01
Crew & Employment
Everything about a crew member in one record, from first offer to final day.
Onboarding · Crew profiles · SEA extraction · Employment terms · Certificates · Compliance records
See what this includesBuilt by a Captain · AI & automation for superyacht crew operations
Run the yacht.Lose the paperwork.
Give Yacht Watchkeeper the information once. Let AI and automation take care of the admin that follows.
Ask fewer questions. Chase fewer documents. Stop entering the same information twice.
MLC 2006 · STCW · IMO FAL · Schengen 90/180 · Professional vessel operations
Less Crew Admin · Let AI Do It
One action. The admin completes itself.
Give Yacht Watchkeeper the information once. The workflows that depend on it take care of what follows. Each of the actions below triggers a connected chain — not a reminder to do the next thing manually.
Choose an action below and follow what happens next.
You do this once
You send the offer letter
- The crew member accepts
- Guided onboarding opens for them
- Personal details collected
- Certificates uploaded and read
- Passport and documents captured
- SEA information completed
The Captain or Purser sees exactly what is still outstanding.
One Offer. One Onboarding Workflow.
Start with four details. End with a complete crew record.
Choose the contract type and enter four details — Name · Email · Position · Salary. The offer goes out, and once it is accepted the crew member completes one guided onboarding portal.
- 01
Offer sent
The offer letter goes out from the vessel.
- 02
Accepted
The crew member accepts online.
- 03
One guided workflow
Details, documents, certificates and SEA information in one place.
- 04
Yacht records updated
The crew record, compliance and employment terms populate themselves.
- 05
Ready to join
What is outstanding is visible at a glance.
No chains of emails. No WhatsApp document chasing. No sending five different forms.
Send the offer and let the crew complete everything Yacht Watchkeeper needs through one guided onboarding workflow — while the Captain or Purser watches the record fill in and sees what is still outstanding.
Yacht Watchkeeper In Action
See the whole crew operation clearly.
Rotation changes stay visible across leave balances, travel planning, watch availability and crew operations — without re-entering the same dates in four places.
The problem
The information is connected. The systems often aren’t.
A crew change creates a trail of updates: contracts, passports, rotations, leave, travel, watches, certificates, payroll and port paperwork. When each lives in a different place, the same fact gets typed, checked and chased again and again.
Yacht Watchkeeper is built to remove that repeated work — not to add another screen for the office to maintain.
Before
- The same crew detail in a spreadsheet, inbox and PDF
- A rotation change copied into several calendars
- Certificates chased when the expiry is already close
- The Captain finding out what changed after the fact
With Yacht Watchkeeper
- One vessel record that every workflow reads
- Leave, travel, watches and payroll moving together
- Compliance gaps visible in the action window
- A clear briefing of what needs attention next
Connected Operations
One entry. Everywhere it belongs.
Crew record, employment, rotation, leave, watch schedule, Hours of Rest, payroll, travel and port paperwork all read the same entry. A change made once does not become six separate admin jobs.
- 01
A crew member joins
SEA terms and identity become one record
- 02
The rotation changes
Leave, travel and availability stay aligned
- 03
The watch is published
Hours of Rest follows the work scheduled
- 04
A document arrives
The data is read once, then reviewed
- 05
A voyage moves on
Crew lists and clearance packs start ready
What It Covers
Seven areas, one operating picture.
The depth sits behind each of these.
02
Scheduling & MLC
Build the watch schedule, and Hours of Rest follows from the work actually scheduled.
Port, Guest On, Underway and Anchor schedules · AI-assisted scheduling · Hours of Rest · MLC monitoring · Watch swaps · Sea service
See what this includes03
Rotation, Leave & Payroll
One rotation drives leave accrual, travel planning and what ends up on the payroll run.
36-month rotations · Draft rotation planning · Live yacht calendar · Leave accrual · Travel and handover rules · End of contract calculations · Payroll preparation · Expenses and reimbursements
See what this includes04
Crew Compliance & Certification
Know what each position requires, what is held, and what is about to lapse.
Certificate tracking · Document extraction · Position requirements · Expiry monitoring · Schengen 90/180 · Visa tracking · Compliance risk
See what this includes05
Vessel Certification
The yacht's own certification record — built around how certification actually works, not a folder of PDFs.
Certificate Register · Smart Document Matching · Lifecycle Tracking · Survey Status · Flag / Class / Statutory · Port Clearance Packs
See what this includes06
Vessel Operations
The daily record of who is aboard, who is working and what came down the passerelle.
Gangway · Emergency muster · Contractors · Day workers · Crew movements · Deliveries · Cars · Voyage records · Party Mode · Birthdays
See what this includes07
Guests, Travel & Port Clearance
Guest trips, crew travel and port paperwork drawing on the same vessel data.
Guest profiles · Cabin planning · Luggage · Flights and transfers · Crew travel · IMO FAL 1, 3, 4, 5 and 6 · MDH · Clearance packs · Export Documents Centre · Chase boats
See what this includesCompliance
Know what is expiring. Know what is being done about it. Know when it should be resolved.
Certificates are uploaded in bulk, identified and read by AI, then filed against the crew member for confirmation. Position requirements, MCA Certificate of Competency checks and ENG1 approved-doctor checks are applied automatically.
Renewal planning turns an approaching expiry into an action with an owner and a date — not just a warning on a list.
Daily Operations
Know who is aboard, right now.
The gangway board records crew, guests, contractors and day workers signing on and off, feeding muster lists, crew movements and clearance paperwork. Party Mode handles a full guest event without a clipboard.
The same principle covers the small jobs: packages and deliveries signed for against the vessel, crew cars booked and returned, and cabins planned around the rotation.
Scheduling & MLC
The watch schedule produces the rest record.
Port, Guest On, Underway and Anchor patterns generate Hours of Rest entries and check them against MLC 2006 rest requirements, including rolling checks.
Designed for onboard use, day and night.
Automation
One action. The admin completes itself.
Upload, record or publish once. Yacht Watchkeeper carries the information to the workflows that depend on it, while approvals and judgement stay with the people accountable for the vessel.
Upload a certificate
A compliance record ready to review
Change a rotation
Leave, travel and payroll stay in step
Publish a watch
Hours of Rest records generated from it
Scan a receipt
An expense claim ready for approval
Record a voyage
Sea service and clearance data ready to use
Invite a joiner
A complete SEA readiness record
Chief Watchkeeper
Need something? Ask Chief Watchkeeper.
Chief Watchkeeper is the intelligence layer across Yacht Watchkeeper — alerts, daily briefings, anomaly detection and suggested actions drawn from the live vessel picture.
It works from the live vessel picture rather than a chat window bolted onto a database — and it never pretends to replace the Captain's judgement.
Ask your DP-AI
DPA thinking. AI speed.
DP-AI is a nod to the Designated Person Ashore role — not a replacement for it, and not a Dynamic Positioning tool. It is the conversational way to ask Chief Watchkeeper a direct question and get a direct answer, drawn from your vessel's own records.
- “What needs my attention today?”
- “Who has certificates expiring next month?”
- “When is our next class survey window?”
- “Are yesterday's Hours of Rest complete?”
Chief Watchkeeper
Morning briefing
Three things are worth your attention before the day gets busy.
2 certificates in the action window
Review the records before the next crew change.
Hours of Rest signed through yesterday
No new rolling breach is waiting for review.
Guest trip starts tomorrow
Check watches and travel before embarkation.
Switching
Changing systems shouldn't be the hard part.
Bring across the crew records and documents you already have. Yacht Watchkeeper helps turn existing vessel information into a working operational setup without rebuilding everything from scratch.
Bring Your Existing Records
Upload an existing crew member's SEA and passport. They are read to populate the crew profile, employment terms and rotation, ready for you to confirm — plus certificates and existing leave balances where the format supports it.
Review The Imported Vessel
Check positions, rotations, balances and certification against how the vessel actually runs, and correct anything before it goes live.
Go Live
Crew are invited, schedules start generating rest records, and the vessel operates from one set of information.
Onboarding is guided. Rather than handing over an empty database, we work through the vessel's existing records with you so the first setup reflects the operation you already run.
See how switching worksTrust
Built for information that matters.
Crew records hold passports, certificates, medical declarations and contracts. The platform is built around keeping that information separated, controlled and accountable.
Role-based access
Captains, HODs, pursers, crew and shoreside staff each see the information their role requires.
Vessel-level separation
Every record belongs to a vessel, and access is enforced at the database layer rather than in the interface.
Auditability
Signed records, sign-off history and change logs remain available for the periods your operation needs.
Privacy by design
Crew personal and sensitive data are handled separately, with access narrowed to the people who need it.
UK / EU GDPR approach
A published Data Processing Addendum, subprocessor register and retention schedule set out how data is handled.
Secure document handling
Passports, certificates and contracts are stored against the vessel and served through time-limited access.
Origin
Built by a Captain, for the people who keep the vessel running.
Yacht Watchkeeper was created from firsthand experience managing the operational reality of large yachts — crew rotations, compliance, schedules, administration, and the constant duplication of information between disconnected systems.
That experience shapes the terminology, the workflows and the defaults. It is not the whole basis for trusting the platform: the access model, data separation and legal framework behind it are set out in full.
Run the yacht from one place.
Spend less time chasing admin — and more time running the yacht.
Start a 7-day free trial and set up your vessel, or talk to us about bringing across the records you already have.