Charter request to completion

Take a charter from the first request through confirmation and the voyage to completion, or close it as cancelled.

Step by step

Record the request Charter Coordinator

Charter Coordinator records the booking with the customer, vessel, crew lead and start and end dates. Every booking starts as Requested, so enquiries are visible on the pipeline before anything is promised.
- Booking created at Requested
- Updates Charter bookings, Parties, People
Confirm the booking Charter Coordinator

Charter Coordinator checks the vessel's passenger capacity against the party, the crew lead's other charters on those dates and the vessel's inspection due date against the end of the charter. When the agreed evidence is in place, the booking moves to Confirmed. A request that cannot go ahead is Cancelled.
- Requested → Confirmed, or Cancelled
- Updates Charter bookings, Charter vessels
Start the voyage Charter Coordinator

On departure day the coordinator marks the booking Underway, using the crew lead's report that the vessel has left with guests aboard.
- Confirmed → Underway
- Updates Charter bookings
Complete the charter Charter Coordinator

When the guests are ashore, the coordinator marks the booking Completed. The path only moves forward: Requested, Confirmed, Underway, Completed. A cancelled booking never advances; a returning customer gets a new request.
- Underway → Completed
- Updates Charter bookings

And how to keep it from happening.

Two requests for the same vessel and dates are both confirmed because nobody checked the schedule.
A vessel is confirmed for a charter that runs past its inspection due date.
A crew lead is named on two overlapping charters.
A cancelled booking is edited back to life instead of a new request being opened.

Start free, then use Proto to change fields, steps and approvals before your team goes live.