Vettings

Manage the external inspectors who conduct vetting assessments against your vessels. Add third-party inspectors with full contact details — name, organization, and role — and assign them to specific vetting records. The system maintains a contact registry that grows with every inspection.

When a new inspector arrives, create their record on the spot or select from previously registered contacts. Every vetting lists its inspectors, building an institutional memory of your inspection relationships.

Assign company office staff and vessel crew as representatives for each vetting inspection. Company representatives typically include the designated superintendent or operations coordinator, while ship representatives include the master, chief officer, and relevant department heads.

Clear representative assignment ensures accountability — everyone involved in the inspection is recorded and can be contacted for follow-up. The system draws from your crew database, so representative selection is fast and accurate.

Document every observation with the structure and detail that follow-up demands. Each finding records a title, detailed description, the inspector who identified it, priority and severity ratings, and links to applicable regulatory standards. Attach photographs, supporting documents, and evidence files directly to the finding record.

Findings are not disposable notes — they are formal records that drive your corrective action process. The structured format ensures consistent documentation quality across different inspectors, vessels, and inspection types, making trend analysis and fleet-wide comparison meaningful.

Link vetting findings to the rules they break, from structured rule books such as the ISM Code. Regulatory linking transforms findings from isolated observations into compliance-relevant records.

When you link a finding to a rule, you create a traceable connection between the inspection observation and the regulatory obligation, and it carries into the deficiency or non-conformity the finding becomes. A rule-book chart shows which rule books your vessels' findings fall under.

Rate every finding by priority and severity to ensure the most critical issues receive immediate attention. Priority determines the urgency of response — how quickly must this be addressed? Severity classifies the potential impact — how serious is the underlying condition?

Classification guides follow-up: high-priority, high-severity findings are the first to be converted into tracked records, while lower-rated observations may be monitored for trends over time. Consistent classification across your fleet enables meaningful comparison and benchmarking.

Every vetting inspection follows a controlled lifecycle from creation through completion. The Ongoing, Completed, and Invalid status model provides clear visibility into where each inspection stands. Completed vettings lock their finding records, preserving them as-is for regulatory review.

Invalid status handles cancelled or superseded inspections without deleting the record. Completed and invalid vettings move to the archive, and their findings to the findings archive. The lifecycle ensures no inspection slips through without proper follow-up.

Monitor your vetting performance with two dashboard widgets: the vettings under way, and the open issues raised from vetting findings.

A rule-book flow chart shows your findings by rule book, per vessel and environment, over the period you choose. Identify systemic issues before they become detention risks, and allocate resources where they will have the greatest impact on your vetting readiness.

Attach photographs, inspection reports, regulatory correspondence, and supporting documents directly to vetting records and individual findings. Every file is stored with the record it belongs to, creating a self-contained inspection package.

Upload evidence photographs from the deck, engine room, or cargo area. Attach terminal inspection reports, charterer correspondence, and deficiency response documentation.

Add or remove attachments at any time, and every change is recorded in the vetting's history.

Discuss vetting findings and corrective actions in threaded comment conversations attached directly to the inspection record. Ship crew, shore superintendents, and fleet managers can exchange observations, clarify findings, and coordinate responses without leaving the system.

Comments create a chronological discussion record that travels with the vetting — no more searching through email chains for context. Edit or remove comments as needed, with every change tracked in the audit trail.

Every action within a vetting is recorded in its event history, from creation and finding documentation through status changes, inspector assignments, and file uploads. Each event carries the full identity of who made the change and when.

The audit trail is not just a log — it is your evidence of due diligence. When a charterer, terminal, or port state inspector asks for the history of a specific vetting, the event stream reconstructs exactly what happened, who was involved, and what actions were taken.