NavSight Pro

User Guide

Version 2026 · For Ship Managers, DPAs & Vetting Superintendents

🏠Platform Overview

NavSight Pro is an all-in-one maritime compliance platform built for ship managers, Designated Persons Ashore (DPAs), vetting superintendents, and fleet operators. It replaces disconnected spreadsheets and manual processes with a single, real-time dashboard covering every major compliance regulation.

What NavSight Pro covers

⚙️Account Setup

Creating your account

1. 1
   Register at navsightpro.comClick Get Started on the homepage. Enter your full name, company name, work email, and a password of at least 8 characters.
2. 2
   Verify your emailCheck your inbox for the verification email from NavSight Pro. Click the link to activate your account. The link expires in 24 hours.
3. 3
   Log in and add your first vesselAfter verification you are taken to the Fleet Overview dashboard. Click + Add Vessel to register your first vessel.
4. 4
   Invite your teamGo to Settings → Team to invite colleagues. Assign each person a role that matches their responsibilities.

Resetting your password

Click Forgot Password on the login screen and enter your registered email address. You will receive a reset link valid for 1 hour. Passwords must be at least 8 characters.

👥Roles & Permissions

NavSight Pro uses role-based access control. Each team member is assigned one of four roles. Permissions apply across all modules.

🚀First Steps

Recommended setup sequence

1. 1
   Add your vesselsGo to My Vessels → Add Vessel. Enter the vessel name, IMO number, MMSI, flag state, vessel type, and gross tonnage. You can bulk-import via CSV using the template provided.
2. 2
   Upload vessel certificatesNavigate to a vessel and open Certificates. Add each statutory certificate with its expiry date. NavSight Pro will immediately begin monitoring and alerting.
3. 3
   Configure alert settingsGo to Settings → Alert Settings to set your preferred alert thresholds (default: 90 / 60 / 30 days before expiry) and the email addresses that receive alerts.
4. 4
   Invite your teamGo to Settings → Team Management and invite team members by email. Set their role and the vessels they should have access to.
5. 5
   Activate your modulesFrom Settings → Modules, activate the compliance modules relevant to your fleet. Each module can be enabled per vessel.

🚢Fleet Management

Fleet Overview dashboard

The Fleet Overview is the first screen you see after logging in. It shows six KPI cards at the top:

• Total Vessels — the number of vessels registered in your company account.
• Valid Certificates — count of certificates currently within their validity period.
• Fleet Compliance — average PSC readiness score across all vessels (0–100%).
• Expiring Soon — vessels with at least one certificate expiring within 90 days. Hover to see the vessel names.
• Expired — vessels with at least one expired certificate. Hover for the list.
• Open Issues — total of overdue PMS jobs, open QHSE CARs, and open ISM non-conformities. Hover to see the breakdown by module.

Adding a vessel

1. 1
   Click + Add VesselFrom the Fleet Overview or My Vessels page, click the + Add Vessel button in the top-right corner.
2. 2
   Enter vessel detailsFill in the vessel name, IMO number, MMSI, flag state, vessel type (tanker, bulk, container, etc.), gross tonnage, and year built.
3. 3
   Save and add certificatesOnce saved, you are taken to the vessel detail page where you can immediately begin adding certificates.

PSC readiness score

Each vessel receives an automatic PSC Readiness Score (0–100%) based on the status of eight key statutory certificates: Safety Management, Document of Compliance, ISSC, IOPP, Load Line, Safe Manning, MLC, and SEEMP/CII. A score of 80%+ is considered inspection-ready.

📋Certificates

Certificate status colours

Adding a certificate

1. 1
   Open the vessel and click CertificatesNavigate to the vessel detail page and select the Certificates tab.
2. 2
   Click + Add CertificateSelect the certificate type from the dropdown, enter the issue date, expiry date, and optionally upload a scanned copy.
3. 3
   SaveThe certificate appears immediately in the list and is monitored for expiry. Alerts will fire at 90, 60, and 30 days before expiry.

⏱️Watchkeeper Pro

STCW rest hour rules

Watchkeeper Pro enforces the following STCW 2010 (Manila Amendments) limits automatically:

Recording rest hours

1. 1
   Select vessel and crew memberOpen the Watchkeeper module and select the vessel. Choose the crew member from the roster.
2. 2
   Enter daily rest/work periodsFor each day, record the start and end times of rest periods. Watchkeeper Pro calculates work hours automatically from the gaps.
3. 3
   Review violationsAny day where STCW limits are breached is automatically flagged in red. A violation summary shows the rule breached and the deficit in hours.
4. 4
   CountersignThe Master signs off the rest hour records for each crew member. The DPA countersigns at the end of the month. Both signatures are timestamped and stored.

Generating rest hour reports

Navigate to Reports → Watchkeeper and select the vessel and date range. The STCW-formatted PDF report is ready for PSC inspection or management review. Excel export is also available.

NavSight Vessel — Bridge PC App

NavSight Vessel is a lightweight standalone app installed on the bridge PC. Crew members use it to record their daily rest hours directly on board. Data syncs automatically to NavSight Pro whenever an internet connection is available — no manual data entry in the office required.

System requirements

Installation

1. 1
   Download the appClick the download link above and save NavSight-Vessel-App.zip to the bridge PC.
2. 2
   Extract and runExtract the zip, then double-click navsight-vessel.exe. The app starts automatically and opens in your browser at http://localhost:4000.
3. 3
   Enter the vessel tokenOn first launch a setup screen appears asking for a vessel token. The fleet manager generates this token from Watchkeeper → Vessel Tokens → + Generate Token in NavSight Pro. The token starts with nsvt_.
4. 4
   ConnectPaste the token and click Connect to NavSight. The vessel name and crew list download automatically. The token is stored permanently — only needed once.

Entering daily rest hours (crew workflow)

1. 1
   Open Crew ListingClick Crew Listing in the top navigation. All active crew members for the vessel are shown.
2. 2
   Select crew member and click Input HoursChoose the crew member and click Input Hours. A calendar shows the month with colour-coded day status.
3. 3
   Fill the 24-hour gridClick or drag across the grid to mark work hours. Green = work, white = rest, orange = safety drill/emergency. The app calculates total rest automatically.
4. 4
   Set vessel status and jurisdictionSelect At Sea, In Port, or Anchorage. Select jurisdiction (International, USA Waters, etc.) if required.
5. 5
   SaveClick Save Hours. The app instantly checks STCW limits — the calendar day turns red if a violation is detected and an NC Activity reason must be selected.

Submitting monthly timesheets

1. 1
   SubmitAt month end, click Submit Timesheet on the Input Hours page. Submitted timesheets are locked from further editing.
2. 2
   CountersignThe seafarer and Master sign using the signature buttons. Both signatures are timestamped.
3. 3
   PrintPrint the official Record of Hours of Rest from the Reports section for the physical file required by STCW.
4. 4
   Sync to NavSight ProSubmitted timesheets sync automatically. The office team can review, approve, and generate fleet-wide reports in NavSight Pro.

Troubleshooting

🔧Planned Maintenance System (PMS)

Key concepts

• Maintenance Job — a scheduled task with a due date or running-hour trigger (e.g. engine service every 500 hours).
• Job Card — the record created when a job is completed, including who did it, when, and what was found.
• Defect Report — an unplanned defect found during operation or inspection, with corrective action tracking.
• Running Hours — hour meter readings for engines and machinery that trigger hour-based maintenance tasks.

Creating a maintenance schedule

1. 1
   Go to PMS for the vesselSelect the vessel and open the PMS module. Click + Add Job.
2. 2
   Set job detailsEnter the job name, system/equipment, category, responsible officer, interval (days or running hours), and next due date.
3. 3
   Complete the jobWhen the job is done, click Complete. Enter the completion date, running hours at completion, findings, and any parts used. This creates a permanent job card.

🌊MARPOL & CII

Oil Record Book (ORB)

The ORB Part I covers machinery space operations (bilge water, sludge, bunker operations). ORB Part II covers cargo/ballast operations for tankers. Both are logged with operation codes, quantities, positions, and officer signatures — exactly as required by MARPOL Annex I.

CII Rating

NavSight Pro automatically calculates the vessel's Carbon Intensity Indicator (CII) rating (A–E) based on fuel consumption data entered in the MARPOL module. The calculation follows MEPC.338(76) methodology.

• Enter fuel consumption data monthly under MARPOL → Fuel Logs.
• The CII dashboard shows the current annual rating and the required rating for the vessel's type and size.
• The SEEMP Part III document is automatically populated with the CII data for flag state submission.

🚒SOLAS

Drill records

SOLAS requires regular drills to be logged. NavSight Pro tracks:

• Abandon Ship / Muster Drills — monthly as required by SOLAS Regulation III/19.
• Fire Drills — monthly, alternating with abandon ship drills.
• Man Overboard (MOB) Drills — every three months.
• Enclosed Space Entry Drills — every two months.
• GMDSS Equipment Tests — daily, weekly, and annual tests as required.

LSA and fire equipment

Register all LSA and fire-fighting equipment under SOLAS → Equipment. Each item has a service interval, last service date, and next due date. Overdue service items are flagged and appear in alert emails.

🛡️QHSE

Deficiency lifecycle

1. 1
   Raise deficiencyAny officer or manager can raise a deficiency. Enter the description, category (PSC, internal audit, near miss, etc.), vessel, location, and severity.
2. 2
   Assign and set due dateA responsible officer is assigned. A target close-out date is set. The deficiency status becomes Open.
3. 3
   Record corrective actionWhen action is taken, the assigned officer records what was done. Status moves to Action Taken — Pending Review.
4. 4
   DPA/Manager review and closeA manager or DPA reviews the corrective action, verifies it is satisfactory, and closes the deficiency. A root cause analysis can be added.

Permit to Work (PTW)

Raise PTW forms for hot work, enclosed space entry, working at height, electrical isolation, and other high-risk operations. Each PTW includes hazard identification, control measures, authorising officer signature, and validity period. Closed PTWs are archived with a full audit trail.

AI Document Extraction

Upload a PSC deficiency report or external audit finding as a PDF or image. NavSight Pro uses AI to automatically read the document and extract deficiency items, creating draft QHSE records for your review. This eliminates manual re-entry of external inspection findings.

📁ISM / SMS

Non-conformity lifecycle

Non-conformities follow a structured lifecycle: Raised → Assigned → Corrective Action → Root Cause → Preventive Action → Closed. All stages are timestamped and attributed to the responsible user. NCs that are overdue automatically appear in the Fleet Overview Open Issues KPI and in alert emails.

Internal audits

Schedule internal ISM audits under ISM → Audits. Set the audit date, lead auditor, scope, and vessels to be audited. After the audit, record findings, observations, and corrective actions. The system tracks due dates for close-out and generates the audit report PDF.

🔒ISPS Security

Security levels

Update the current ISPS security level (1, 2, or 3) for each vessel under ISPS → Security Level. Changes are logged with the date, time, reason, and the officer who authorised the change.

Security drills

Log mandatory ISPS security drills — these must be conducted at least every three months. Record the drill type (ship/port interface, threat response, etc.), participants, and outcome. Overdue drills are flagged in the module dashboard.

🚨Incident Reporting

Incident categories (IMO)

TRCF and LTIF

NavSight Pro automatically calculates the Total Recordable Case Frequency (TRCF) and Lost Time Injury Frequency (LTIF) for your fleet based on reported incidents and the exposure hours entered monthly. These KPIs appear in the Incident module dashboard and are included in the fleet incident summary report.

🔍Vetting (SIRE 2.0 / CDI)

SIRE 2.0 pre-inspection workflow

1. 1
   Create inspection recordUnder Vetting → New Inspection, enter the inspection date, inspector company (Shell, BP, ExxonMobil, etc.), and vessel.
2. 2
   Complete the PIQThe Pre-Inspection Questionnaire (PIQ) covers vessel particulars, equipment, certificates, and recent history. NavSight Pro prefills data from other modules where available.
3. 3
   Upload vessel photographsAttach the required SIRE 2.0 photograph set (mooring, accommodation, deck, engine room, bridge, etc.). The Vessel Submission Portal can be used to collect photos directly from the vessel without the crew needing a platform account.
4. 4
   Record observationsAfter the inspection, record each observation with its SIRE chapter reference, description, severity, and close-out action. Track the close-out deadline.
5. 5
   Track oil major approvalUpdate the oil major approval status for each major (Shell, BP, ExxonMobil, Total, Chevron, etc.). The fleet readiness score is updated automatically.

📊Reports & Exports

Available reports

Generating a report

1. 1
   Go to ReportsClick Reports in the left sidebar of the application.
2. 2
   Select the report type and parametersChoose the vessel(s), date range, and any filters relevant to the report.
3. 3
   Click Generate / DownloadThe report downloads immediately as a PDF or Excel file. PDF reports include the NavSight Pro header, vessel details, company name, and generation timestamp.

🔔Alerts

Configuring alerts

Go to Settings → Alert Settings to configure:

• Certificate expiry thresholds — default 90, 60, and 30 days. You can add or remove thresholds.
• Alert recipients — add any number of email addresses to receive alerts. Alerts go to all recipients regardless of whether they have a NavSight Pro account.
• Module-specific alerts — enable or disable alert types per module (overdue PMS jobs, open NCRs, overdue drill records, etc.).

👤Team Management

Inviting a team member

1. 1
   Go to Settings → TeamOpen the Settings menu from the left sidebar and select Team Management.
2. 2
   Click Invite MemberEnter the person's work email address and select their role (Manager, Officer, or Crew).
3. 3
   They accept the inviteThe invitee receives an email with a secure link to set their password and join your company account. The link expires in 48 hours.

Changing roles and removing access

Admins can change a team member's role at any time from the Team page. To remove access, click Deactivate next to the user. Deactivated users cannot log in but their historical records remain intact for audit purposes.

🔗Vessel Submission Portal

The Vessel Submission Portal allows vessel crew to upload data directly to NavSight Pro without requiring a platform account. This is primarily used for SIRE 2.0 photograph submissions and PIQ answers ahead of an inspection.

How to use the portal

1. 1
   Generate a submission linkIn the Vetting module, open an inspection record and click Send Vessel Link. Enter the Master's or officer's email address and set an expiry date for the link.
2. 2
   Vessel receives the secure linkThe vessel receives an email with a one-time-use secure URL. No account or password is required to open the portal.
3. 3
   Crew uploads photographs and answers PIQThe vessel officer uploads the required SIRE photographs (labelled by category) and completes the PIQ sections. Uploads go directly into the inspection record in NavSight Pro.
4. 4
   Shore team reviews and approvesOnce submitted, you receive a notification. Review the uploaded photographs and PIQ answers directly in the Vetting module. Request re-submission of any unsatisfactory photographs before the inspection date.

❓Frequently Asked Questions

Can I import data from my existing spreadsheets?

Yes. Vessels can be imported via CSV using the template available in My Vessels → Import. Certificate data can also be bulk-imported via Excel. For MARPOL ORB entries and rest hour data, manual entry is required as these records must be verified by an officer.

What happens after the 90-day free trial?

At the end of your trial, all your data remains intact. You will be prompted to activate a subscription to continue. Pricing is per module, per vessel. You can contact hello@navsightpro.com for a tailored quote.

Is data stored securely?

Yes. All data is stored on enterprise cloud infrastructure with SSL/TLS encryption in transit. Your company's data is fully isolated from other companies. NavSight Pro does not sell or share data with third parties. Documents are stored in Cloudflare R2 with access-controlled URLs.

Can I access NavSight Pro on a vessel with limited internet?

NavSight Pro is a cloud-based platform and requires an internet connection. For vessels with VSAT or low-bandwidth connections, the platform is optimised for minimal data transfer. Rest hour data and ORB entries can be entered in batch when connectivity is available.

How do I generate a report for a PSC inspection?

Go to Reports → PSC Readiness Report, select the vessel, and click Generate PDF. The report shows certificate status, outstanding deficiencies, drill compliance, and STCW rest hour summary on a single page suitable for presenting to a PSC officer.

Who do I contact for support?

Email hello@navsightpro.com. We respond within one business day. For urgent issues during business hours, include [URGENT] in the subject line.

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