FAQ
Frequently asked questions.
How LadderWatch works, who can use it, and what to expect as a pilot or association administrator.
General
What is LadderWatch?
LadderWatch is a pilot transfer arrangement (PTA) database and reporting tool built for marine pilots. Pilots use it to document deficiencies on pilot ladders, gangways, and combination arrangements, and to look up a vessel's history before boarding.
What is a PTA?
A Pilot Transfer Arrangement is the ladder, gangway, or combination arrangement a vessel rigs for a marine pilot to board or disembark at sea. SOLAS regulations govern exactly how these must be rigged. Non-compliant arrangements are a leading cause of pilot injuries and fatalities.
Is vessel history really shared across associations?
Yes, intentionally. A vessel that had a deficient ladder in Seattle may call San Francisco next week. Sharing anonymized safety data across associations is the core premise of LadderWatch: a step ahead.
Who can see my association's data?
Your pilots see anonymized vessel history reports from all associations. Your administrators see full detail for your own association only. LadderWatch staff can access data for operational and support purposes as described in the Privacy Policy.
For Pilots
How do I get access?
Your pilot association will give you an invite code. Go to portal.ladderwatch.com, enter your code, and create your account. If you don't have a code, contact your association administrator.
Can I see reports that other pilots submitted?
Yes. Vessel history is shared across all contributing associations. When you look up a vessel, you see reports from every pilot who has boarded that vessel through LadderWatch, not just your own association. Pilot identity is never shown; you see the deficiencies, the compliance status (Compliant, Deficient - Used, or Deficient - Refused), and notes, but not who submitted the report.
Is my identity protected when I submit a report?
Yes. Your name and association are never visible to pilots at other associations. Cross-association vessel history is fully anonymized.
Can I start a report before I board and then finish it after the job is done?
Yes, and that is exactly how it is designed. Start your report on the pilot boat as you observe the approach, then complete it when it is operationally best for you. The form saves a draft automatically.
What if my signal drops while I am submitting?
The app is built for unreliable connections. If your submission is interrupted, your report is saved as a draft.
How does the voice feature work?
Tap the microphone button while filling out a report and describe what you observed in plain language, pilot jargon included. The app transcribes your description and automatically fills in deficiency codes, PTA type, compliance status, and other fields. You review and confirm before submitting. The voice transcription does require an active internet connection, but you can also fill out the form and choose deficiencies manually.
Can I attach photos or video?
Yes. You can attach photos and short videos up to 50 MB each, directly from your camera or camera roll. iPhone photos are converted automatically, so you never have to think about file formats. They are stored securely, visible to your association administrators, and embed directly in any PDF notices your association generates.
Can I edit a report after I submit it?
No. Submitted reports are locked to preserve data integrity. However, within 30 days of filing you can submit an addendum to either add more deficiencies or clarify something in the original report. Addenda are append-only, so the original record stays intact.
Does it work on my phone?
Yes. The app is a mobile-first web app that works on any modern smartphone browser. You can also install it to your home screen on iOS or Android for faster access and an app-like experience.
For Association Administrators
How do I add pilots to my association?
When your Association becomes a member of LadderWatch, the Administrator will be given invite codes with assigned roles (pilot or ops manager) and a license limit per code. Share the codes with your pilots and they self-enroll. You can see who has redeemed each code in real time.
What is the difference between Admin, Ops Manager, and Pilot?
- Pilot:can submit reports and view vessel history.
- Ops Manager:can submit reports, view vessel history, and view all association reports and analytics, but cannot change settings or generate formal notices.
- Admin:full access, including reporting, settings, invite codes, analytics, internal and external report generation, vessel deficiency notices, and managing memberships.
Can I see all reports submitted by my pilots?
Yes. The admin report feed shows every submission from your association with full detail: deficiency codes, photos, notes, compliance rating, and pilot name (visible to admins within their own association).
Can I export reports?
Yes. The report feed has a PDF or CSV export tool. You can also generate reports from the Analytics page, forward Near Miss reports, and generate letters to ship operators.
What is a Near Miss report?
When a pilot flags a boarding as a near-miss event, it generates a separate Near Miss report linked to the submission. These are tracked separately and visible in your admin portal with a dedicated flag so nothing gets lost in the general report feed. Injuries are captured through their own structured follow-up and tracked separately from near misses.
Can I generate a formal deficiency notice for a vessel?
Yes. From any non-compliant submission, admins can generate templated, editable PDF letters built from the vessel's actual recorded history, with your association's details and the deficiency findings documented. The escalation ladder runs from First Notice to Second Notice to Third Notice to Refusal of pilotage services. And when a pilot flags that the next port should be warned, you can generate a Next Port Notification letter summarizing the deficiencies for the receiving port.
What analytics are available?
The analytics dashboard shows deficiency frequency by code, compliance trends over time, PTA type breakdown, sea state distribution, and more, filterable by date range.
What happens if a pilot leaves our association?
You can deactivate their membership in the admin portal. They lose access immediately. Their submitted reports remain in your association's records.