ISM
Vessel CertificatesAdd a Vessel Certificateimport { Callout, Steps } from ‘nextra/components’
Add a Vessel Certificate
Goal: Register a vessel certificate in IN-YACHT — either by selecting it from the pre-configured template library or by entering all details manually — so it appears in the certificates list and its validity is monitored automatically.
Understanding certificate templates
Before creating a certificate, it helps to understand how templates work.
The system contains a template library — a pre-configured set of standard certificate types (for example, “Safety Management Certificate”, “Minimum Safe Manning Document”, “ISPS Certificate”). Each template defines:
- The certificate’s name and code
- The standard renewal period and how far in advance the renewal process should begin
- The applicability criteria for the vessel (see below)
When you create a certificate from a template, these values are pre-filled and partially locked, ensuring consistency across the fleet. You then add the vessel-specific details: the actual issue date, expiry date, and any survey information.
You can also create a certificate without a template — entering all fields manually — when the certificate type is not available in the library.
What are applicability criteria?
Each template in the library defines a set of applicability criteria — vessel characteristics (such as vessel type, flag state, or gross tonnage class) that determine whether this certificate type is required for a given vessel. When you select a template, IN-YACHT shows which criteria apply to your vessel. This helps ensure that only relevant certificate types are created for each ship.
Before you start
- You must have permission to create vessel certificates. If you don’t see the Create button, ask your fleet administrator.
- For certificates that have an expiry date, have the issue date and expiry date ready.
- If the certificate was recently surveyed, have the survey date and surveyor details to hand.
Steps
Open Vessel Certificates
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From the main navigation, open ISM.
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In the sub-navigation, select Vessel Certificates.
The certificates list shows all registered certificates grouped by category, with columns for Code, Certificate Number (Cert), Name, Issue Date, Expiry Date, and an attachment indicator.
Certificates that have expired are highlighted in red; those expiring within 90 days are highlighted in yellow.
[PLACEHOLDER: screenshot — Vessel Certificates list with expired (red) and expiring soon (yellow) rows visible]
Create a new certificate
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Click Create.
The creation wizard opens with two steps: Certificate Info and Issue & Renewal.
Step 1 — Certificate Info
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In the Certificate Template field, type to search the template library and select the appropriate template.
Selecting a template pre-fills the **Name**, **Code**, **Category**, **Renewal Period**, and **Renewal After** fields. These values are locked to maintain fleet consistency. If no suitable template exists, leave this field empty and fill in all fields manually. [PLACEHOLDER: screenshot — Certificate Template autocomplete open showing library results]
If the system detects that a certificate already exists for the selected template, it will show a warning. You can proceed if you are creating a new registration (e.g. after a vessel transfer).
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Verify or enter the Name (required) — the official certificate name.
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Optionally enter the Cert — the certificate number or identifier issued by the authority.
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Verify or select the Category (required) — e.g. Classification Society, Flag State, Port State.
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Optionally add Tags to help organise and filter this certificate.
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Attach any supporting documents in the Documents section — you can upload multiple files (scanned certificate, cover letter, etc.).
[PLACEHOLDER: screenshot — Step 1 fully filled with template selected, name, cert number, and a document attached]
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Click Next.
Step 2 — Issue & Renewal
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Enter the Issue Date — when the certificate was issued by the authority.
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Enter the Expiry Date — when the certificate expires.
If the certificate has no fixed expiry (e.g. it is valid indefinitely), leave the **Expiry Date** empty. The system will show a "No Expiry" indicator instead of a countdown. -
If relevant, fill in the Renewal Period and Renewal After fields (pre-filled from template if one was selected):
Field Description Renewal Period The standard validity duration of this certificate type Renewal After How many days before expiry the renewal process should begin -
Optionally fill in the survey details for the initial issuance:
Field Description Last Survey Date of the most recent survey or inspection Revised By The crew member who performed or supervised the survey External Surveyor The surveying organisation or authority (if external) Next Window From / To The date range within which the next survey must take place [PLACEHOLDER: screenshot — Step 2 with issue date, expiry date, and survey window filled in]
Save
- Click Save.
Result
The certificate is saved and appears in the Vessel Certificates list in the correct category row. Its validity status is determined automatically from the expiry date:
| Indicator | Meaning |
|---|---|
| Red row | Certificate has expired — immediate attention required |
| Yellow row | Certificate is expiring within 90 days — renewal should be initiated |
| No colour | Certificate is valid |
| ”No Expiry” | Certificate has no expiry date set |
If the certificate has expired or is expiring soon, it will also appear on the Vessel Certificates card on the IN-YACHT home page.
When the certificate is surveyed, endorsed, or renewed in the future, use Endorse or Renew a Certificate to update the record without losing the history of previous versions.