Frequently Asked Questions

PMS software companies are in the business of selling software — database building is often an afterthought, outsourced to data entry teams who've never worked on a yacht.

NavioData is founded by engineers who've spent over 10 years actually using these systems onboard. We understand what makes a database practical for daily use versus one that looks complete on paper but falls apart when you're trying to find a spare part at 2am.

You also stay independent. The database we deliver works with whatever PMS you choose — now or in the future. No lock-in, no recurring fees. And you'll always have a complete Excel master file that belongs to the vessel.

The database is delivered as a standard Excel workbook that works with any PMS platform. If you need it imported and configured in your chosen system, that's available as an additional service — quoted based on the platform's requirements.

If you're unsure which PMS to use, we're happy to discuss options based on your vessel's needs.

We can share our experience with different systems and what works well for different vessel types and crew setups. We don't have commercial relationships with any PMS provider, so our advice is based purely on what we've seen work in practice.

The more complete your documentation, the more complete your database.

Essential: Equipment list (or builder's delivery list), O&M manuals for machinery and systems, spare parts lists or delivery inventories.

Important: System drawings with equipment tags (DWG, DWF, or PDF formats all work — we can extract equipment metadata from drawing files), tag-to-equipment mapping (which tag refers to which piece of equipment), builder specifications.

Helpful: Existing PMS data, deck plans, class records, maintenance history.

Don't worry if you're missing items — we can work with what you have and advise on what's worth sourcing. See the full breakdown on the Process page.

We'll set up a secure shared folder (Google Drive, Dropbox, or your preferred platform) where you can upload files at your own pace.

Most clients gather documentation over 1–2 weeks. We can start work as soon as the essential items are in place — you don't need everything before we begin.

That's common, especially on older vessels or after crew changes. We can source missing manuals directly from manufacturers as an additional service.

Some are quick to obtain; others take persistence — we'll advise on what's realistic.

For operational vessels, typically 4–12 weeks depending on vessel size, complexity, and how complete your documentation is. A well-documented 50m motor yacht might take 6 weeks. An 80m with incomplete records could take 12.

For new builds, the timeline depends on build status and documentation release — this can extend over several months as systems are installed and commissioned.

We'll confirm the timeline in your proposal after reviewing your documentation.

You have a review period to check everything. Any errors or omissions on our part are corrected at no charge.

For operational vessels: 30 days from database delivery.

For new builds: 30 days from vessel handover — since you can't fully verify until systems are commissioned.

After the review period, amendments and additions are available at the ongoing support rate.

Both. New builds often have better documentation available from the shipyard. Operational vessels sometimes need additional work to fill gaps from years of crew changes and missing records.

Yes. Whether it's incomplete data, incorrect intervals, duplicates, or a migration from another system, we can assess what you have and quote accordingly.

Sometimes it's faster to rebuild; sometimes cleanup is sufficient — we'll be honest about which makes sense.

PMS import and configuration is available as an additional service — we work alongside your PMS provider to ensure everything is set up correctly. This is quoted based on the platform's requirements.

PMS training for crew is also available as an additional service. Travel expenses quoted separately where required.

Not for the core database work — that's done remotely from your documentation.

Onboard visits are only needed for optional services like serial number verification or spare parts inventory. These are quoted separately including travel.

Included: Complete equipment hierarchy, maintenance library, spare parts catalog, comprehensive Excel master file, and a review period with corrections.

Additional (quoted separately): We offer a range of additional services including manual sourcing, tag reconciliation, PMS import, on-site verification, training, and ongoing support. We'll discuss what's relevant for your vessel and include it in your proposal.

You do. It's your data, delivered in standard formats. No licensing fees, no restrictions on how you use it.

The database is yours to use. If you need amendments, additions, or support down the line, we offer ongoing support at an hourly rate.

Many clients check in annually before yard periods or when adding new equipment.

Send us a message through the contact page or email directly at dylan@naviodata.io. We'll have a quick conversation about your vessel and requirements and send you a proposal within 24 hours.