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File the paperwork, confirm when insurance and registration run out, and know who gets the reminder.
A boat's paperwork lives in two places in YachtGrade. Documents is the folder: registration, insurance, survey reports, manuals, receipts and invoices. Renewals is the list of what runs out: insurance, registration and safety gear, with dates, and with reminders. This guide shows how to use both, and who gets reminded.
Open the boat, tap Menu, then Documents. It is in the boat's Records list, along with Renewals and Photos. The screen says it holds "Receipts, invoices, manuals, registration, insurance, survey reports."
Everything you file shows under On file with its type and date, or the day it was filed if you gave no date. Tap Open to view a file. Completed reports file themselves here too, under Report. Delete removes a document for good, and it asks you to tap a second time (Tap again to delete) so you do not do it by accident.
Only Insurance and Registration run out on this screen. A survey, manual, warranty or invoice is filed, but YachtGrade does not track an expiry for it. (A warranty's expiry is recorded on the equipment it covers. See equipment, hours and parts.)
On the Documents list, an insurance or registration row shows Runs out with its date. If nobody has confirmed a date yet, it shows Set when it runs out, which takes you to Renewals.
Open Menu, then Renewals. The note at the top says: attach the insurance or registration and the date is read off it for you to confirm.
The date is only saved when you confirm it. If the document looks like another boat's, YachtGrade warns you to check the name before you save. A row that is waiting shows Expiry not confirmed and a Read the date button. Once dated, the row says Expires with the date, or Expired if it has passed, and Change lets you edit the date. When you attach a newer policy, the old expired one drops off the list.
A viewer can see this list but not change it.
Below Paperwork is Safety gear: flares, extinguishers, the EPIRB and the life raft all run out. Tap Add safety gear, pick one from the list (Flares, Fire extinguisher, EPIRB battery, EPIRB registration, Life raft service, First aid kit) or Something else, set Runs out on, and tap Add it. The box Warn this many days before starts at 90 and you can change it. Each gear row has Edit and Remove.
Every night YachtGrade checks the boat's dates and sends an email only when something has reached a new stage. It sends one email per person, listing everything new.
The company's owners and admins hear about all of it. The boat's usual tech also hears about the safety gear, as well as service. The insurance and registration emails go to the office only. Nothing goes to the boat's owner contacts, and there is no text message. A person with reminders switched off, or with no email address, is skipped.
Only a confirmed date counts. A document with no confirmed date never triggers a reminder, so confirming it is the step that matters. Confirmed dates also appear on the Calendar as renewals, and on Maintenance, which lists everything due on the boat, soonest first.
Where do I put the boat's insurance and registration?
Open Menu, then Renewals, and tap Attach insurance or Attach registration. You can also file them on Documents, but the expiry date is confirmed on Renewals.
Why is there no reminder for my survey or manual?
Only insurance, registration and safety gear carry an expiry date in YachtGrade. Other documents are filed for the record.
The date it read is wrong. What do I do?
Tap Change it, type the right date and tap Save the date. Nothing is saved until you confirm.
Who gets the reminder emails?
The company's owners and admins, and for safety gear and service, the boat's usual tech. Insurance and registration go to the office only. The boat's owner is not emailed.
Can I turn off the 90 days of warning on a flare or extinguisher?
You can change it. Edit the item and set Warn this many days before to a number you want, from 0 to 365.
I attached a new policy. What happens to the old one?
Once the old one has expired and a newer one runs past it, the old one drops off the Renewals list. It stays in Documents.
Setting up a boat for the first time also asks for these two papers. That is covered in walking the boat during setup. For everything the calendar and maintenance screens show, read the maintenance log article.
YachtGrade was designed by a USCG 100-ton captain who spent five years managing, detailing, running and selling boats in South Florida, after four years building IT systems for businesses. Who built it →
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This describes how the current YachtGrade app works. It is general guidance, not a survey and not a substitute for one.
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