Playbooks
Automate repetitive workflows with reusable service order templates.
Overview
Playbooks are templates that automatically create multiple service orders when applied to a port call. They help standardize operations and ensure consistency across similar port calls.
For example, a "Standard Arrival" playbook might include tasks for customs clearance, pilot booking, berth assignment, and provisioning - all created automatically with proper scheduling relative to the vessel's ETA.
A typical port call might require 10-15 service orders. With playbooks, you can create them all in seconds instead of manually entering each one.
Creating Playbooks
Build a playbook from scratch:
Step 1: Define Basic Info
Give your playbook a name and description. Optionally specify which vessel types, ports, or operations it applies to.
Step 2: Add Tasks
Add tasks that will become service orders. For each task, specify the service type, priority, and time offset from the port call ETA.
Step 3: Set Scheduling
Configure offset hours for each task. For example, "-24 hours" means the task should be scheduled 24 hours before ETA.
Step 4: Save & Activate
Save the playbook and mark it as active. It will now appear when applying playbooks to port calls.
Using Templates
PortTask provides built-in templates to get you started quickly. You can also duplicate existing playbooks to create variations.
Standard Arrival
8 tasksCommon arrival procedures including customs, pilot, and provisions
Standard Departure
6 tasksDeparture clearance, documentation, and pilot arrangement
Cargo Operations
10 tasksFull cargo loading/unloading workflow
Bunkering
5 tasksFuel delivery coordination and safety checks
Crew Change
7 tasksImmigration, transport, and documentation for crew rotation
Repairs & Maintenance
6 tasksTechnical service coordination and surveys
Applying Playbooks
Apply a playbook to a port call to generate service orders:
From Port Call
Open a port call and click "Apply Playbook". Select from available playbooks that match the vessel type and port.
During Creation
When creating a new port call, you can select a playbook to apply immediately after the port call is created.
Preview Before Applying
Before applying, you can preview what service orders will be created. The preview shows the calculated schedule based on the port call's ETA.
Task Scheduling
Each task in a playbook has an offset from the port call ETA. This determines when the service order will be scheduled:
Duplicating Playbooks
Create variations of existing playbooks by duplicating them. This is useful when you need similar workflows with slight modifications for different ports, vessel types, or operations.
To duplicate, open a playbook and click "Duplicate". You'll be able to rename it and make changes without affecting the original.
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