Safety Meetings

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 support progressive assessment (e.g., Not Addressed / Partially Addressed / Fully Addressed). Inquiry items capture free-text discussion notes. Choice items enforce selection from predefined options. Organize items into hierarchical categories that mirror your safety agenda structure.

Enable vessels to initiate unplanned safety meetings without prior scheduling from the office. The canShipStartUnscheduled flag controls whether each ship can create ad-hoc meetings — a critical capability when safety concerns arise mid-voyage and cannot wait for the next scheduled committee meeting.

Ad-hoc meetings follow the same structured process as scheduled meetings: formal agenda, attendee tracking, checklist completion, and office review. The only difference is the initiation point — the vessel crew identifies the need and starts the meeting immediately, with shore oversight following through the normal review workflow.

Reopen completed meetings when additional input is needed. Unlike rigid systems that lock records permanently after completion, Navatom allows authorized users to reopen a meeting — adding discussion points, updating attendee records, or incorporating late evidence before re-completing and sending for review.

The reopen action is tracked as a discrete event in the meeting audit trail, preserving the original completion record while documenting why the meeting was reopened and what changes were made. This flexibility handles real-world situations where follow-up information arrives after the initial meeting closure.

Plan your entire annual safety meeting program in a dedicated yearly planning view. A visual scheduling grid lets you map meetings across vessels, months, and meeting types — 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 receives the required safety committee meetings within IMO and company-mandated timeframes, and adjust schedules as operational needs change. The yearly plan integrates with the meeting calendar, so planned meetings automatically appear in crew and management planning views.

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.

File operations are tracked as discrete events (AddedFile, EditedFile, RemovedFile), 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.

Every action within a safety meeting is recorded in a granular event log. Fourteen operation event types track real-time meeting activities — from creation and attendee changes through file attachments, status transitions, and review actions. Nineteen meta event types track definition lifecycle changes, checklist modifications, and ship assignments.

The combined 33 event types provide a second-by-second narrative of every safety meeting and every template change. Event tracking is not just a log — it is an accountability system with full user attribution, timestamps, and contextual data that satisfies the most demanding ISM audit.

Browse the complete version history of any meeting definition. The MetaHistoryDetail view lets you compare versions side by side, see what changed between revisions, and 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. Restore elements from earlier versions if needed, maintaining institutional knowledge across template revisions.