Database → Vessel Profiles holds reusable vessel set-ups. A profile is a selection from the rest of the Database — which crew ranks, safe manning requirements, vessel documents, controlled documents and form templates (with their policies) a yacht should start with. Pick one when adding a yacht and the yacht starts configured that way, instead of being set up by hand.
A new company starts with two example profiles built from its starter ranks and vessel documents. Edit or delete them as you like. Nauticare AI can also fill a profile in for you — see Building a Vessel Profile with Nauticare AI.
Copied once, never synced
A profile is applied only at the moment a yacht is created. The yacht gets its own copy of everything, and from then on:
- Editing a profile changes only the yachts created from it afterwards.
- Deleting a profile never changes the yachts already created from it.
- Changing a yacht's own settings never changes the profile.
To adjust a yacht after it exists, use its Vessel Settings.
The list
The table shows each profile's Name, Description, and Used in — how many existing yachts were created from it. Above it are a Profiles count, an Add New button and a search box that matches the name and description. Click a row, or Edit, to open the profile. Delete removes it after a confirmation; it is never blocked, and yachts already created from it keep their configuration.
Creating a profile
Add New opens Create new profile with two ways to start:
- Start blank — build the profile step by step.
- Copy from an existing vessel — pick one of your active yachts; its current ranks, required vessel documents, and controlled documents and form templates with their policies are pre-selected. Anything on that yacht that is not in your company lists cannot be copied: it is listed at the top of the step with an Add to catalog button, which opens the add form pre-filled with its name and ticks the new rank or vessel document once you save it. Crew documents per rank come from each rank's company defaults, not from the source yacht. Policies that cannot be carried over — for example ones aimed at departments or at ranks not in the profile — are listed on the Documents and Forms steps.
The steps
The wizard walks through these steps. While creating, you can go back to any step you have reached; on an existing profile every step is open at once. Steps your subscription does not cover are left out.
- Details — Name (required, unique within your company) and an optional Description.
- Crew Ranks — tick ranks from Database → Crew Ranks; each shows its departments, if it has any. The eye button opens a rank's defaults in read-only view. A profile with no ranks gives its yachts an empty rank list.
- Safe Manning (Safe Manning module) — set the default minimum crew capacities a yacht's Minimum Safe Manning Document requires. Each row defines a Role / capacity (such as Master or Chief Officer), the Minimum count required on board, the Eligible ranks (chosen from Captain and the ranks ticked in this profile), and optional Required certificates (where each requirement row can list one certificate from Database → Crew Documents or several acceptable alternatives). You can also click Import from certificate and upload a Safe Manning Certificate (PDF or image) for Nauticare AI to read and extract the capacity rows automatically; any certificate name on the document that does not match an entry in Database → Crew Documents is flagged so you can match or adjust it. Unticking a rank on the Crew Ranks step removes it from any safe manning row that referenced it, and every row must have a role name and at least one eligible rank before the profile can be saved.
- Documents (vessel documents, vessel certificates or full ISM) — tick entries from Database → Vessel Documents, grouped by category. Chips beside an entry show where it will land on the new yacht, such as Certificates or Documents; an entry whose category exists in more than one of those sections becomes a requirement in each. With the full ISM module, a Controlled Documents section below lists the controlled documents to assign, together with their reading policies (configured the same way as form policies).
- Forms (full ISM only) — tick form templates, grouped by type and category. For a ticked template, the policy label beside it (for example No policies) opens Policies, where Add Policy and the edit and remove buttons manage the policies created with it on each new yacht. Unticking a template or controlled document that has policies asks you to confirm, since its policies go too.
- Review — totals and a summary of every section, each with an Edit button back to its step, plus the departments the selected ranks will form on a new yacht. Save Profile stores the profile.
Archived templates and documents are not offered. Unpublished ones are, marked Draft, and the Review step warns when the profile includes any: a yacht added before a draft is published does not get it. Choosing such a profile when adding a yacht shows a similar warning.
Policies need ranks
A form policy or controlled document reading policy has a Policy Name (unique on that template or document), Who must complete this (each crew member or at least one — always each crew member on a Crew form or a controlled document reading policy), Apply to all ranks or Applicable Ranks, a Frequency (Once, Recurring every so many days, weeks, months or years, or Yearly in specific month where supported) and an Enabled switch.
A policy can target Captain and the ranks ticked in this profile, nothing else. Untick a rank and it is dropped from every policy; a policy left with no ranks is flagged No ranks, and the profile cannot be saved until it is fixed.
Applying a profile
When adding a yacht under Fleet, the add window offers Apply a vessel profile if your company has any profiles. On the new yacht:
- the profile's ranks are added, each bringing its default required crew documents where the yacht has a matching crew document category (and Captain's default required documents are applied too);
- the yacht's departments are created from the ranks' departments (ranks with none are left out of any department);
- the profile's Safe Manning rows are copied into Vessel Settings → Crew → Safe Manning, where they can be adjusted for that yacht;
- the profile's vessel documents become requirements, creating any missing document category;
- controlled documents and form templates that are published and unarchived at that moment are assigned, and their reading and completion policies are created; drafts are skipped.
Knock-on effects on the rest of the Database
While a profile includes an entry, that entry cannot be deleted — or, for templates and controlled documents, archived. This covers crew ranks, vessel documents, form templates and controlled documents. The refusal names the profiles; untick the entry there first. Renaming a vessel document, a template or a controlled document is always fine, because profiles follow the entry, not its name.
Who can change it
Management Admin and Management User accounts can create, edit and delete profiles.
A Management Viewer sees no Add New button, and each row offers View instead of Edit and Delete. Opening a profile, a viewer can step through it with Continue, Back and the step list, and open a rank's details, but every tick box and field is disabled, policies cannot be opened, the Review step has no Save Profile button, and Nauticare AI's Edit mode is not offered.