Port Call Coordination: One Source of Truth for Every Party
Give owners, agents and terminals one shared, live view of each port call, so nobody works from an outdated email or ETA.
The vessel's ETA moves by twelve hours. The master emails the owner, the owner forwards to the agent, the agent calls the terminal. Pilotage, towage and bunkers are still booked for the old time. The crew change flight does not move. By the time everyone catches up, the berth window has gone and the ship waits at anchor.
Every port call involves many parties: owner, operator, charterer, agent, terminal, pilots, chandlers and authorities. Each keeps its own version of the plan. Long email chains with changing subject lines become the record. When something goes wrong, nobody can easily show who was told what, and when.
Who should own the port call record?
Usually the operator or the port agent, depending on how your organisation splits roles. What matters is that one party maintains it, every other party can view it, and updates are not sent around it by private email.
Do we need terminals to adopt a new system?
Not necessarily. Terminals and service providers can receive updates by email or a shared link, while your team keeps the master record. Start with your own operators and agents, then widen access as others find it useful.
How does this help with demurrage and disputes?
A timestamped log of ETAs, NOR, berth instructions and delays gives you evidence to support or check statements of facts. It is much easier to agree times when everyone saw the same updates as they happened.