Periodic Vessel Reports

Overview

Periodic vessel reports cover the recurring, structured reports a vessel is expected to submit on a schedule — things like certificate and survey records, ballast tank maintenance, requisition status, energy efficiency management reporting, and machinery condition reports. Each report type has its own standardized layout, defined by your organization's administrators, including which fields and tables it contains and how often it's due.

Scheduling and reminders

Every report type has a configured frequency — monthly is the most common — tracked per vessel and per reporting period. SeaSquad continuously checks the state of each expected report and moves it through a simple lifecycle: due, then due soon as the deadline approaches, then overdue if the period closes with nothing submitted. Whoever is assigned to submit a given report gets reminders as it approaches and stays due, and an outstanding report shows up as an open item on their list until it's submitted.

Submitting a report

There are two ways a report gets to shore:

• Upload a filled-in template. The vessel downloads a standardized template pre-filled with that vessel's own reference data, completes it, and uploads it. On upload, SeaSquad checks that the file matches the expected template, version, vessel, and reporting period before accepting it — this prevents the wrong file being submitted against the wrong period.
• Fill in the form directly. Values are entered straight into a web form instead of a spreadsheet. The submission is still rendered into the same standardized template for the record, so downloads and printouts look identical regardless of which path was used.

Both paths converge on the same processing: the submission is parsed, checked against the report type's validation rules, and saved. If it's clean, it can be automatically approved; if it raises validation findings, it's flagged for review.

Shore-side review

Depending on how your organization has configured the workflow, flagged reports can require sign-off from a shore reviewer before they're considered final. A reviewer sees the submission, its validation findings, and can approve it or reject it with a reason. A rejected report goes back to the vessel for correction and resubmission. Reviewers are alerted when something needs their attention, and submitters are alerted if their report is rejected.

Where review isn't required, reports are accepted automatically and any validation findings are shown as informational notes rather than a block.

Asking the AI assistant about reports

You can ask the AI assistant questions about report content directly in chat. The assistant can:

• List submissions filtered by vessel, report type, reporting period, or status — including a shortcut to see only flagged reports.
• Pull up the full contents of a specific submission to answer detailed questions or compare one period against another.

For more precise answers, you can also explicitly tag one or more report submissions into your conversation. When a report is tagged, the assistant answers strictly from that submission's actual recorded values rather than summarizing generally — useful when you need exact figures quoted back accurately.

Every submission also gets a short AI-written summary automatically, so you can scan recent reports at a glance before opening one in full.