The back office your fleet deserves
Manning, maintenance, compliance, procurement — the work between your systems still runs on people reading documents. The FreshMynds Platform reads them instead, verifies them, and answers from them with the source cited.
Where the manual hours go
Every shipping office knows these queues. They grow with every vessel you add.
Manning & document verification
Crew certificates, COCs and COPs, medicals, KYC, and port documents checked by hand for every sign-on. One missed expiry becomes a problem at the gangway.
Crew recruitment & HR
High-volume seafarer screening, credential validation against vessel requirements, onboarding files chased across email and desks.
Ship maintenance & troubleshooting
Deficiencies and repairs tracked in registers and spreadsheets. Equipment history lives in memories, not systems.
Regulatory compliance
IMO, DGS, IACS, and flag-state updates tracked manually across a growing fleet. Audit prep means weeks of document gathering.
Vendor & procurement
Bids evaluated line by line. POs, delivery notes, and invoices matched by eye. Duplicates and inflated entries slip through.
Internal knowledge access
SOPs, SMS documentation, and technical manuals searched page by page — or answered from memory by whoever has been there longest.
Communication overload
Vendor and port emails pile up. Priorities are found by scrolling, action items by rereading.
Fleet monitoring & reporting
Noon reports and voyage data retyped into spreadsheets. No single view across ships, so questions wait for the person with the file.
One platform, four products, nine jobs done
Each product below deploys on its own or as part of the platform — in your private cloud or on your own servers, integrated with the systems you already run.
Mynd Docs — documents read, verified, and tracked
AI-powered OCR and language models read, classify, and validate the documents your office handles every day — and flag what a checker would catch, before it reaches an approver's desk.
Crew document verification
Certificates of competency, STCW endorsements, medical fitness, KYC, and sign-on files checked for authenticity, validity, and eligibility. A live crew-to-ship matrix shows manning status across the fleet, with advance alerts before contracts and certificates expire.
Explore the use caseCommercial document processing
Bills of lading, charter party agreements, vendor contracts, invoices, and POs extracted and cross-checked automatically. Three-way matching of PO, goods received, and invoice, with anomalies flagged for review.
Explore the use caseDesigned to cut document turnaround from days to minutes, with every extraction traceable to the source page.
Mynd Copilot — your manuals, answering
A copilot trained on your own SOPs, SMS documentation, technical manuals, and circulars. Ask in plain language; get the answer with the exact clause cited. If it cannot cite, it says so.
Internal knowledge assistant
Shore staff and crew get instant, sourced answers on procedures, policies, and company protocol. New joiners stop depending on whoever is senior on watch.
Explore the use caseOnboard troubleshooting
The engineer on watch describes the fault — or attaches a photo — and gets the maker's procedure back, page and paragraph. History of past fixes included.
Explore the use caseRegulatory Q&A
ISM, MARPOL, SOLAS, DGS circulars — answered from the current text, cited, with your fleet's context applied.
Explore the use caseMynd Fleet — the fleet, in one view
Noon reports, voyage reports, bunker figures, and operational logs extracted automatically — no retyping. Ship-level and fleet-level dashboards you can question in plain language.
Fleet dashboards & reporting
Speed, consumption, cargo status, crew compliance, and maintenance state per vessel; trends and benchmarking across the fleet. Ask "which tankers have pending inspections" and get the list.
Explore the use casePredictive maintenance
Running hours, equipment age, and failure history analysed to flag likely failures before they cost off-hire days. Complete digital history per component makes survey and PSC preparation faster.
Explore the use caseMynd Flow — work that moves itself
Approvals, crewing workflows, and communications automated end to end — with status visible and escalations automatic, inside the systems you already use.
Crew recruitment & HR automation
Applications screened against vessel-specific requirements, credentials verified, interviews scheduled, onboarding documents tracked to completion. Rotation planning and attrition forecasting from your own data.
Explore the use caseApproval workflows
Purchases, contracts, and internal requests routed through multi-level approvals with real-time status — no chasing by email.
Explore the use caseEmail intelligence
Incoming vendor and port mail categorized and prioritized, threads summarized, routine replies drafted for review.
Explore the use caseWhat it is designed to change
Targets we scope and measure with you in a proof of concept — on your documents, against your baseline.
| Area | Designed to deliver |
|---|---|
| Document verification | 80–90% less manual checking effort |
| Document turnaround | Days to minutes, with source-traceable extraction |
| Crew onboarding cycle | 50–60% faster screening and credential validation |
| Compliance tracking | Up to 70% less manual regulatory tracking; audit-ready reports on demand |
| Invoice processing | 30–40% faster, with duplicate and anomaly detection |
| Knowledge access | Minutes of searching become seconds, with the source cited |
Figures are engagement targets based on the category and our platform design, agreed per scope in the proof of concept — not claims about past customers.
Works with what you run
API-first integration with SAP, DANAOS, AFSYS, HRMS platforms, and email systems. Your systems stay the systems of record; the platform removes the manual work between them.
Your data never leaves
Private cloud or fully on-premise. Models and document indexes exclusive to you. Role-based access, encryption in transit and at rest, complete audit trails.
Bring two documents. Leave with a plan.
Send us a certificate and a manual section before the call. The demo runs on them.