An SMS form is a record the crew fill in against the safety management system: a checklist, a drill record, an inspection and so on. The blank form is a template prepared in the company office and assigned to your vessel; each time somebody fills one in, that is a submission.
Where to find them
- SMS → Overview shows every SMS submission on the vessel in its lower Forms section, across all SMS form categories, with a Category column.
- SMS → a form category shows just that category. At the top it has a card per assigned template showing how many submissions of that template are still open.
Both pages have a search box (it matches the submission name) and the same set of tabs: All, Open, Closed, Missing and Awaiting Signature. The table button Show or hide columns lets you hide columns you do not need; Name and Status always stay, and your choice is remembered in that browser.
Creating a submission
On a category page, click Add Form Submission. The New form window lists the templates assigned to your vessel in that category; search for the one you need and choose it. If nothing is assigned, the window says so and points at vessel settings.
The New Form Submission page asks for a Form Submission Name (a name or a number for this particular record) and then the template's own fields. For a drill form, it also asks for a required Date performed (up to today). Fields that the template fills from the vessel's particulars — such as its name, flag, IMO or MMSI — come in already filled. Create files it; Cancel abandons it. A new submission is always Open.
SMS → Overview has no add button — start a new submission from the category page or from the Missing tab.
Editing and closing
Click a row to open a submission. Save stores your changes and returns to the category list; Cancel goes back without saving, prompting you first if you have unsaved changes. Download PDF produces a PDF of the submission. Below the form, a History log records every change made to it. On a drill submission, a Logged late chip appears if the record was created more than seven days after its Date performed.
Close marks the submission as finished, and its status chip turns from Open to Closed. Close does not save edits you are still making on the page, so Save first. There is no reopen — a closed submission stays closed. It can still be corrected afterwards, but only by someone allowed to edit closed forms.
The same actions are available directly from the row in the list: View or Edit, Close, Download PDF on closed submissions, and Delete.
Drills and the Drill Matrix
On the Drills form category page, a Table / Matrix toggle in the action bar switches between the standard submission list and the Drill Matrix.
The Drill Matrix lays out every drill template assigned to the vessel across the twelve months of the selected year (Jan to Dec), with a Next due column on the right and Previous year / Next year arrows in the toolbar. Underneath each drill name it shows the responsible ranks from its schedule policy (or All ranks). If a drill has no schedule yet, it says No drill schedule — if you have permission to edit vessel settings, clicking No drill schedule opens the Add Policy window right there to set its interval in calendar months.
Each month cell is colour-coded by schedule status:
- Performed (green) — shows the day of the month the drill was performed. A dot beside the day (labelled Not closed in the legend) means the submission is still Open. Click the day to open that submission.
- Due (yellow) — due in the current month.
- Overdue (red) — a required month has passed without a drill being performed.
- Planned — a future month when the drill will fall due if earlier drills are completed on time.
To log a drill directly from the matrix, click the + button in any empty cell up to the current month (or Record on a mobile card); that opens New Form Submission with Date performed pre-filled for that month.
Click Export PDF in the matrix toolbar to download a landscape Drill matrix PDF for the
selected year. It includes a cover page with the vessel's name and logo and a colour-coded table
showing each drill, its responsible ranks, the day performed (noting (open) if not yet closed)
or status (Due, Overdue, Planned) for every month, and the Next due month.
Who can do what
For crew members, every action is granted per form category, so your rights can differ between one SMS category and another:
- Viewing a category's submissions at all (including the Drill Matrix and its PDF) — categories you cannot view do not appear under SMS.
- Creating and editing open submissions.
- Editing a submission after it has been closed.
- Closing submissions.
- Deleting submissions.
Captains and company users can do all of these in every category. Viewers and read-only company accounts can only look.
If you may view but not edit, rows offer View instead of Edit and the form fields are read-only.