Certificates

Classify every certificate with one of four term types — NoTerm for certificates without expiry, Interim for temporary or provisional certificates, ShortTerm for certificates with abbreviated validity periods, and FullTerm for standard full-duration certificates. Term type drives how the system calculates expiry warnings and renewal urgency.

Each term type carries different visual indicators and alert thresholds. Interim certificates trigger earlier renewal warnings than FullTerm certificates. NoTerm certificates are tracked for existence and validity without date-based alerts. The classification ensures your team applies the right attention to each document.

Visual badge indicators on every certificate show expiry status at a glance — green for valid, amber for approaching expiry, red for overdue, and grey for no-term certificates. The badge system works across list views, tree views, and dashboard widgets, ensuring critical expiry information is always visible.

Configurable threshold windows determine when certificates transition from valid to approaching-expiry status. Your fleet manager sees a color-coded overview of every vessel's certificate health without opening a single document.

Certificate expiry dates automatically appear in the Navatom calendar system, creating a unified view of upcoming renewals alongside other vessel events. Calendar entries include certificate name, vessel, term type, and days remaining — giving planners the context they need without leaving the calendar view.

Calendar visibility ensures that certificate renewals are planned alongside drydocking schedules, crew changes, and port calls. When an expiry date changes due to renewal or amendment, the calendar event updates automatically.

Every vessel in your fleet maintains its own independent certificate tree with its own category structure, certificates, and sub-items. The per-ship architecture ensures that vessel-specific certificates — unique to a ship's flag state, classification society, and trade area — are organized exactly as needed for that vessel.

Switch between vessels to view, manage, and compare their certificate portfolios. The per-ship model also enables vessel-level compliance reporting: how many certificates does this vessel have? How many are approaching expiry? Are any overdue?

Attach supporting documents, photographs, and scanned copies directly to each certificate. File attachments create a complete digital archive that mirrors (and replaces) the physical certificate binder. Comments provide a threaded discussion history for each certificate, capturing the context behind decisions and changes.

When a port state inspector requests evidence, your team pulls the original scan, the renewal correspondence, and the survey report from a single certificate record — no searching through email, shared drives, or physical files.

Generate professional printable certificate reports for any vessel with a single click. The exported report includes the complete certificate tree — categories, certificates with dates and terms, sub-item details, and status badges — formatted for port state submissions, classification society reviews, or internal management reporting.

Printed reports follow maritime industry conventions, ensuring your documentation meets the standards expected by regulatory authorities. Use exports for vessel handover packages, pre-arrival checklists, and annual compliance reviews.