PortFormKit – Full automation of port papers

PortFormKit is a powerful Excel-based solution designed for full automation of port paperwork through structured ship data input and template-driven document generation.

It fully manages the creation of standard port forms and IMO FAL documents by using customizable Excel templates and a single-entry data model. PortFormKit exports clean, formula-free files ready for submission or printing, significantly reducing manual work and eliminating common preparation errors — all in a fully offline, installation-free environment.

 

✅ What the PortFormKit Does

PortFormKit automates the entire workflow of preparing port-related documents based on a single ship data entry. Instead of filling multiple forms manually, officers enter key voyage, vessel, and crew data once — and PortFormKit takes care of the rest.

Key functions:

  • 🔄 One-time data entry – fill in ship details once, apply across all documents
  • 🧾 Auto-filled templates – generates standard port forms and IMO FAL forms from Excel-based templates
  • 🧼 Clean exports – outputs documents without formulas, ready to print or submit
  • 📚 Maintains detailed port call history – auto-logged and used across relevant forms
  • 🛠️ Includes editable form templates – most commonly used port documents on board, customizable per company/port
  • 👨‍✈️ A must-have tool for 3rd or 2nd officers – streamlines and safeguards pre-arrival paperwork prep
  • 💻 Works fully offline – no installation or macros, runs directly in Excel
  • ✅ Minimizes errors – no more copy-paste mistakes or outdated info across forms

🚀 Killer Feature: One-Click Clean Export

Each generated document is exported as a standalone Excel file with no formulas, links, or dependencies — just clean, editable values.
Perfect for sending to agents, printing, or archiving — without the risk of broken formulas, hidden errors, or compatibility issues.

✅ Why it matters:

  • 📧 Ready to send – no need to convert or clean up formulas
  • 🖨️ Perfect for printing – layout stays intact on any computer
  • 🔗 No broken references – works independently of the main workbook
  • 📁 Lightweight and compatible – ideal for attachments or e-submissions

You get professional-looking forms in seconds — no macro, no plugins, no mess.

🧭 Voyage Memo Management

PortFormKit includes a built-in voyage memo system that helps you manage port rotations and call sequences with full flexibility — ideal for container ships and liner services.

Core capabilities:

  • 📍 Manage port rotation – define and adjust port sequences for each voyage or service loop
  • ➕ Add unplanned port calls – support for ad hoc entries, including emergency stops and intermediate calls
  • 🔁 Omit planned calls – easily exclude individual ports from the sequence without deleting them from the rotation
  • 🧭 Multi-lane support – manage multiple services or loops in parallel (e.g. AE2, MD1)
  • ✍️ Manual override – direct editing of the memo when needed

👥 Crew Database with Smart Validation

PortFormKit features an integrated crew database to simplify form population, eliminate typos, and ensure consistent crew-related entries across all documents.

Highlights:

  • 🧠 Smart value validation – built-in checks to prevent invalid or inconsistent inputs (e.g. duplicate names, incorrect ranks, missing fields)
  • 🎖️ Rank and nationality database – predefined list of STCW-compliant ranks and ISO country codes, editable to fit your company standards
  • 🧾 Single-entry system – enter crew data once and reuse it across all forms (e.g. FAL 5, crew lists, security declarations)
  • 📏 Auto-adjusting form size – dynamically resizes all crew-related forms based on the number of crew entered — no manual editing required
  • 🔒 Error-proofing mechanisms – protects against accidental deletion, wrong formats, or misaligned roles
  • 🛠️ Editable and extendable – add, remove, or modify records as needed

Spend less time rewriting names — and more time getting your port call cleared.

📄 Available Templates

PortFormKit includes a wide selection of pre-built and editable templates covering the most common port documents used across the globe. All templates are fully integrated into the one-entry workflow and can be exported individually as clean, standalone Excel files.

🧾 Standard Forms:

  • Crew List Arrival / Departure (based on extended IMO crew list — includes full personal details, ranks, passport and seaman book, and joining info)
  • POC List
  • NIL List (No additional persons list)
  • Passenger List
  • Crew Effects Declaration
  • Bonded Stores Declaration
  • Ship Stores Declaration
  • Vaccination List
  • Currency Declaration
  • Ammunition List
  • Temperature Log Sheet

These forms are widely accepted by agents and port authorities in most countries and regions.

🌐 IMO FAL Compliant Forms:

  • IMO FAL Form 1 – General Declaration
  • IMO FAL Form 2 – Cargo Declaration
  • IMO FAL Form 3 – Crew List
  • IMO FAL Form 4 – Passenger List
  • IMO FAL Form 5 – Crew Effects Declaration

All forms follow official layouts and are partially editable to fit specific needs.

🚢 Application Highlights

PortFormKit is designed by active seafarers for seafarers, with real onboard workflows and port formalities in mind. It’s built for reliability, speed, and ease of use — tailored to the actual needs of officers handling pre-arrival paperwork.

🔧 Built for Professionals:

  • 🎯 Purpose-built for pre-arrival formalities – no bloat, just what you actually use
  • 🧩 Modular and scalable – templates and logic can be adapted to your company’s requirements
  • 💼 Ideal for liner and tramp vessels – supports fixed loops, changing rotations, and unscheduled calls
  • 🧮 100% Excel-native – no need for installation, macros, or external files
  • 🚫 No internet required – works offline, directly from USB or ship drive
  • 📦 Self-contained – stores all data locally in a structured, easy-to-manage format
  • 🛟 Fail-proof by design – built-in validations and automation reduce risk of mistakes
  • 🔁 Unlimited export – generate as many document sets as you need, with no restrictions

Trusted structure. Instant results. Excel where you already work.

👤 Who Is It For

PortFormKit is designed for seafarers and shipping professionals who need a fast, reliable way to generate port documentation with minimal effort.

Perfect for:

  • 👨‍✈️ 3rd and 2nd Officers – in charge of preparing port pre-arrival and clearance documents
  • 🧑‍💼 Shipping agents – who require consistent, accurate forms from vessels
  • 🚢 Container, bulk, tanker, and Ro-Ro vessels – adaptable to various ship types and operational profiles
  • 📄 Companies with custom documentation workflows – thanks to editable templates and logic

Whether you’re working on a fully scheduled liner or a flexible tramp service — PortFormKit adapts to your workflow and saves hours on paperwork.

💰 Pricing

Individual License: just $29 / 1 year

Includes:

  • ✅ Full access to all features
  • 🔁 All updates for free
  • 💻 Fully offline usage

🎁 Interested? Request a free trial version to test it onboard.

📩 Contact & Purchase

Have questions or want to purchase? Please contact us: