Certificate vault

The Certificate Vault keeps the ship’s statutory certificates, its conditions of class and the crew’s own documents in one place, each with a countdown to expiry. The vault has three tabs: "Ship certificates", "Conditions of Class" and "Crew documents".

Every entry shows a status: "Valid", "≤ 90 days", "≤ 60 days", "≤ 30 days", "EXPIRED" or "No expiry date", with the days left in brackets. At the top the vault sums it up — how many are expired, how many expire within 60 days, how many conditions of class are open — or shows "all certificates valid".

Everyone, on every plan. The entries live on the phone and in the ship file, so on a ship licence (or when the ship file is shared) every phone on the ship sees the same vault. The photo scanner uses the AI and is part of the paid plans and the trial; the printed export and e-mail reminders are on the paid plans.

1. Open "Certificates" from the Ship & crew menu. On the "Ship certificates" tab tap "Add certificate".
2. Pick the certificate from the list (IOPP, IAPP, SMC, ISSC, Load Line, SAFCON, Class, P&I, BWMS, IHM and more — 20 types), set the "Issue date" and "Expiry date", tick "Short-term / conditional certificate" if it is one, and tap "Add to vault".
3. Or tap "Scan certificate" and photograph the certificate: the AI reads the name, issuing authority, number and dates and fills the form for you. Check the dates before you tap "Add to vault" — the form says what was detected.
4. Change a date on any card under "Issued" and "Expires"; tick "short-term" if it applies; the bin icon deletes the certificate after you confirm.
5. On the "Conditions of Class" tab type the condition and its due date and tap the plus button. Flick the switch when it is cleared — it shows "cleared" instead of "due".
6. On the "Crew documents" tab enter a name and rank and tap "Add crew", then the expiry date of each document: Certificate of Competency, Flag endorsement, Medical certificate, Passport, Seaman’s book, GMDSS certificate and Tanker endorsement (oil).
7. Tap "Inspector-ready export" to print or save the whole vault with the ship’s name, IMO, flag and the date printed.

• Each certificate card carries a short note on its survey window — most annual and intermediate surveys fall within 3 months either side of the anniversary date. A missed window lapses the certificate, so put the windows in the diary.
• Switch on "E-mail reminders" in Settings and you are e-mailed 30, 7 and 1 days before a certificate or document expires, even if you have not opened the app. Only the title and the date are sent.
• The Handover page lists certificates expiring within 60 days and open conditions of class automatically, and the Catch up page lets you re-capture an expired certificate by photo.

• The certificates are usually the first thing an inspector asks for. They check the expiry dates, that the annual and intermediate endorsements were done inside their windows, and that nothing is sailing on an expired or lapsed certificate. Open conditions of class are read against their due dates — an overdue condition is a serious finding.
• Officers’ Certificates of Competency, flag endorsements and medicals are compared with the Minimum Safe Manning Document. An officer sailing with an expired flag endorsement is a detainable-level finding. Keep the printed export in the bridge file so the dates can be read at a glance.

• Scanning needs a connection and the AI, so it is for the paid plans and the trial; on the Free plan, or offline, add certificates by hand. The photo is reduced in size on the phone before it is read.
• The "Inspector-ready export" is a paid-plan document: on the Free plan the button is greyed with a lock and the browser’s own Print shows a notice instead.
• Status badges change at 90, 60 and 30 days. A certificate with no expiry date shows "No expiry date" and is not counted.
• The "Crew documents" tab is the ship’s view — names and dates only. Your own documents, with their numbers, live under My life aboard and are private to you. The office sees certificate expiry dates in the shore dashboard, never document numbers.