Features

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.

Drag-and-drop reordering lets you reorganize the tree without losing any certificate data. Each category carries its own status and metadata, and the tree structure is independent per vessel, allowing different certificate organizations for different vessel types.

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.

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 the exact dates each version was active, who renewed it, and what changed between versions.

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 timeline. When an equipment inspection is completed, the evidence attaches directly to the relevant sub-item.

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.

Critical certificates require explicit confirmation before they are considered fully validated. The confirmation workflow adds an approval step that ensures authorized personnel have reviewed and accepted the certificate details — dates, attachments, and sub-item completion — before the certificate is marked as confirmed.

Unconfirmed certificates appear in the WaitingConfirmation dashboard widget, creating a clear action queue for your compliance team. Both certificates and categories support confirmation, ensuring that structural changes to the certificate tree also receive proper sign-off.

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.

Monitor your fleet's certificate health with six purpose-built dashboard widgets. DueADay shows certificates expiring within 24 hours. DueAWeek covers the seven-day window. EndsInDays provides a configurable lookahead. Overdue highlights certificates past their expiry date. TotalItems gives a fleet-wide count. WaitingConfirmation tracks certificates pending sign-off.

Each widget drills down to the underlying certificate list with a single click. Dashboard views aggregate across vessels, giving fleet managers a single screen that answers the question: "Are any certificates at risk across my entire fleet?"

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?

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.

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 in a comprehensive event log with 19 event types. Certificate creation, updates, renewals, sub-item changes, file uploads, comments, confirmations, and deletions are all tracked with full user attribution and timestamps.

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. The log is append-only — events cannot be edited or deleted, ensuring tamper-proof accountability.

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.