number when approving requisitions

When enabled, approvers must enter a PO number before a requisition can be set to Approved. Disable if your company does not use PO numbers.

Who requests quotes

When set to Procurement department, vessel users only see "Send to procurement" on the basket; office users see "Generate quote emails".

Target processing times by priority

Target number of days to process requisitions by criticality. Used to sort POs awaiting approval in the Procurement Dashboard (shortest target first, then oldest submitted).

Priority	Target (days)

Reporting period

Default period type for spend on the dashboard. Spend is attributed to the date the requisition was approved.

Default period type

Financial year start month

📁 Procurement Categories

Code	Name	Description	Status	Actions

📍 Delivery Addresses

Name	Address	Contact	Default	Status	Actions

📧 Quote request email

Used when sending a quote request from Parts to Order. Use placeholders: {{vessel_name}}, {{category_name}}, {{contact_name}} (supplier contact for greeting, or Sir/Madam), {{parts_table}}, {{parts_table_html}}, {{delivery_address}}, {{delivery_address_html}}

Subject line

Email body (plain text)

Email body (HTML, optional)

📧 Supplier success (order confirmation)

Sent 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}}

Subject line

Email body (plain text)

Email body (HTML, optional)

📋 Common Items

Description	Part No	Manufacturer	Qty / Unit	Supplier	Category	Link	Used	Actions

🏢 Approved Vendors

Vendor Name	Contact	Email / Phone	Website	Approved	Actions

Add Category

Code * Unique identifier for this category

Name *

Description

Active (visible in requisition forms)

Approved vendors (for quote emails)

Fleet-wide = all vessels. Add per-vessel so categories like Crane spares use the right supplier per vessel.

Add Delivery Address

Location Name *

Address Line 1 *

Address Line 2

Address Line 3

City

State/Province

Postal Code

Country

Port Code Optional UN/LOCODE for port identification

Contact Information

Contact Name

Contact Phone

Contact Email

Notes

Set as default address Active

Add Vendor

Vendor Name *

Website

Contact Name

Contact Email

Contact Phone

Notes

Approved vendor (can be selected in requisitions)

Address

Address Line 1

Address Line 2

Address Line 3

City

State/Province

Postal Code

Country

Approved Categories

Select the categories this vendor is approved to supply. This helps filter vendors when creating requisitions.

Loading categories...

Category Contracts

Loading contracts...

Add Category Contract

Category *

Contract Reference

Start Date

End Date

Notes

Active contract

🗄️ Data Retention Policies

Configure retention periods to manage database storage

📊 Data Usage Summary

📋 How Retention Policies Work

🗑️ Deleted Records Retention:

How long soft-deleted records are kept before being permanently deleted from the database. This controls how long deleted records remain in the system for audit purposes.

📊 Active Records Retention:

How long active (non-deleted) records are kept before being permanently deleted from the database. Set to "Never" to keep records indefinitely. This helps manage database growth.

💡 Tip: Run cleanup periodically to apply these policies. Active records that exceed their retention period will be permanently deleted, and old soft-deleted records will also be permanently removed.

⚙️ PMS Config

Company-wide inspection types and standard intervals for job creation

Inspection Types

Define inspection types. When creating a job you can pick one to pre-fill cert required, refit/drydock, and interval. Shared across all vessels.

Standard Intervals

Define intervals (e.g. Weekly, Monthly). When creating a job you can choose one for consistency. Shared across all vessels.

📤 Migration

Import data from an old system: suppliers, equipment, spare parts, lifting equipment, and work records

Import suppliers from an Excel file as draft. Then go to Procurement Config → Approved Vendors to assign categories and approve. Row 1 = header.

Map your Excel columns to our fields.

Our field	Your Excel column

Excel file

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Import equipment for a vessel. Categories, systems and equipment types are created automatically if they don't exist. Row 1 = header.

Vessel

Our field	Your Excel column

Excel file

Select a vessel.

Import lifting equipment register data for a vessel. Categories, systems and equipment types are created automatically if they don't exist. Row 1 = header. Requires Lifting Equipment to be enabled for your company.

Vessel

Map your Excel columns to our fields.

Our field	Your Excel column

Excel file

Select a vessel.

Import suppliers first. Use the Suppliers tab above, then Approved Vendors to assign categories. Then upload spare parts here.

Import spare parts for a vessel. Row 1 = header.

Vessel

Our field	Your Excel column

Excel file

Select a vessel.

Import completed work records (job executions) for a vessel. Match jobs by title. Row 1 = header.

Vessel

Our field	Your Excel column

Excel file

Select a vessel.

⚙️ Deck Logbook Config

Manage logbook templates and choose which safety inspections and PMS jobs appear in daily activity when completed.

Entry Templates

Inspection Visibility

Completed runs for the checklists below appear in Deck Logbook daily activity. Use Configure to search and choose templates.

Planned maintenance (PMS)

Completed executions for the jobs listed below appear in Deck Logbook daily activity. Use Configure to search and choose jobs.

⚙️ Engine Logbook Config

Manage which equipment participates in the engine logbook and the field schema captured for each.

Logbook Equipment

How to configure equipment

Open PMS Equipment, edit a piece of equipment (e.g. Main Engine, Generator 1), and tick Show on equipment status board & watch lines (auto-tracked hours). Tick Hour-based service tracking too if you want crew to log running hours as part of the watch line.
Equipment then appears in the table on the left. Click Manage fields on the row to define what the crew records each watch (e.g. RPM, oil pressure °C, coolant temp, fuel %, remarks).
On the Engine Logbook page crew use Record watch line (or an expanded slot on today’s date), pick the assembly, fill in the fields you defined, and submit.

Editing field schemas requires the PMS Manage permission. The day view itself is controlled by Engine Logbook (read/write) and Engine Logbook Lock.

Sea status (At sea / In port) is shared with the Engine Logbook for display, but it can only be changed from the Deck Logbook (requires deck_logbook:write).

Watch line schedule

Times a watch line should be recorded each day (e.g. 10:00, 22:00). These show on the left of the Watch lines tab as a reminder for engineers. Equipment can override the vessel default if it runs on a different schedule.

General entry templates

Pre-configured entry types crew can drop into the engine logbook day view. Start / Stop templates also drive the equipment status board and derive running hours.

Add general entry template

Name *

Description

Behavior * Start/Stop templates feed the status board and derive engine hours.

Cadence Used as a hint on the day view; not enforced.

Always pick a piece of equipment when using this template

Applies to equipment All engine-logbook equipment

Tick the equipment this template should be available for. Leave everything unticked to keep it open to any engine-logbook equipment (the default).

Linked checklist Optional: crew tick through this Safety checklist when they post from the template. Item labels are frozen on each entry.

Active (available to crew)

Manage fields

Add or remove fields captured when crew record a watch line for this equipment. Existing entries keep their values for fields you remove.

Drag ⋮⋮ to reorder; order saves when you drop. Use ↑ ↓ when a row is focused.

⚙️ Drill Configuration

Configure drill types, locations, and schedules

🔧 Drill Types

📍 Locations

Select a vessel to view drill locations

🔄 Location Rotations by Drill Type

Select a vessel to configure drill rotations

📅 Last Done Dates by Drill Type

Set the last completed date for each drill type per vessel. This is used to calculate due dates when generating schedules.

Select a vessel to view/edit last done dates

Set new password

Fleet Management

Verify your sign-in

Set up two-factor authentication

Two-factor authentication

Fleet overview

My Dashboard

Crew & certificates

Out of hours — on duty contact

Maintenance attention PMS jobs due soon & overdue by vessel

Fleet 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

Compliance

AI assistant

Weekly briefing

Ask (dashboard data)

Crew gap (cross-team)

Explain PMS job

PMS completion draft (copy into job sign-off)

Fleet position

Fleet map

Fleet overview

Environmental report

Port Contact Directory

📥 Safety inbox

Incidents — awaiting office review

Incidents — reviewed (close)

Safety meeting agenda — open items

Escalated safety suggestions

🛡️ Safety Dashboard

🚨 Fleet Safety Alerts

📋 Open Agenda Issues

📋 Drills This Trip

📄 SMS Updates

📘 SMS Read Compliance

📋 Fleet Notice Read Compliance

👍 Recent Observations

💡 Safety Suggestions

SMS Read Compliance

Fleet Notice Read Compliance

🔧 Drills

📅 Scheduled Drills

📋 Recent Drill Records

⚠️ Incident Reports

👥 Safety Meetings

Zone inspections

3-month compliance

Zones

Conduct inspection

Zone checklist (COSWP)

Findings by space

Open rectification work

Findings & records

My rectification tasks

✅ Checklists

Configured checklists

Completed checklists

Build checklist

Complete checklist

Edit invite

Report an Issue

Suggest a Feature

Edit profile

My certificates

Add certificate

Your certificates

Suggest change to checklist

Completed checklist details

📋 Safety Management System (SMS)

SMS documents

Fleet notices

Search results

Fleet safety notices

Fleet marine notices

Fleet engine notices

Job Safety Doc's

SDS library

New SDS entry