Port call management.
Keep the whole call connected.

Start with the call, vessel and responsible agent

A useful port management workspace starts with a clear operational scope. For a shipping agency, the central record is the vessel’s port call: its reference, port, terminal, operation, expected arrival, sailing details and responsible agent. These are the details the team needs to find and check quickly.

7SeasDesk connects that record to the vessel register, the companies involved and the documents being prepared. Existing information can be reused while call-specific facts, such as the master or cargo, remain editable for the new visit.

Keep several cargoes within the same visit

A tanker may discharge several parcels or complete discharging and then load during the same port stay. The software needs to keep the visit together while preserving the events and cargo information for each operation.

In the tailored workflow, separate cargo lines and Bills of Lading retain their own product descriptions, quantities and units. Loading and discharging workspaces can have separate statements and cargo documents under the same call. Review the tanker port agency workflow for a multi-parcel example.

Build the Statement of Facts from the actual sequence

Record the dates and times available for arrival, pilotage, berthing, cargo work, documents and sailing. Use standard operation wording where appropriate and keep the flexibility to enter an event that is specific to the visit.

A late event entry should still be placed in the correct sequence. The printed SOF needs readable cargo information, consistent time formatting and the agreed remarks and signing areas. Longer statements continue on numbered pages. See the Statement of Facts software.

Connect operations with documents and accounts

The terminal notification, cargo instructions and departure documents reuse the confirmed details of the call. Changes to shared information need to be reviewed before a final PDF is generated, especially where several agents are working on the same visit.

The commercial record follows the same call. Start with a PDA, review actual costs and customer charges, and prepare the FDA with the relevant supporting evidence. This gives the office a connected operational and financial handover.

Define what port management means for your team

Agency coordination, terminal operations and port-authority planning have different requirements. Our starting point is the shipping agency’s port-call workflow. Your specific roles, forms, calculations, port coverage and reporting requirements define the configuration.

Walk through the nomination-to-FDA checklist with your team. Then request a demonstration based on a realistic call and identify the parts that should be tailored to your office.

Example: one tanker call, two cargo operations

Consider a fictional tanker visit that discharges two parcels and then loads another cargo. The office still needs one visit reference, a common vessel record and a consistent financial account. The discharge and loading events, cargo parcels and Bills of Lading need separate operational histories.

For the discharge SOF, the agent can keep the individual products and their quantities or use an agreed shared description with the total weight. Quantities on different weight bases must remain separate. The loading SOF records its own events and cargo; changing its wording should not rewrite the discharge history.

Documents that belong to the visit, such as a waste reception record, need the same saved facts whichever cargo workspace opens the printout. When a long SOF spans several pages, each page needs its number, the total page count and the agreed signing areas. These are practical checks to include when configuring SOF documents and cargo forms for a combined call.

Questions about port call management software

What does port call management software connect?

It connects the vessel visit, operational events, cargo parcels, documents and disbursement accounts so the agency team can work from a shared call record.

Can one call include loading and discharging?

The workflow can retain one vessel visit with separate loading and discharging operational workspaces. Document requirements and calculation conditions are reviewed for the configured ports.

Can this be adapted for a terminal or another maritime company?

Related maritime workflows can be discussed as a tailored project. The requirements for planning, operational data, documents, users and interfaces are assessed before that scope is agreed.