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Marina

Draft

Marina operations: vessels, berths, trips, packages, expenses, and reports.

Goal

This guide explains how to use the Marina module in ICONK OS for marina operations. It covers vessel management, berth assignments, trip scheduling, trip packages, expense tracking, and reporting.

Target Audience

Marina operators, boat tour companies, and harbor managers who manage vessels, berths, and water-based tourism operations.

What You Can Do

  • Manage vessels (boats) with details like registration, type, and capacity
  • Manage berths (docking spaces) with pricing and availability
  • Assign vessels to berths with check-in and check-out
  • Schedule and manage trips with vessels, customers, and crew
  • Create reusable trip packages for common offerings
  • Track boat-related expenses (fuel, maintenance, supplies)
  • View reports on trip revenue, expenses, and profitability
  • Generate invoices from trips and berth assignments

What You Should Not Expect Yet

  • Automated berth assignment optimization
  • Online booking portal for customers
  • Weather integration for trip planning
  • GPS tracking for vessels
  • Advanced crew scheduling beyond captain assignment
  • Recurring berth billing automation

Step-by-Step Workflows

Understanding Marina Mode

The Marina module operates in one of three modes, configured in Settings:

  • Boat Operations (default): Your company owns boats and runs paid trips for customers.
  • Marina Management: Your company manages berths for external boat owners who rent docking space.
  • Both: Your company does both — owns some boats and manages berths for others.

The mode affects labels and settings. All pages are visible regardless of mode.

Managing Vessels

  1. Navigate to Vessels from the Marina module.
  2. Click to add a new vessel.
  3. Enter the vessel name, registration number, type, length, and capacity.
  4. For customer-owned vessels, select the customer owner.
  5. Optionally set a default captain from your employee list.
  6. Save the vessel.
  7. View vessel details including trip history.

Inactive Vessels: Deactivated vessels are hidden by default. Use the "Show inactive" toggle to view them. You can reactivate a vessel if it has no active trips or berth assignments.

Managing Berths

  1. Navigate to Berths from the Marina module.
  2. Click to add a new berth.
  3. Enter the berth name, length limit (optional), and daily rate.
  4. Save the berth.
  5. View berth details including current assignment status.
  6. Set a berth to Maintenance status when it is unavailable for docking.

Berth Assignments (Check-In / Check-Out)

  1. Navigate to Berths and select a berth.
  2. Click to assign a vessel (check-in).
  3. Select the vessel and set the check-in date.
  4. Optionally set an expected end date.
  5. Add any notes.
  6. Save the assignment. The berth status updates to occupied.

Check-Out:

  1. Open the active berth assignment.
  2. Click Check Out.
  3. Confirm the check-out date (defaults to now).
  4. The system calculates the total amount based on days and daily rate.
  5. The assignment status changes to Completed and the berth becomes available.

Generating a Docking Invoice:

  1. After checking out a vessel, open the completed assignment.
  2. Generate a docking invoice for the berth fees.
  3. The invoice is created and linked to the assignment.
  4. Record payment through the standard Payments module.

Scheduling Trips

  1. Navigate to Trips from the Marina module.
  2. Click Book Trip to create a new trip.
  3. Select a vessel (only active vessels are available).
  4. Select a customer (trip passenger).
  5. Optionally select a captain (defaults to the vessel's default captain).
  6. Set the trip start date and time.
  7. Set the duration or end time.
  8. Optionally select a trip package to pre-fill details.
  9. Set the price and currency.
  10. Add any notes.
  11. Save the trip. It is created in Booked status.

Trip Status Workflow

Trips follow this lifecycle:

  • Booked: The trip is scheduled and blocks the vessel from double-booking.
  • In Progress: The trip is underway. Still blocks the vessel.
  • Completed: The trip is finished. You can create an invoice. No longer blocks the vessel.
  • Cancelled: The trip is cancelled. No longer blocks the vessel.

Generating Trip Invoices

  1. Navigate to Trips and find a completed trip.
  2. Click to generate an invoice from the trip.
  3. The invoice is created with the trip price as a line item.
  4. The invoice is linked to the trip.
  5. Record payment through the standard Payments module.

Invoice-First Flow: You can also create an invoice first and link it to a trip during invoice creation.

Managing Trip Packages

  1. Navigate to Trip Packages from the Marina module.
  2. Click to create a new package.
  3. Enter the package name (e.g., "1 Hour Speedboat Trip").
  4. Set the default trip type, duration, passenger count, price, and currency.
  5. Add a description.
  6. Save the package.
  7. When creating a trip, select a package to pre-fill these details.

Note: Package price changes do not affect existing trips. Packages are templates only.

Assigning Crew

  • Default Captain: Set a default captain on the vessel. This captain is automatically assigned to new trips.
  • Trip Captain: Override the captain for a specific trip during trip creation or editing.
  • Multi-Crew: The system supports multiple crew members per trip, but crew assignment beyond the captain is not yet available in the user interface.

Tracking Expenses

  1. Navigate to Expenses from the Marina module.
  2. Click to add a new expense.
  3. Select the vessel the expense relates to.
  4. Optionally link the expense to a specific trip.
  5. Select the expense category (Fuel, Oil, Engine Repair, Cleaning, Maintenance, Insurance, License, Docking, Supplies, Other).
  6. Enter the description, amount, and date.
  7. Save the expense.

Viewing Reports

  1. Navigate to Reports from the Marina module.
  2. View the Overview dashboard with:
    • Total trips, revenue, expenses, and profit
    • Unpaid invoice count
    • Monthly revenue, expenses, and profit
  3. View Per-Boat reports showing revenue, expenses, and profit for each vessel.

Mixed Currency Note: If boats have revenue or expenses in different currencies, the profit field may show as unavailable to prevent incorrect calculations.

Permissions and Access

Access to Marina features depends on your role:

  • Viewing marina data requires marina view permission.
  • Managing trips and vessels requires trip management permission.
  • Managing berths and assignments requires berth management permission.
  • Managing marina expenses requires expense management permission.
  • Viewing marina reports requires reports permission.

If you cannot see the Marina module or certain actions are unavailable, contact your company administrator to review your role permissions.

Known Limitations

  • The marina mode currently affects labels and settings only. Sidebar navigation and page workflows do not change based on mode (this is planned for future work).
  • Trip detail page is not yet built (the detail page is not yet available).
  • Multi-crew assignment is not yet exposed in the user interface.
  • If a docking invoice is deleted, the berth assignment retains a reference to the deleted invoice.
  • Mixed-currency profit calculations show as unavailable when currencies differ.

MISSING Items

  • Trip detail page with full trip information.
  • Multi-crew assignment UI.
  • Monthly revenue/expense trend charts.
  • Berth assignment bulk operations.
  • Automated recurring berth billing.
  • Online customer booking portal.

UNCERTAIN Items

  • Whether trip status changes trigger notifications to customers or crew.
  • How berth assignment invoice references behave if the invoice is deleted.
  • Whether trip packages support multiple pricing tiers or seasonal pricing.

Troubleshooting

| Problem | Possible Cause | What to Try | |---------|---------------|-------------| | Cannot see Marina module | Missing marina permission or module not activated | Check permissions and module activation | | Cannot book a trip | Vessel may be inactive or already booked | Check vessel status and schedule | | Cannot assign a berth | Berth may be occupied or in maintenance | Check berth status | | Trip invoice not generating | Trip may not be in Completed status | Complete the trip first | | Profit shows as unavailable | Mixed currencies detected | Check that all revenue and expenses use the same currency | | Vessel not appearing in selector | Vessel may be inactive | Use the "Show inactive" toggle or reactivate the vessel | | Cannot deactivate a vessel | Vessel has active trips or assignments | Complete or cancel active trips and assignments first |

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