Features

Badges on every certificate and every survey under it show expiry status at a glance: green two to three months out, yellow inside two months, orange inside three weeks, red in the final week, and purple once overdue. Each badge shows the days left.

The badges appear in the certificate tree, on dashboard widgets and in the daily certificate email, so your fleet manager sees a color-coded overview of every vessel's certificate health without opening a single document.

Track the audits, surveys, reports, and equipment inspections that each certificate depends on using four dedicated sub-item types. Each sub-item carries its own dates, status, and documentation — creating a structured breakdown of the work that supports certificate validity.

Sub-items transform a certificate from a simple document record into a complete compliance package. When a class survey is due for a certificate, it appears as a tracked sub-item with its own window, badge and completion date.

When a survey is done, record its completion date and confirm it, and keep the survey report with the certificate's files.

Renew certificates with a single action while preserving complete version history. When a certificate is renewed, the previous version is archived as a historical record and the new version becomes the active definition.

Every field — title, dates, sub-items, attachments — is captured in the historical snapshot.

Review the full renewal chain at any time to see how a certificate has evolved. Regulatory auditors can inspect the complete history of any certificate, including each version's dates, who renewed it and when.

Every morning, Navatom emails the people who choose it a report of the certificates and open surveys due within 30 days or already overdue, ship by ship, for the vessels they can see, with each one's badge and days left.

Once a week, each ship's newsfeed gets a digest of its certificates expiring, its certificates expired and its surveys overdue. Each person can turn each digest off.

Monitor your fleet's certificate health with eight purpose-built dashboard widgets. Five look ahead: due within a day, within a week, and within 15, 30 or 90 days.

One shows what is overdue, one counts every certificate and survey, and one lists the surveys, audits and other sub-items waiting for confirmation.

Each widget lists the certificates and surveys behind its count. Dashboard views aggregate across vessels, giving fleet managers a single screen that answers the question: "Are any certificates at risk across my entire fleet?"

Ask Navatom AI which certificates, surveys, audits and endorsements are coming due or overdue across your fleet, or on one vessel, and it lists them soonest first. It reads any certificate for you: its dates, term, issuer, confirmation and everything due under it.

Ask it to alert you when a certificate comes due, or to send a scheduled report, such as the certificates due in the next 30 days every Monday. What expires today also appears in your daily brief.

Replicate certificate structures from one vessel to another with the fleet-wide copy capability. When you add a new vessel to your fleet, copy the certificate tree from an existing similar vessel to bootstrap its certificate portfolio — categories, certificate definitions, and sub-item structures transfer in a single operation.

The copy function saves hours of manual setup and ensures consistency across vessels of the same type. After copying, each vessel's tree is independent, so vessel-specific adjustments don't affect the source.

Organize your vessel's certificates in a hierarchical folder tree with unlimited nesting depth. Categories can contain sub-categories, which can contain further sub-categories — mirroring any classification structure from simple two-level groupings to complex multi-tier regulatory frameworks.

Reorder the tree without losing any certificate data. Each category carries its own status and confirmation, and the tree structure is independent per vessel, allowing different certificate organizations for different vessel types.

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?

Classify every certificate with one of four term types: no term for certificates without expiry, interim for temporary or provisional certificates, short term for certificates with abbreviated validity periods, and full term for standard full-duration certificates.

The term shows at a glance which certificates are provisional and will need a full-term replacement. Expiry warnings come from each certificate's own expiry date, so a short-term certificate warns as its shorter validity runs out.

A certificate with no expiry date raises no date-based alerts, and is tracked for existence and validity. The classification ensures your team applies the right attention to each document.

Confirm a category, a certificate or a survey under it once its details are checked: dates, attachments and completion. Each confirmation records who gave it and when.

Surveys, audits and other sub-items still waiting for confirmation appear in their own dashboard widget, creating a clear action queue for your compliance team. Because categories are confirmed too, structural changes to the certificate tree also receive proper sign-off.

Certificate expiry dates automatically appear on each ship's calendar under the certificate's name, creating a unified view of upcoming renewals alongside other vessel events, so planners have 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.

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.

Every action on every certificate is recorded as it happens, with who did it and when: creation, updates, renewals, sub-item changes, file uploads, comments, confirmations, and deletions.

The audit trail serves both internal governance and external compliance. When an auditor asks "Who renewed this certificate and when?", the answer is a single click away.