Frequently Asked Questions

PMS software companies primarily sell and support software platforms. The vessel-specific build is often a secondary service. That model works for some vessels, but a PMS built without direct maritime engineering experience tends to show its gaps during daily use.

NavioData is an independent planned maintenance services company. We audit the vessel, map the systems, build the PMS structure, extract OEM maintenance, organise spares, and prepare handover. The software is just where the finished system lives.

You also stay independent. The master file 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 vessel-owned reference file.

The OEM data build is delivered as a standard PMS-ready workbook that can be adapted to most PMS platforms. Tier 2 and Tier 3 include PMS setup/import into your chosen system, subject to platform capability and access.

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 PMS build.

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 optional add-on alongside a core project — not as a standalone service. Where manuals aren't obtainable, gaps are flagged in the handover pack so you know exactly what was and wasn't documented.

For operational vessels, typical timelines run 6–10 weeks for small vessels (30–40m), 8–14 weeks for mid-size (50–60m), 12–20 weeks for large (70–90m), and 16–26 weeks for very large (90m+). Documentation completeness and review responsiveness are the biggest drivers within those ranges.

For new builds, the timeline follows the build schedule as documentation is released progressively, so it can run longer than an equivalent operational-vessel project.

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 PMS handover.

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.

New builds are the primary focus. NavioData supports owners, owner reps, and new-build engineers before handover by turning build documentation, OEM manuals, technical drawings, commissioning data, and crew requirements into a working PMS.

Operational vessels are still supported for OEM data builds, PMS setup, rebuilds, and rescue work where the existing PMS is incomplete or unreliable.

Yes. Sailing yachts include an additional system block covering spars, standing and running rigging, rigging hydraulics, and sail handling equipment — winches, furlers, blocks, and sails. Rigging maintenance has specific cycle-based intervals that are captured in the database alongside the OEM machinery tasks.

Our founding project is an 80m sailing yacht new build, so sailing-specific data — mast, boom, furlers, and rig hydraulics — is first-hand experience rather than something we've had to learn alongside the project.

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

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

Yes, where selected. PMS setup/import is included in Tier 2 and Tier 3. Tier 1 is a data build only and does not include PMS software setup.

PMS training for crew is available as an add-on. Travel expenses are quoted separately where required.

Not always. Many builds can be done remotely from strong documentation and project-team review.

Onboard visits are recommended where the existing PMS is poor, documentation is incomplete, or physical verification is needed. On-site survey, nameplate verification, spare inventory count, and box and location mapping are quoted separately including travel.

The included scope depends on the selected package.

Tier 1: OEM data build from supplied manuals and equipment information.

Tier 2: Tier 1 plus PMS setup/import and configuration QA.

Tier 3: vessel-wide new-build PMS implementation, including technical consultancy, specifications and drawings review, commissioning tasks, installation tasks, criticality, class/flag maintenance mapping, verification, PMS setup, and handover.

Add-ons: manual sourcing, extra site visits, equipment cover photos, spare part photos, full spare inventory count, box and location mapping, crew training, annual review, and ongoing support.

For operational vessels, payment is staged around engagement, hierarchy sign-off, and final delivery.

For new builds, payment is staged around engagement, hierarchy sign-off, delivery, and post-delivery review when the PMS is genuinely in operational use.

Travel add-ons are quoted as fixed add-ons, with flights, accommodation, and subsistence included. No cost variance passed to you.

Tier 3 new-build implementation is scoped individually. New builds can require longer review cycles, progressive documentation release, specifications and drawing review, commissioning updates, and site verification.

Payment is staged to match the build and handover process, with final payment aligned to post-delivery review.

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

The PMS build 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. Tell us the vessel size, build stage, chosen PMS if known, and what documentation is available. We'll recommend the right package and next step.