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Form Templates

Creating, organising and retiring the form templates the whole fleet fills in, and assigning vessels and policies from the template page.

  • Management

Database → Form Templates (reached under Database → Controlled Documents and switching to Form Templates) is where the office builds the forms crew fill in on board: checklists, drills, appraisals, permits and so on. A template belongs to the company, and one template can be in use on many yachts at once.

This entry appears only with the full ISM module. The template page is a desktop screen — on a tablet or phone it says the functionality is available on desktop only.

Finding your way around

The page has two panels. On the left is the category panel; pick a category to see its templates on the right (until you do, the page asks you to select one). Above the list are a Templates count, an Add Template button, an archive toggle and filters.

  • Search (Name) narrows by template name.
  • The filter menu narrows by status (Published, Published + pending draft, In review, Draft (not published)) and by vessel — the vessel list starts with a Not assigned to any vessel option.
  • The archive button switches between active and archived templates; its tooltip reads Show archived or Show active. Add Template is not offered in the archived view.

The columns

Each row shows the number, the Name, Updated At, the published Version, and a Status chip:

  • Draft — nothing published yet, so crew cannot fill it in.
  • In review — a version is waiting for approval.
  • Published — live and up to date.
  • Pending draft — live, with a newer draft in progress on top of it.

Hovering the chip explains the status and, where one exists, names the version being worked on.

Creating a template

With a category selected, click Add Template. New Form Template asks for a Name (up to 120 characters). Create also starts an empty draft version 1.0.0 and opens the template page, so you can begin building straight away.

The template page

Clicking a row — or its Edit action, or View for a read-only account or an archived template — opens the template. It has four tabs:

  • Versions — the version history, and the place where a version is built, reviewed and published. See Versions, Review and Publishing.
  • Details — the template's Name, with Save changes. Renaming creates no version and needs no approval.
  • Vessels — assign the template to yachts across your fleet and manage each yacht's required-action policies from one place (see below).
  • Audit — a timeline of what happened to the template and who did it.

While you edit a draft version, Nauticare AI opens in Edit mode and can build the fields for you — see The AI Builder.

Back to Templates List returns to the list; you are prompted first if you have unsaved changes.

Duplicate, move, archive, restore, remove

  • Duplicate opens Duplicate Form Template, asking for a New template name and a Category. It copies the published version's fields, or the open draft's if nothing is published yet; the copy starts as a fresh draft 1.0.0 with no vessel assignments and no history. It is unavailable until the template has at least one version.
  • Move puts the template in another category. It is disabled while the template is assigned to any vessel — unassign it everywhere first.
  • Archive withdraws the template. Archived templates disappear from every yacht, their name can no longer be changed and no version can be published for them; the list offers View in place of Edit. Archiving is refused while a vessel profile still includes the template; the message names the profiles.
  • Restore brings an archived template back into the active list.
  • Remove deletes the template and all of its versions permanently. It appears only on archived rows and only for a Management Admin, and it is refused if the template still has submissions, is still assigned to a vessel, or is still included in a vessel profile.

Assigning vessels and policies (Vessels tab)

Two things have to be true before crew can fill a form in:

  1. The template has a published version and is not archived. Yachts only ever see published, unarchived templates.
  2. The template is assigned to that yacht — on the template's Vessels tab, per yacht in Vessel Settings → Form Templates, or automatically when the yacht is created from a vessel profile that includes the template.

On the Vessels tab:

  • Until a version has been published, the tab notes Publish a version before assigning this item to vessels.
  • Once published, the table lists every active yacht with its Vessel name, Policies count (No policies, the policy count, or No ISM licence), an Assigned? switch, and a Manage policies action (View policies for read-only accounts) on assigned yachts. Yachts without an ISM licence cannot be assigned, and an archived template can be unassigned from yachts but not assigned to more.
  • Clicking Manage policies opens that yacht's required-action policies for this template, where you can add, edit or delete policies just as in Vessel Settings → Form Templates.
  • When the template is assigned to more than one yacht, Copy policies to other vessels opens Copy policies from <vessel>. Pick the target yachts in Copy to vessels (or click Select all assigned vessels) and click Preview to see which policies will be removed, added or skipped (for example when a target yacht lacks a policy's ranks or departments), then click Apply to replace each target yacht's policies for this template.

Assignment is per yacht, but the template itself is shared, so publishing a new version changes the form on every yacht it is assigned to at once.

Who can change it

Creating, editing, duplicating, moving, archiving and restoring templates, as well as assigning vessels and managing or copying policies, requires a Management Admin or Management User account; removing an archived template requires a Management Admin. A Management Viewer can open and read every template, version and vessel policy list but sees no editing actions.