Yacht Charter Management Software
HelmOps runs each yacht charter as a trip: dates, ports, guests, the day-by-day itinerary, checklists, provisioning lists, crew tasks and expenses sit on one record, and a private guest portal gives the charter party the itinerary, menus, house rules and Wi-Fi details. Charter, private, delivery and maintenance trips are kept apart, so every charter's costs report on their own.
What it looks like in HelmOps
Every charter as one trip record
A charter in HelmOps is a trip with a type (charter, private, delivery, maintenance or other), start and end dates, departure and arrival ports, the main guest and the guest count, and notes. The itinerary is planned day by day, pre-arrival and turnaround checklists and provisioning shopping lists hang off the trip, and crew tasks and calendar events can be linked to it. About a day before a planned departure, crew members with unfinished checklist items assigned to them get a reminder, so preparation does not depend on someone remembering to ask.
A private guest portal for each charter
Each trip can have its own guest portal: a private link for the charter party, with an optional expiry date and the option to approve guests before they get in. The captain chooses which sections guests see, from itinerary and destinations, menus and beverages, house rules, dress code, activities and Wi-Fi details to emergency information and the crew. Guests can send their preferences and concierge requests, share photos in the trip album and leave feedback on the trip. Guest information is prepared once per charter instead of being retyped into messages.
Charter costs, movement logs and the paperwork around a trip
Expenses captured by the crew, with receipts and approvals, can be allocated to the charter trip, so fuel, provisioning, berthing and guest services report against the charter they belong to and private use stays separate. Departures and arrivals are logged with the port, ETA or ETD, weather, sea state and notes, and tank readings record fuel, fresh, grey and black water levels during the trip. For Turkish waters, the transit log can be filled from crew records and exported as a PDF. HelmOps has no dedicated APA module; the trip's itemised expenses give the captain a receipt-backed list to reconcile against the APA.
Frequently Asked Questions
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