Keelson — what it does, department by department

Engineering

The deep one

A full planned-maintenance system built by a serving engineer, with the statutory record books an inspector actually asks for.

Planned maintenance

Equipment register with hierarchy, SFI codes, photos, manuals and spares
Jobs by calendar (days, weeks, months, years) or running hours
Two-part intervals — “every 500 h or 360 days, whichever comes first”, the way makers write them
Per-job reminder lead time, first-due date, criticality and priority
Schedule planner — every job on every machine in one list, grouped by when it is due
Batch sign-off for daily rounds — tick a generator, clear its whole set in one action
Work orders with parts used, readings taken and automatic stock deduction
Class-ready maintenance history and a printable PMS report

Condition monitoring

Per-machine parameters with normal bands and alarm limits
Printable trend report — baseline, rate of change per day, and how long until a limit is reached
Verdicts an engineer can act on: Normal · Monitor · Caution · Action
Lube-oil consumption in litres per running hour, flagging a rising trend
Fluid and oil analysis records
Running-hours tracking with an out-of-date warning — hours-based jobs cannot silently freeze
Live tank levels on the dashboard, fed from watch soundings

Log books & statutory records

Oil Record Book Part I — MARPOL Annex I / MEPC.312(74), guided entry, officer→chief→master signing, strike-and-amend, official-format print
Ballast Water Record Book — BWM Convention Reg. B-2
ECA fuel changeover log — MARPOL Annex VI
Engineers’ watch log book — immutable, chief-countersigned, with alarms and full tank soundings
Log schedule that follows the vessel’s state — manned watches at sea, UMS rounds, anchor, in port, shipyard — and shows what is still open today
Daily log feeding running hours and consumption automatically

Stores, purchasing & projects

Inventory with photos, part numbers, suppliers and reorder levels
Procurement chain: requisition → purchase order → goods receipt
Consumption analysis and supply forecasting that raises requisitions
Defects register, with corrective work orders that record the parts used
Certificates & surveys with expiry alerts
Permits to work and risk assessments (hot work, enclosed space, isolations)
Shipyard / drydock planning — work list, competitive quotes, Gantt, weekly reports
Accounting, quotations and budget tracking

ETO / electro-technical

Insulation resistance (Megger) testing records
Battery banks and UPS with test history
GMDSS and nav-comms statutory radio tests
Test-instrument calibration register
Thermographic survey records

Tools

Fuel volume ↔ mass converter — density and temperature corrected, for bunkering
Universal unit converter
Engineering checklists (pre-departure, arrival, black-out recovery)

Bridge & ISM

Command

Voyage performance and the safety-management loop, in the same system as the machinery.

Voyage & performance

Voyage records with distances, ports and passage times
Noon reports — position, distance run, speed, consumption, weather, next port and ETA
Fuel-per-mile trending — rising consumption at the same speed flags hull and propeller fouling
Bunker log with lifted quantities, density and bunker delivery notes

Safety & environment

Incidents & CAPA — accidents, incidents, near-misses, observations and hazards in one register
The ISM loop end to end: find it, fix it, prove it — root cause, corrective and preventive actions, verification and close-out
Fuel consumption log and annual CII reporting
Vessel particulars, tanks and capacities as the single source of truth

Deck

Watchkeeping

The deck side of the official record, kept the same way as the engine room.

Records

Deck log book — watch-based entries with position, course, speed, weather, sea state and events
Signed off by the officer of the watch; never deleted, only voided with a reason

Operations

Watch assignments and roles (OOW, lookout, helmsman, gangway)
Deck maintenance, tenders and toys through the same PMS engine
Department dashboard with what is due and what is open

Interior

Guest-facing

Housekeeping, guest preferences and the cellar — including a wine module built for a real yacht bar.

Housekeeping & guests

Cabins and areas with recurring housekeeping schedules that roll forward on completion
Guest profiles and preferences, with printable guest sheets for the crew
Stores and inventory — linen, amenities, uniform and bar stock with movements and reorder printing

Wine cellar

Bottle-level inventory with producer, vintage, region, grape and drink-by window
Drink-window flags — past peak and drink soon — plus cellar value
Onboard catalogue of ~15,000 wines for searching with no internet, and an online lookup when there is signal
Prices in euro, converted on the European Central Bank daily rate
Bottle photos taken on a phone camera
Food-pairing suggestions per wine
Printable owner’s wine menu in classic service order, with an optional price column

Galley

Provisioning

Food safety, menus and the charter budget in one place.

Food safety & stock

Provisioning inventory with expiry dates and storage temperatures
HACCP records — temperature logs and food-safety checks

Service

Recipe library with ingredients, method and allergens
Menu planner — daily meal plans built from the recipe library
APA accounts — charter provisioning budget against actual spend

Purser & Crew

MLC

Employment, rest hours and rotation — the paperwork that a port-state inspector asks for first.

Employment

Crew register with ranks, certificates and expiry alerts
Seafarer Employment Agreements — official template, issued per crew member, typed e-signatures and a printable signed document
Off-ship signing: email a ready-to-sign PDF and upload the returned copy as evidence
Payroll — wage statements and family allotments

Compliance & planning

Hours of rest checked against MLC 2006 and STCW A-VIII/1, including rest that crosses midnight
Manager review across the whole crew, with violations flagged automatically
Rotation planner — a timeline of who is aboard, who signs off when, and where the relief gaps are
Budgets, petty cash and credit-card reconciliation

Owner & Management

Read-only

What the owner or manager sees — the whole picture, without the crew’s private data.

Owner portal

One dedicated read-only login that can reach nothing else in the system
Position, itinerary and recent voyages
Maintenance health, overdue work and open defects
Certificate and survey status
Budget against actuals, with variance
Crew names and ranks only — no wages, no personal data

Reporting

Printable owner’s report for the monthly management pack
Year-to-date voyages, miles and fuel
Cellar summary and the guest wine menu

Across every department

Shared

The parts every department uses — including the AI, which answers from your live data and only what the person asking is allowed to see.

AI engineer aboard

Answers from the vessel’s live data — defects, stock, hours, certificates, permits, voyages — not from guesswork
Permission-aware: it can only reach what the person asking may already see, and crew personal data is withheld
Reads inside your PDFs — maintenance manuals become searchable
Drafts defect write-ups, permits, procedures and reports
Proposes tasks, defects and requisitions for a human to confirm — it never writes on its own
Daily brief by email each morning
Remembers vessel-specific corrections you give it
Uses your own API key, billed to you, with a monthly budget cap

Everyday tools

Tasks — cross-department to-dos with comments
Document library with version control and full-text search
Inspections & audits — reusable templates, scheduled rounds, pass/fail per item, findings that raise an incident
Printing everywhere: work orders, POs, permits, guest sheets, record books, owner reports
Works on phone and tablet in the engine room; dark and light themes
Illustrated in-app user manual

Running the system

One-click updates from the app, with automatic rollback — plus an offline update from a file when there is no internet
Automatic backups — daily, weekly, monthly and yearly, mirrored to a second location, including all photos and documents
Printable disaster-recovery procedure for restoring the vessel
Roles and permissions per department; the admin account never sees crew wages by accident
Self-service password change and offline password recovery
Per-vessel licence, and your data stays yours

What Keelson actually does.