Features

Conduct formal safety committee meetings that satisfy ISM Code requirements for regular safety reviews aboard every vessel. 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 review. The system enforces that agendas are followed, attendees are recorded, and outcomes are documented before a meeting can be marked complete. No more handwritten minutes that get lost or informal meetings with no record.

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.

Import templates from your library to bootstrap new definitions. Clone and revise existing definitions without losing the original. 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.

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.

Every safety meeting follows a clear, controlled lifecycle: In Progress while the meeting is being conducted and minutes recorded, Completed when the vessel master finalizes the meeting, and Reviewed when the shore-side office has evaluated the outcomes and signed off.

Status transitions enforce data completeness — a meeting cannot be completed without documented attendees and checklist responses. The three-status model provides clear visibility into where each meeting stands, and the Reviewed stage ensures that office oversight is never skipped.

Record every participant in every safety meeting with rank-based identification across 29 onboard positions spanning Deck and Engine departments. The attendee roster captures who was present, their role aboard the vessel, and when they were added to the meeting record.

Add and remove attendees as needed during the meeting. The system tracks attendee changes as discrete events (AddedAttendee, RemovedAttendee, SetAttendees), creating an immutable record of participation. ISM auditors can verify that the required personnel attended each safety committee meeting.

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.

Shore-side reviewers evaluate meeting outcomes after vessel completion. The office review workflow ensures that safety discussions are not just conducted but assessed by management — identifying trends, escalating concerns, and verifying that action items are addressed.

Reviewers can add comments, request additional information, and formally sign off on meeting records. The review process creates a documented chain of accountability from vessel safety committee to shore management, satisfying ISM Code requirements for management involvement in safety processes.

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.

Assign meeting definitions to specific vessels in your fleet, targeting the 29 onboard ranks across Deck and Engine departments. Each ship receives the meeting templates relevant to its operations, crew complement, and regulatory requirements.

The assignment system controls which vessels can conduct which types of safety meetings, ensuring that specialized meeting types (e.g., engine room safety reviews) are only assigned to vessels where they are applicable. Changes to ship assignments are tracked as events in the definition history.

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.

Schedule safety meetings directly into the Navatom calendar system. Each meeting creates a calendar event with date, time, and assigned 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.

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.

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

Every comment action (AddedComment, EditComment, DeleteComment) 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.

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.

Monitor your safety meeting program with dedicated dashboard widgets. Track meeting completion rates, review status, overdue meetings, and participation trends across your entire fleet. At-a-glance KPIs give DPAs and safety managers immediate visibility into meeting compliance.

Drill down from fleet-wide metrics to individual vessel performance. Identify ships that consistently miss scheduled meetings, track attendance patterns, and measure the time from meeting completion to office review. Data-driven insights transform safety meetings from a checkbox exercise into a proactive safety tool.

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.