SUPPORT CENTRE

Receiving Your Invitation

When your club admin invites you, you'll receive a welcome email from Nauticore containing a step-by-step guide and a button to activate your account.

1. 1Click "Activate My Account" in the invitation email.
2. 2Enter and confirm a password (minimum 8 characters).
3. 3Click "Activate Account" — you'll be redirected to the login page.
4. 4Log in with your email and the password you just set.

Logging In

Always log in via your club's specific URL — included in your invite email. It looks like fleet.yourclub.co.uk.

• Email and password: enter your credentials and click Sign In.
• Forgot password: click "Forgot password?" on the login page and follow the reset link.

Installing as an App

Nauticore works as a Progressive Web App — install it on your phone with no App Store required.

• iPhone / iPad: open in Safari → Share → "Add to Home Screen".
• Android: open in Chrome → three-dot menu → "Install App".

Navigating the App

• Dashboard — upcoming bookings and quick actions.
• Fleet — browse vessels and make bookings.
• My Bookings — view, manage, and cancel bookings.
• Profile — update personal details and password.

1. 1Click "Fleet" in the sidebar to see all available vessels.
2. 2Click a boat card to open its detail page.
3. 3Use the date strip to pick your preferred date.
4. 4Check the weather forecast bar below the date strip.
5. 5Click "Morning" or "Afternoon" to select your slot.
6. 6Review the confirmation sheet and click "Confirm Booking".
7. 7You'll get a confirmation notification and email immediately.

Slot Types

• Morning slot: from sunrise until 13:00.
• Afternoon slot: from 13:30 until sunset.
• Both slots on the same boat and day can be booked by different members.

Booking Limits

Your club sets a maximum number of future bookings you can hold at once (usually 2). Cancel an existing booking to free up a slot.

Qualification Requirements

Some boats require a specific qualification. If you don't hold it, you won't be able to book. Contact your admin to have your qualifications added.

Upcoming Tab

Shows all confirmed future bookings. For each you can:

• Download a calendar file (.ics) to add to Google Calendar, Apple Calendar, or Outlook.
• Cancel the booking (within the cancellation window set by your club).

History Tab

Shows all past and cancelled bookings. For completed bookings you can report an issue or rate your trip (for up to 14 days after the session).

Statement Tab

A month-by-month breakdown of fuel usage and charges recorded against your bookings.

Joining the Waitlist

If a slot is taken, a "Join Waitlist" button appears. Click it to join the queue and see your position (e.g. "Waitlist #2").

How Auto-Notification Works

1. 1When the booking is cancelled, the first waitlisted member is notified by email.
2. 2The email contains an "Accept This Booking" button — valid for 30 minutes.
3. 3Clicking it creates the booking immediately.
4. 4If the window expires, the next person in the queue is notified automatically.

Leaving the Waitlist

Go back to the boat page, select the same date and slot, and click "Waitlist #N · Leave".

When picking a booking date, the forecast for that day is shown automatically in the weather bar below the date strip.

What's Shown

• Weather condition: a descriptive label (e.g. ⛅ Partly cloudy, 🌧️ Rain).
• Temperature: max and min for the day in °C.
• Wind speed: in mph with compass direction (e.g. "12mph SW").
• Wind colour: green = light (<12mph), amber = moderate (12–24mph), red = strong (25mph+).
• Rain probability: shown as a percentage if greater than 0%.

If you notice anything wrong with a boat, please report it. This helps the club keep the fleet safe and protects the next member.

1. 1Go to My Bookings → History.
2. 2Find the relevant booking and click "Report an issue".
3. 3Select the category: Engine, Controls/Helm, Radio/Comms, Audio/Music, Seats/Upholstery, or Other.
4. 4Choose the severity: Minor, Medium, or Urgent.
5. 5Add a description and click Submit. The admin is notified immediately.

After your booking date, a "Rate your trip" prompt appears in My Bookings → History for up to 14 days.

What to Fill In

• Star rating: tap 1–5 stars for your overall experience.
• "Boat was clean": tick if the boat was left tidy.
• "Everything worked": tick if all equipment was functioning.
• Comment (optional): a sentence about your session.
• Testimonial consent: tick if you're happy for the club to share your comment.

Nauticore can send SMS text messages in addition to emails — so time-sensitive alerts reach you even if you're away from your inbox.

Opting In (Members)

SMS alerts are off by default. To enable them:

1. 1Go to Profile and make sure your mobile number is saved in the Phone Number field.
2. 2Scroll down to the Notifications section.
3. 3Under SMS Alerts, toggle "SMS waitlist alerts" on.
4. 4Click Save Preferences.

Once enabled, you'll receive a text message whenever a waitlisted slot opens up — in addition to the email. The text includes a direct link to accept the slot, so you can act within the 30-minute window without opening the app.

The Overview is the first page in the admin panel — an immediate health-check of the club.

Stat Cards

• Today's Bookings: total confirmed bookings for today.
• Active Members: total members with active status.
• Fleet Utilisation: percentage of available slots booked this week.
• Blocked Dates: upcoming blocked dates across the fleet.

Open Issues Widget

Shows unresolved boat issues sorted by severity. The widget turns red for urgent issues. Click "View all →" for the full Issues panel.

Today's Schedule & Recent Activity

A grid of today's bookings across all vessels, plus an audit log of recent actions — every action is timestamped and attributed.

Inviting a New Member

1. 1Go to Admin → Members.
2. 2Click "Invite Member" and enter the member's name and email.
3. 3Click Send Invite — they receive a welcome email with activation instructions.
4. 4The invite link is valid for 72 hours. Pending invites appear in the Members list.

Editing a Member

Click any member row to open their profile panel. From here you can edit details, toggle qualifications, add admin notes, view booking history, and send a password reset link.

Masquerade Mode

Click "View as [Member Name]" to see the app exactly as that member does. A banner reminds you you're masquerading. Click "Exit" to return.

Member Status

• Active: normal access — can log in and make bookings.
• Suspended: cannot log in. Use "Suspend Member" in the slide-out and "Reactivate" to reverse.

Adding a Vessel

1. 1Go to Admin → Fleet and click "Add Vessel".
2. 2Enter the vessel name, type, capacity, and optional description.
3. 3Add an image URL and select any qualification requirement.
4. 4Click Save — the vessel is immediately available for bookings.

Editing or Deactivating

Click any vessel to edit its details. Toggle "Active" off to remove it from member bookings without deleting it — useful for long-term maintenance.

Blocking Dates

• A single date for a specific vessel (e.g. maintenance).
• A date range for a specific vessel.
• An entire date for all vessels (e.g. club event or bad weather).

Viewing All Bookings

Admin → Bookings shows every booking across the fleet. Filter by date, vessel, member, or status.

Creating a Booking for a Member

1. 1Click "New Booking" and select the member, vessel, date, and slot.
2. 2Confirm. The booking is marked as admin-created and the member gets a confirmation email.

Cancelling & Fuel Logging

Admin cancellations bypass the cancellation notice window. The member is notified and waitlisted members are automatically contacted.

To log fuel: open a booking, enter litres used and cost per litre, and save. The charge appears on the member's statement.

The Billing panel shows all bookings with fuel logged but not yet billed.

1. 1Go to Admin → Billing.
2. 2See all unbilled fuel charges grouped by member.
3. 3Select the bookings you want to bill.
4. 4Click "Send Statement" — the member gets an itemised email with each trip's usage and total.
5. 5Billed bookings are marked and removed from the unbilled list.

Member-reported boat problems appear immediately in Admin → Issues, sorted by severity.

Closing an Issue

1. 1Click on the issue to expand it.
2. 2Add an optional admin note explaining what was done.
3. 3Click "Close Issue" — it moves to the Closed tab with a timestamp.

Admin → Analytics gives a data-driven view of fleet usage over the last 6 months.

• Stat cards: total bookings, confirmed, cancelled, cancellation rate.
• Fleet Utilisation: which vessels are being booked most.
• Monthly Trend: booking volumes over the last 6 months.
• Day of Week: which days are busiest.
• Morning vs Afternoon: session split.
• Top 5 Members: most active members by booking count.

Admin → Feedback shows all post-trip ratings with overview stats: average rating, clean %, all-worked %, and testimonial count.

Filtering

• All: every submission.
• With Comments: submissions with written feedback.
• Testimonials Only: consent given for public sharing.

The feedback prompt can be toggled on or off in Admin → Settings → Member Feedback.

Admin → Incidents is a structured safety log for near-misses and incidents — separate from member-reported boat issues.

Logging a Report

1. 1Click "New Report" and select the type: Incident or Near-Miss.
2. 2Enter a title, date/time, vessel, persons involved, and witnesses.
3. 3Write a full description, immediate action taken, and any injuries or damage.
4. 4Add contributing factors and preventive measures.
5. 5Click "Save as Draft".

Once complete, click "Email to Club Manager" to send a formatted report with a unique reference number.

Nauticore sends automated emails for key events:

• Booking confirmation: sent to the member when a booking is made.
• Booking cancellation: sent noting whether cancelled by member or club.
• 24-hour reminder: sent the evening before a booking.
• Fuel statement: sent when admin bills fuel charges.
• Password reset: sent when triggered by admin or member.
• Invite email: sent with full getting-started guide to new members.
• Waitlist notification: sent when a slot becomes available.

Nauticore automatically sends SMS alerts to admins when serious fleet issues are reported — no setup required beyond having a phone number on your admin profile.

When Admins Are Texted

• Medium severity issue reported — ⚠️ text sent to all admins with a saved phone number.
• Urgent severity issue reported — 🚨 text sent immediately to all admins with a saved phone number.
• Minor issues do not trigger an SMS (in-app notification only).

How to Receive Alerts

Simply make sure your mobile number is saved on your admin profile. Go to Profile → Phone Number, enter your number, and click Save Changes. That's all — SMS alerts are automatic for any admin with a phone number saved.

What the SMS Contains

The text includes the severity level, the boat name, the issue category, and a short description (if one was provided). It also reminds you to check the admin panel for full details.

Member Waitlist SMS

Members can individually opt in to SMS waitlist notifications from their Profile page. When a slot opens that they're waiting for, they receive a text with a direct link to accept — in addition to the email. This is particularly useful for the 30-minute acceptance window.

Booking Rules

• Max future bookings per member (1–5). Default: 2.
• Minimum cancellation notice (0, 2, 6, 24, or 48 hours). Default: 24 hours.
• Booking window — how many days ahead members can book. Default: 14 days.
• Afternoon slot start time. Default: 13:00.
• Enable magic link login — members can sign in without a password via an emailed link.

Club Information

• Club Name: appears in email headers and the admin panel.
• Contact Email: used for admin-generated emails.
• Address: shown in email footers.

Login Page

Your login page automatically shows your club logo (set on your domain/branding page), emergency contact number, and the selected theme colour.

• Show club name on login page: toggle this off if your logo already contains the club name — prevents it appearing twice.

Email & Feature Settings

• From Name and Reply-to address for outgoing emails.
• Toggle booking confirmation emails and 24-hour reminders on/off.
• Toggle admin daily digest on/off.
• Toggle post-trip feedback prompt on/off.

Danger Zone

"Clear All Future Bookings" cancels every upcoming booking across the entire club. You must type CONFIRM before the button activates.