Vessel Operator Guide
As a vessel operator or fleet manager, PortTask gives you live visibility into every port call your vessels are involved in — without needing to email your agents for updates.
On this page
Joining PortTask as a vessel operator
Most vessel operators join PortTask after receiving an invitation from their port agent. The invitation email comes from the agent and includes a link to set up your account.
- Open the invitation email titled "You've been invited to manage [Vessel Name] on PortTask".
- Click Accept Invitation & Set Up Your Account.
- Enter your first name, last name, and a secure password.
- After account creation, you are taken directly to your Vessel portal, where your vessel's active port calls are already visible.
The vessel portal overview
The Vessel portal at /vessel is a focused, read-oriented view. As an operator, you see:
Active port calls
All current and upcoming port calls for your vessel — with status, port name, ETA, and ATD.
Service order status
Live updates from every vendor assigned to your port call — from Pending through Completed.
Assigned agents
The port agent organizations handling your vessel, with their contact details.
Statement of Facts preview
A live preview of the SOF as it builds from vendor status updates during the port call.
Monitoring your port calls
Navigate to Vessel → Port Calls to see all port calls associated with your vessel.
Port call is in planning. Your agent is setting up service orders.
ETA confirmed, service orders dispatched to vendors.
Your vessel has arrived (ATA recorded). Active operations are underway.
Your vessel has departed (ATD recorded). Post-fixture documentation begins.
Viewing service orders
From any port call, you can see every service order your agent has created — including the assigned vendor, scheduled time, and current status. You cannot modify service orders from the Vessel portal; that is done by your agent.
Service order statuses update in real-time as vendors take action. For example, when your bunkering vendor marks a job as "On Site", you see that immediately without needing to call anyone.
Your connected agents
Navigate to Vessel → Agents to see the port agency organizations currently connected to your vessel. Each entry shows:
- Agency name and country
- Primary contact email
- Date the relationship was established
- Number of port calls handled
Requesting services
From an active port call, vessel operators can submit a service request to their agent. This is a structured message asking the agent to arrange a specific service, rather than sending an unstructured email.
- Navigate to the active port call and click Request Service.
- Select the service type required (e.g., crew transport, medical assistance).
- Add a description and urgency level.
- Submit. Your agent receives a notification and will create a service order and assign a vendor.
Notifications
PortTask sends you email notifications when:
- A new port call is created for your vessel
- Port call status changes (e.g., vessel arrives, vessel sails)
- A service order is completed
- Your agent sends you a message or document
Manage your notification preferences from Vessel → Settings.
Integration support
If your fleet management system needs to integrate with PortTask, contact your account manager for integration support.
Was this page helpful?