Boat Reservation Software That Gets Everyone on the Same Schedule
Online requests, one-tap approval, date counter-proposals, a conflict-free calendar and automatic notifications — your fleet gets booked without a single phone call.
A fleet schedule today usually means a notebook at the front desk, three WhatsApp threads and a spreadsheet nobody keeps up to date. The result: two outings on the same boat next Saturday, a member still waiting for an answer since Tuesday, and a manager who spends the whole day on the phone. Captain Crews replaces all of it with one clear flow: requests come in online, approval takes one tap, and a shared calendar — the same one for everybody — simply refuses slots that are already taken. Every step notifies the right people automatically, each in their own language. Yacht clubs, charter companies, management firms: your fleet finally gets booked without friction, boats and vehicles alike.
Request, approve, counter-propose: a flow that runs itself
Members, clients or crew pick a unit, a time slot and any services right from their phone. The manager gets the request and approves or declines it in one tap — or counter-proposes new dates the requester just has to accept. Nobody chases anybody.
- Online booking requests: unit, time slot, requested services, comments
- Approve, decline or counter-propose dates in one tap, from the office or the dock
- Pending requests surface on the manager's home screen with a live counter
- Every step triggers a notification: request received, approved, declined, new dates proposed
- A full trail for every request: who asked for what, who approved it, and when
One shared calendar, zero booking conflicts
The calendar catches overlaps before they happen: one unit, one slot, one booking. Everyone looks at the same schedule, but only sees what their role allows — down to a read-only visitor access for front desks and partners.
- Automatic conflict detection on every request and every approval
- Availability search: find a free unit over any period in seconds
- Calendars filtered by type: boats on one side, vehicles on the other, or the whole fleet at once
- Fine-grained roles and scopes: unit managers, crew, owners, read-only visitors
- Each unit's status at a glance: docked, out at sea, under maintenance
Services, rates and paperwork attached to every booking
A booking is more than a slot: skipper, fuel, prep, cleaning… Define your own services and rates, let requesters pick them, and generate the rental document as a PDF. All in your company's currency and language.
- A service catalogue you define: labels, rates, attached to bookings
- Requesters tick their services when they ask; the manager keeps the final say
- A rental PDF generated per booking, ready to print or send
- Rental rates managed on each unit's record
- Multi-currency and fully bilingual English/French, notifications included
The workshop and the schedule finally talk to each other
Planned maintenance blocks the unit on the calendar, and dates get negotiated right in the tool: the workshop proposes, the owner accepts or counter-proposes. Outings never land on a boat that is laid up.
- A planned work order automatically reserves the unit on the calendar
- Date counter-proposals between workshop and owner, tracked in the tool
- Outings, maintenance and unavailability each read clearly on the schedule
- Requesters see immediately that a unit is laid up — no calls to the workshop
- The boat's history keeps both sides: trips made and work done
Your data flows: exports, imports and an API
The schedule doesn't live in a vacuum. Pull a booking report to Excel on exactly the scope you need, import your existing fleet to get started, and connect Captain Crews to your own software and spreadsheets through our API so everything stays in sync automatically.
- Excel booking reports: whole fleet, boats only, vehicles only, or a single unit
- Import your existing fleet — no retyping to get started
- Rental PDFs archived and retrievable per booking
- An API to connect your business software and spreadsheets — tell us what you use, we'll handle the plumbing
- No lock-in: your data stays exportable at any time, in line with GDPR data portability
Frequently asked questions
How does Captain Crews prevent double bookings?+
Every request and every approval is checked against the unit's existing reservations: if the slot overlaps an outing, maintenance or an unavailability, the conflict is flagged immediately and the booking cannot be confirmed. Back-to-back slots (one ends at noon, the next starts at noon) are not treated as conflicts, so you can chain outings without artificial blocking.
Who can request a booking, and who approves it?+
You decide. Every user has a role — manager, crew, owner, visitor — with precise rights. Requests are open to the profiles you choose, and approval stays with the designated manager or managers, per unit if needed. The read-only visitor access lets a front desk or a partner check availability without being able to change anything.
Can we manage vehicles as well as boats?+
Yes. Captain Crews handles mixed fleets: boats and RIBs, but also service or courtesy vehicles. Each category gets an adapted record, and both calendars and availability search filter by unit type — booking a courtesy car is as simple as booking a boat.
Can Captain Crews connect to the software and spreadsheets we already use?+
Yes. Beyond the one-click Excel and PDF exports, our API lets you connect Captain Crews to your business software and spreadsheets so your data stays in sync automatically, with no double entry. Every organisation uses different tools, so get in touch with your use case: we'll help you wire it up.
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Get everyone on the same schedule
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