Safety Meetings

Conduct formal safety committee meetings aboard every vessel, the regular safety reviews that ISM Code audits look for. The module structures each meeting with a formal agenda, attendee roster, discussion items, and documented outcomes, creating the evidence trail that ISM auditors expect.

Every meeting follows a controlled process from initiation through completion and office sign-off. The agenda answers, the attendees and the minutes are kept together in one record, and each agenda item shows whether it has been answered.

No more handwritten minutes that get lost or informal meetings with no record.

Plan your entire annual safety meeting program in a dedicated yearly planning view. A visual grid gives each vessel and meeting its own row, with every planned date of the year, its window and whether the meeting was held, giving management and DPAs a complete overview of the safety meeting calendar for the year ahead.

Identify gaps in meeting coverage, ensure that every vessel holds the required safety committee meetings within the required timeframes, and adjust schedules as operational needs change. The yearly plan and the fleet calendar come from the same schedules, so every planned meeting also appears on the calendar.

With the Logbooks module, a safety committee meeting entry in the deck logbook can start the meeting it records: the one scheduled for the ship, one already under way, or a new one from a released meeting definition. A meeting started on board can add its own draft entry to the deck logbook in turn.

Each ship's logbook settings decide which of these links apply. The meeting and its logbook entry stay linked to each other, so the record of the meeting and the entry in the log never drift apart.

Document meeting discussions with rich text minutes that capture the full context of safety committee deliberations. Attach supporting files — photographs, inspection reports, safety bulletins, manufacturer notices — as evidence linked directly to the meeting record.

Every file added, edited or removed is recorded, creating a complete history of every document attached to or removed from a meeting. The rich text editor supports structured formatting for clear, professional meeting minutes.

Build comprehensive meeting agendas with five question types — Checkbox, Staged, Inquiry, Single Choice, and Multiple Choice. Each checklist item captures the specific evidence and responses your safety committee needs to address, with structured response formats that drive consistent, comparable results across meetings.

Staged items break an agenda item into steps you name, each marked done or not done. Inquiry items capture free-text discussion notes, and any item can carry guidance the crew reads on board. Every answer can take a remark, photos and files, and records who answered and when.

Choice items enforce selection from predefined options. Organize items into hierarchical categories that mirror your safety agenda structure.

Schedule each released meeting for the ships that need it, so every vessel holds the meetings relevant to its operations, crew complement and requirements. A schedule names the meeting and the ship, and either one date or a repeat every so many days, weeks, months or years, with an optional window around each date.

Specialized meeting types, such as engine room safety reviews, are scheduled only for the vessels where they apply. On board, the ship starts each scheduled meeting from its schedule.

Build reusable meeting definitions with a full six-stage lifecycle: Draft, Waiting for Approval, Completed or Rejected, Released, and Revised. Only Released definitions can be used to create live meetings on vessels, ensuring your crew always works from approved, controlled meeting templates.

Revise a released definition as a new draft version: the released one stays in use until the new version is approved and released.

The versioning system maintains a complete history of every template change, so you always know which version was used for any given meeting. Meta status tracking (Draft, Released, Deprecated) provides additional lifecycle control.

Every safety meeting follows a clear, controlled lifecycle: in progress while the meeting is being conducted and minutes recorded, then completed when the ship finalizes the meeting. Attendees, files and minutes can be changed only while it is in progress.

Office reviewers then sign the completed meeting off, each with their own notes, and the ship sees every sign-off. Until the first sign-off, the office can reopen the meeting. A dashboard widget shows the completed meetings no one has signed off yet, so office oversight is never skipped.

Reopen completed meetings when additional input is needed. Unlike rigid systems that lock records permanently after completion, Navatom lets the office reopen a meeting until the first office reviewer has signed it off, so the ship can add discussion points, update attendee records, or incorporate late evidence before completing it again.

The reopening is recorded in the meeting's history with who did it and when, and every change made afterward is recorded the same way. This flexibility handles real-world situations where follow-up information arrives after the initial meeting closure.

Schedule safety meetings directly into the Navatom calendar system. Each scheduled meeting appears on the calendar with its date, window and vessel.

Support for both single events and recurring schedules handles everything from monthly safety committee meetings to quarterly management reviews.

Recurring meeting schedules automatically generate future meeting events based on your configured frequency. Calendar visibility ensures vessel masters, safety officers, and shore management all see upcoming meetings in their planning views.

Monitor your safety meeting program with four dashboard widgets: meetings overdue, meetings planned in the next 30 days, meetings within their window now, and completed meetings the office has not signed off yet. At-a-glance KPIs give DPAs and safety managers immediate visibility into the meeting program.

Each widget also comes as a table of the meetings behind its count, so ships that keep missing scheduled meetings stand out. The main Navatom dashboard can show scheduled and unreviewed safety meetings too.

Data-driven insights transform safety meetings from a checkbox exercise into a proactive safety tool.

Add, edit, and delete comments on any meeting record for asynchronous discussion between vessel crew and shore management. Comment threads allow follow-up questions and clarifications beyond the formal meeting minutes.

Every comment added, edited or deleted is recorded in the event log with full user attribution. Shore reviewers use comments to request additional information; vessel officers respond with context and evidence — creating a documented dialogue around safety topics.

Browse the complete version history of any meeting definition. Every version is listed with its number, title, release notes and date, so you can understand how your meeting templates have evolved over time.

Version history is not just for auditing — it is a knowledge management tool. When revising a meeting template, review previous versions to understand why certain agenda items were added or removed.

Release notes on every version keep the reasoning behind each change, maintaining institutional knowledge across template revisions.

Every action on a safety meeting is recorded as it happens, with who did it and when: attendees, minutes, files, comments, completion, each office sign-off and any reopening.

Changes to meeting definitions are recorded the same way, from each agenda edit to approval and release.

Together they give a step-by-step narrative of every safety meeting and every template change, with full user attribution, timestamps and context for the most demanding ISM audit.