Certificates

The certificate register keeps a structured record of the statutory and class certificates each vessel in your fleet is required to hold — what a certificate is, whether it's current, and when it's due for renewal — instead of leaving that information scattered across folders and inboxes.

How the register works

Each vessel's register is made up of certificate slots — one per certificate type, such as a Safety Management Certificate or a class survey certificate. A slot tracks the certificate's status, dates, and number, and holds the uploaded certificate document itself once one has been attached.

Certificates live inside a vessel's certificate folder, alongside the rest of that ship's documents, so the register and your document library stay in sync rather than being two separate places to check.

Uploading a certificate

To add or renew a certificate, upload the certificate file against its slot in the register — either by creating a new slot for a certificate type that isn't tracked yet, or by uploading directly onto an existing slot to renew it. You can also add manual details — certificate number, issue date, expiry date, issuing authority — at the time of upload if you already have them to hand.

The uploaded file goes through the same document pipeline described in Documents: it's stored, processed, and made available for preview and for the AI assistant, in addition to updating the register slot.

Automatic expiry and certificate-number extraction

Once the uploaded certificate finishes processing, the platform reads the extracted metadata — expiry date, certificate number, issue date, issuing authority — and applies it to the register slot automatically. By default this only fills in fields that are still empty, so a value you typed in manually at upload time is never silently overwritten by what was extracted. If you're re-uploading a renewed certificate and want the extracted values to replace what's currently on the slot, you can choose to have the new upload overwrite those fields.

Expiry tracking and renewal awareness

Each slot's status reflects where it stands relative to its expiry date, so you can see at a glance which certificates are valid, approaching expiry, or overdue for renewal. As a certificate's expiry date approaches, the platform raises alerts to the users assigned to that vessel, so a renewal doesn't get missed. Renewing a certificate — uploading a new one against the same slot — clears those alerts once the new certificate is in place.

Keeping the register current

• Upload renewed certificates promptly so status and alerts reflect reality.
• Review a vessel's register periodically, not just when an alert fires — it's the fastest way to see your fleet's overall compliance position.
• Use the AI assistant to ask fleet-wide questions such as "which vessels have a certificate expiring in the next 30 days" instead of checking each ship's register individually.
• If a certificate type your fleet needs isn't yet represented in the register, create a new slot for it rather than filing it as a general document — that's what keeps it inside expiry tracking and renewal alerts.