Open vessel profile
Capture operating region, contacts, preferences, constraints, and current readiness.
Workflow path
How the management agency version moves work forward.
The process language changes by audience, but the underlying pattern is consistent: intake, route, execute, update, and close out.
Build the visit plan
Convert requested movement or service need into milestones, tasks, vendors, and documents.
Coordinate execution
Track vendor ETAs, arrivals, approvals, exceptions, and communication threads.
Update stakeholders
Keep captains, principal reps, and management staff aligned with role-specific updates.
Close and learn
Archive outcomes, receipts, exceptions, vendor performance, and future recommendations.
Ground truth
Workflows exist because handoffs fail in the gaps.
In a working agency week, two arrivals overlap, a vendor reschedules mid-job, a captain hands off to a relief captain, and a principal’s representative asks for status while the work is still moving. None of that is exceptional — it is the job. The sequence above is not process for its own sake; it is where each of those moments lands, so the next person picks the work up without a reconstruction call.
- Each state change records who moved it, when, and what changed — the handoff is the record.
- A relief captain, a new coordinator, or a second office reads the file and continues, mid-visit.
- Schedule slips re-thread through the plan instead of through everyone’s phones.
- Stakeholder updates draw from the workflow’s current state, not from memory.
One pattern, every vessel
Intake, route, execute, update, close out. The pattern holds whether the vessel is a yacht running a principal’s program, a workboat on contract, or a support craft moving between jobs — so the desk runs one discipline across a mixed portfolio.
The language adapts by audience; the underlying states do not.
Operational queues
Role-specific queues instead of generic product modules.
This keeps the site focused on what visitors need to accomplish: request service, assign work, resolve exceptions, and keep stakeholders informed.
- One portfolio view — Portfolio visibility across yachts, workboats, tenders, support craft, and transient client vessels.
- Repeatable service playbooks — Standardize the service delivery model without losing vessel-specific preferences.
- Cleaner handoffs — Fewer phone calls and message chains because each job has an assignee, due time, status, and next action.
- Better client confidence — Management teams can show what happened, what is blocked, and what is complete.
Queue preview
Example work in motion.
The same component set supports rollups for management, dock desks, tenants, and vendors.
Managed vessels32
Principal updates18
Vendor jobs41
Exceptions7
Intake 02
M/Y AuroraPrincipal preferences and arrival scope
RV KaimanaNew service profile pending
Plan 02
Oahu port callBerth, fuel, stores, ground transport
Maui transferCrew arrival and provisioning window
Dispatch 02
Interior detailVendor confirmed 14:00
Parts runQuote waiting on approval
Close-out 02
Principal reportDraft in review
Invoice packet3 receipts missing
Worked example
A five-day port call, end to end.
A managed motor yacht gives the desk notice of a five-day stay with a principal visit in the middle. Here is how the workflow carries it.
Notice becomes a plan
The arrival notice opens a visit plan on the vessel’s file: milestones, a document checklist, a berth request, and vendor slots for detailing, provisioning, and a pending engineering item.
Pre-arrival checks run
Missing documents are chased with a named assignee on each item, the berth is confirmed against the vessel’s particulars, and vendors are penciled into arrival windows.
Alongside — dispatch opens
Jobs release to vendors with scope and access windows. The captain sees the same plan the desk sees, so nobody narrates status by phone.
Mid-visit change absorbed
The principal’s party adds an event ashore. The desk adds transport and catering tasks, routes the cost for approval, and the plan re-threads without a side channel.
Departure close-out
Completion evidence and receipts reconcile against the plan, exceptions are noted for next time, and the principal update publishes from the finished file.
Questions
Frequently asked about workflows.
Who moves work between states?
The people who own each step: the desk handles intake, routing, and close-out; vendors confirm and complete their jobs; approvers act on approvals. Every change is recorded with who and when.
Do captains see the whole workflow or just their vessel?
Captains work from their own vessel’s plan — the same live file the desk sees, scoped to that vessel. The portfolio-wide view stays with the agency desk.
What happens when a vendor slips a window?
The job shows the slip against its committed window. The desk re-threads dependent tasks and, if a milestone is threatened, the visit raises an exception instead of failing quietly.
Can workflows differ by vessel or program?
The states stay consistent; the content adapts. Each vessel’s profile and program shape what a visit plan contains — documents, recurring services, preferred vendors — without inventing a new process per vessel.
How do updates stay role-specific?
Updates compose from the same operating file, filtered by role: principal representatives see readiness, decisions, and cost; captains see operational detail; vendors see only the job they were dispatched to.
Get started
Run this workflow on your own fleet.
Walk through intake-to-close-out with your vessels, your vendors, and your principal relationships. Access is reviewed and routed — guest workspaces are approved manually.