Getting Started with PortTask
Welcome to PortTask — the intelligent operating system for maritime logistics. This guide walks you through everything from accepting your invitation to submitting your first service order.
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Step 1: Accept your invitation
PortTask is invite-only. You will receive an invitation email from either a PortTask team member or from a colleague who already has an account. The email contains a unique invitation link valid for 7 days.
- Open the invitation email and click Accept Invitation & Set Up Your Account.
- Enter your first name, last name, and choose a secure password (minimum 8 characters).
- Click Create Account. You will be logged in automatically and taken to your portal.
Step 2: Set up your organization profile
If you are the first person from your company to join, PortTask will prompt you to configure your organization. This information appears on service orders and notifications sent to your vendors.
- Navigate to Agency → Settings → Organization.
- Enter your company name, country of registration, and primary contact email.
- Optionally, upload a company logo (PNG or SVG, max 2 MB). This logo appears on emails sent from the platform.
- Click Save Changes.
Step 3: Add your first vessel (agents) or connect your agent (vessel operators)
For Port Agents
Navigate to Agency → Vessels and click Add Vessel. Enter the vessel name, IMO number, and other details. You can also invite the vessel's operator directly from the vessels page — they will receive an email and can join with their own login.
For Vessel Operators
Your agent will typically invite you to the platform. Once you accept, your vessel record is created automatically. You can view your vessel's active port calls and service orders from the Vessel portal.
Step 4: Create your first port call
A Port Call is the central workspace for all activities related to a vessel's visit to a specific port. All service orders, documents, and communications are linked to it.
- Navigate to Agency → Operations and click New Port Call.
- Select the vessel from your fleet (or enter an IMO number to look up a vessel).
- Choose the port and set the Estimated Time of Arrival (ETA).
- Add a Voyage Reference (e.g., voyage number or charter party reference) — this links financial documents later.
- Click Create Port Call. The port call starts in Draft status.
Step 5: Add vendors to your network
Vendors are the service providers you assign to jobs (bunkers, towage, provisions, etc.). You need at least one vendor in your network before you can assign service orders.
- Navigate to Agency → Vendors and click Add Vendor.
- Enter the vendor's company name and contact email.
- Select their Service Types (e.g., Bunkering, Pilotage, Provisions) and the ports they cover.
- Click Invite Vendor. The vendor receives an email invitation to their own free Vendor Portal account, where they can accept and update jobs.
Step 6: Submit your first service order
Service Orders replace email dispatches to vendors. Each order has a real-time status that the vendor updates directly in their portal.
- Open your active port call and click Add Service Order.
- Select a Service Type (e.g., Bunkering, Towage, Crew Transport).
- Set the scheduled start time and any special instructions.
- Select a vendor from the dropdown. Only vendors with matching service types and port coverage will appear.
- Click Submit Order. The vendor immediately receives a notification in their portal and via email.
Key concepts
Port Calls
The central entity in PortTask. It represents a single vessel visit to a specific port. All communications, documents, and service orders are linked to a Port Call, creating a single immutable timeline.
Service Orders
Individual jobs required during a port call. Instead of emailing vendors, you create a Service Order. The vendor receives it in their portal, accepts it, and updates its status in real-time.
Statement of Facts (SOF)
PortTask automatically generates an SOF timeline from actual status updates from your assigned vendors. No more manually compiling timestamps from dozens of emails.
Playbooks
Reusable templates for recurring port calls. Define a standard set of service orders once, then apply the playbook to any new port call to pre-populate orders with a single click.
User roles & portals
PortTask uses strict Role-Based Access Control (RBAC). What you see depends on your organizational role.
The unified command center for Port Agents, Planners, and Organization Admins. Manage port calls, dispatch orders, invite vendors, and configure organization settings.
A focused portal for Service Providers. Vendors only see the specific Service Orders and RFQs assigned to them. They can update job statuses and upload evidence.
A portal for Vessel Operators and Fleet Managers to monitor the live status of their active port calls, view assigned agents, and request services.
Platform admin panel for PortTask staff. Manages tenants, billing, feature flags, and global system settings.
Integration support
If your organization needs to integrate PortTask with existing systems (ERP, fleet management, chartering software), please contact your account manager for integration support. Our team will work with you directly to design and implement a solution.
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