On a certificates page, press Add New in the action row. The button only appears if your permissions let you add certificates, and it is not offered in the archived view. Every certificate starts with an uploaded file — additional files (such as endorsement pages or survey reports) can be attached afterwards on the certificate page.
Step 1 — upload the file
The first step of the modal is a drop zone. You can drag files onto it or use one of the two buttons:
- Upload and extract using AI — the file is analysed (Analysing...) and the form on the next step comes pre-filled with what could be read from it. Dragging and dropping does the same.
- Upload without extraction — the file is attached and you type the details yourself.
On a phone or tablet the drag-and-drop wording is not shown — pick the file with either button instead.
Selecting several files at once creates a batch of separate certificates (to attach several files to a single certificate, open the certificate after saving and use Add files). The modal shows the batch as a list with each file's state (Extracting..., Ready, Extraction failed, Added, Skipped) while extraction runs in the background; a file still waiting for review can be dropped from the batch with Remove from this upload. Review and Save starts working through them one at a time, showing Document 1/3 and so on. Back to list returns to the overview, Skip moves on without saving the current file, and the save button reads Save and Next until the last one, where it becomes Save and Finish. A skipped file can be reopened from the list; an added one cannot. Once every file has been saved or skipped, Done closes the modal. With a single file there is no list: Back returns to the upload step and saving closes the modal.
Step 2 — check the details
The form holds the fields below, with a preview of the file underneath where the format allows:
- Category (required) — where the certificate is filed. Only certificate categories are offered; ones you are not allowed to edit are shown but cannot be chosen. On a category page that category is preselected.
- Name (required) — when the chosen category has required certificates, the field suggests their names (missing ones first) so you can pick one or type a name of your own.
- Description, Document Number, Issuer.
- Expiration Date and Issue Date.
- Last endorsement and Next survey due — for certificates subject to periodic surveys. Next survey due is the latest date the survey must be completed by; it must be after Last endorsement and cannot be after Expiration Date.
- Remind Days Before — how many days before the due date the certificate starts counting as expiring or survey due. It defaults to 90; the field suggests common values from 7 to 180 days, and any whole number from 1 to 365 is accepted. Leaving it empty means the certificate is never listed under Expiring (see Expiry Tracking and Reminders).
- Tags — free-text labels. Tags already used in the chosen category are suggested, and tags are what the Filter dropdown filters on.
After extraction a banner says whether all fields, some fields, or none could be read. Fields the AI filled in are highlighted, and fields it could not read are flagged so you know what still needs your attention. When the certificate matches an entry in your company's document catalog, the AI uses the catalog's standard name, and if the certificate carries signed or stamped survey endorsements it reads Last endorsement and suggests Next survey due from the certificate's survey cycle. If nothing could be read you can still fill the form in by hand; if your company has used up its monthly AI allowance, the banner says so instead. Re-run extraction analyses the same file again (also handy after uploading without extraction, or on a file marked Extraction failed), and Clear empties the form (Remind Days Before keeps its value).
The AI may also suggest a category. If no category is selected yet, the suggestion is selected for you; if a different category is selected, a note under the field points out the mismatch so you can double-check.
When you upload with extraction and the same file has already been uploaded to this vessel, a warning appears with Open Document links to the existing entries so you can check before creating a duplicate.
Press Save and Finish (or Save and Next in a batch) to file the certificate. It appears immediately in the register, in the counts and — if it has an expiration or next survey date — on the calendar.
Adding against a required certificate
A certificate satisfies a requirement whenever it is filed in the requirement's category with the same name (ignoring capitals). Starting from a row on the Missing tab pre-fills and locks both Name and Category and takes one file, so the upload matches that requirement straight away. You can also satisfy a requirement through the normal Add New button by picking the required name in that category.