School & Fleet Workflow Guide

1. Big picture workflow

A single operational chain runs from the moment something is noticed on a boat to the moment the work is handed to billing:

Every page in the school / fleet workspace sits on this chain. Knowing where you are on it tells you what to do next.

2. Roles

3. Where to go

All Boats

Fleet overview and boat status — start here to see every boat in the workspace at a glance.

Boat Status Report

Instructor / captain reporting and inspection workflow. Used at the start or end of a session to record condition and surface issues.

Manager Desk

Fleet intake and review. One page shows:

• Recent BSRs.
• Reported defects awaiting triage.
• Submitted work awaiting review.
• Recently fixed items for context.

Weekly Workload

Manager / office planning surface:

• Assign ordinary tasks and defects to a person or outside vendor.
• Set priority.
• Estimate labor hours.
• Filter and sort by boat, assignee, priority, or due status.

My Work

Maintenance execution surface:

• Only the work assigned to you.
• Status lanes: pending, in progress, needs more info, submitted for review.
• Add labor hours, supplies, receipts, and photos as you go.

Billing Queue

Office handoff surface:

• Approved work ready for billing.
• Completed work still awaiting manager review.
• Items moved to QuickBooks tracking for accounting follow-up.

4. Boat Status Report (BSR) workflow

• Start a BSR from the boat dashboard or the menu.
• Complete the report / checklist as you walk the boat.
• Add photos where they help (damage, wear, fluid levels).
• Report defects from any findings — these flow to the Manager Desk.
• The manager reviews defects on the Manager Desk and decides whether to triage, assign, or defer.

5. Maintenance work lifecycle

Each piece of work moves through a small number of clear states:

• Pending — assigned but not started.
• In Progress — the worker has started.
• Submitted for Review — the worker says the job is complete and the manager or office must review it.
• Needs More Info — the manager has sent it back for better notes, photos, or details.
• Ready for Billing — the manager has approved the work and the office can invoice or move it to QuickBooks.
• Closed / Moved to QuickBooks — finished administratively.

6. Labor, supplies, receipts, and rates

• Maintenance enters hours and selects a work type: General or Technical.
• Managers / office set the internal hourly rates for each work type.
• Mechanics do not see labor rates. Internal cost lives on the management side only.
• Supplies can be entered in the receipt currency, including XCD.
• Receipts and photos are internal evidence — they support the manager review and the billing handoff.
• QuickBooks remains the accounting system of record. Vessel Ready supplies the operational evidence; QuickBooks owns the invoice.

7. What Vessel Ready is not replacing

• Not QuickBooks.
• Not payroll.
• Not HR.
• Not bookings.
• Not a full ERP.

Vessel Ready is the operational bridge: reported issue → assigned work → evidence → manager approval → billing handoff. The systems either side of that chain stay where they are.

8. First pilot recommendation

For a new school / fleet pilot, start small:

• One or two boats.
• One manager.
• One office / admin user.
• One maintenance user.
• One instructor / captain.
• Run one full cycle: BSR → defect → assignment → My Work → review → Billing Queue.