Database

Database is the company office's library of reference data. Nothing in it belongs to a single yacht: it is defined once for the company and used by every yacht in the fleet.

Open it from the company sidebar under Database. Underneath it you will find:

• Crew Documents — the master list of documents a crew member can be required to hold.
• Crew Ranks — the ranks your company uses, with each rank's departments and the default documents (including for Captain) and permissions it starts with.
• Vessel Documents — the master list of documents and certificates a yacht can be required to hold.
• Controlled Documents and Form Templates — the procedures and manuals crew read on board and the forms they fill in, with versions, an approval step, and vessel assignments and policies.
• Risk Lists — the company's master lists of activities, hazards and control measures that crew can pick from when writing a risk assessment on board. See the Risk Manager section for how they work.
• Permit to Work Types — the company-defined work types and checklists used by permits to work on board. See the Risk Manager section for how they work.
• Vessel Profiles — reusable set-ups of ranks, safe manning requirements, vessel documents, controlled documents and forms (with their policies) that are copied onto a yacht once, when it is added.

Read this before you change anything

Every entry here is shared. A rank, a document name or a template is one record used across the whole fleet, so an edit made here is not limited to the yacht you have in mind.

Changes reach the yachts in one of two ways — live (every assigned yacht sees the change at once) or copied once (the yacht keeps what it received, and later edits here do not reach it):

List	How yachts get it
Crew Documents	Copied once. A yacht's requirement keeps the document name it was created with.
Crew Ranks	The rank itself and its default required documents are copied once, when the rank is added to a yacht (and Captain's default documents when a yacht is created); its departments are used once, to create the yacht's departments when the yacht is created from a profile. Its default permissions are read live every time somebody is invited.
Vessel Documents	Copied once. A yacht's requirement keeps the document name it was created with.
Form Templates	Live. Publishing a new version changes the form on every yacht it is assigned to, and assigning or editing policies on the Vessels tab updates that yacht immediately.
Controlled Documents	Live. Publishing a new version replaces the document on every yacht it is assigned to, and assigning or editing reading policies on the Vessels tab updates that yacht immediately.
Risk Lists	Live. Yachts pick from the current lists when writing or editing a risk assessment (see Risk Manager).
Permit to Work Types	Live for new permits; each permit to work snapshots the type's checklists when it is created (see Risk Manager).
Vessel Profiles	Copied once, when a yacht is created with the profile. Editing or deleting the profile never changes that yacht. A form template or controlled document still in draft is left out when the yacht is created, together with its policies. A controlled document's reading policies say which ranks must confirm they have read it.

Ranks have no "default" setting. A rank reaches a yacht only through a vessel profile chosen when the yacht is added, or by adding it afterwards in Vessel Settings → Crew → Ranks and Departments. A yacht added without a profile starts with no ranks.

Because vessel profiles point at entries in the other lists, some actions are refused while a profile still uses the entry: deleting a crew rank or a vessel document, and archiving a form template or controlled document. The message names the profiles concerned; take the entry out of them first.

Nauticare AI in the Database

On a form template or built-in controlled document draft being edited, and in the vessel profile wizard, the Nauticare AI chat opens in Edit mode and can write the content for you — see The AI Builder and Building a Vessel Profile with Nauticare AI. Its changes are not saved until you save, except that Create items in the profile wizard adds new entries to the Database without waiting for you to save the profile.

Who can see and change it

Database appears only for company (management) accounts. It is not part of a vessel's sidebar, so crew never see it.

• Management Admin can do everything, including the actions only an administrator has: removing an archived form template or controlled document, and deleting a category.
• Management User can create and edit everything else. The bin next to a category is still shown to them, but clicking it does not delete the category.
• Management Viewer has read-only access. On Form Templates, Controlled Documents and Vessel Profiles the editing buttons are hidden and each row offers View instead. On Crew Documents, Crew Ranks and Vessel Documents the buttons stay on screen, but any change is refused.

What your subscription unlocks

Not every entry under Database is present for every company:

• Vessel Documents appears if your subscription includes vessel documents, vessel certificates or the full ISM module.
• Controlled Documents, Form Templates, Risk Lists and Permit to Work Types appear only with the full ISM module.

Crew Documents, Crew Ranks and Vessel Profiles are always available to company accounts. Inside a vessel profile, the steps for safe manning, documents and forms follow your company's licences.

Where the starting content comes from

A new company does not start empty: it is given a starter set of crew ranks, crew and vessel document entries, form and controlled-document categories, and two example vessel profiles built from those ranks and vessel documents. All of it is ordinary data from then on — edit, extend or delete it like anything you added yourself.

Categories are yours

The categories used across the Database — crew document categories, vessel document categories, form template categories and controlled document categories — are defined by your own company. Two companies using Nauticare will see different lists, so this guide describes how the category structures work rather than naming the categories themselves.

Adding a yacht, including choosing a vessel profile for it, is covered under Fleet.