Chapter 1 — Getting Started
This chapter is designed for users logging into Shipots for the first time. It covers signing in, an introduction to the user interface, and the general logic of the permission system.
1.1 Introduction to Shipots
Shipots is a web-based Fleet Management System that enables companies operating in the maritime industry to manage their fleet, voyages, cargo, crew, and financial operations from a single centralized platform.
Within their permission scope, users can perform the following core operations:
- Fleet — Ship, port, and equipment definitions
- Voyage & Cargo — Voyage planning, cargo manifests, real-time tracking
- Crew & HR — Personnel records, shifts, leave, payroll, contracts
- Maintenance & Certification — Planned maintenance, certificate renewal tracking, non-conformance management
- Finance — Invoices, accounts, e-Invoice (GİB integration), online collection via iyzico
- Inventory & Procurement — Materials, fuel, request management
- Reporting — Fleet, finance, voyage, crew, maintenance, and many more reports
The interface is bilingual — Turkish and English — each user can select their preferred language.
1.2 System Requirements
Shipots is a web application; you do not need to install any software on your computer.
Supported browsers:
| Browser | Minimum version |
|---|---|
| Google Chrome | 110 or later |
| Microsoft Edge | 110 or later |
| Mozilla Firefox | 115 or later |
| Safari | 16 or later |
Other requirements:
- Uninterrupted internet connection (5 Mbps recommended)
- Minimum 1280 × 720 screen resolution (works on smaller screens but some tables may require horizontal scrolling)
- JavaScript and cookies must be enabled in the browser
Tip: If automatic updates are enabled in your browser, no additional action is required.
1.3 Signing In
To sign in to Shipots, you need an email address and password assigned to you by your company. If you do not have an account yet, please contact your administrator.
Steps:
- Type your company's Shipots URL into your browser's address bar (e.g.,
https://shipots.yourcompany.com). - In the sign-in screen, enter your corporate email address in the Email field.
- Enter your password in the Password field.
- Click the Sign In button or press Enter on your keyboard.
[SC: Sign-in screen — screenshot showing logo, email and password fields]
If your credentials are correct, you will be redirected to the home page (Dashboard).
Invalid sign-in behavior
For your security, the system tracks failed sign-in attempts:
- Incorrect email or password — "Invalid credentials" warning appears. If the remaining attempts count is 3 or fewer, it is displayed in parentheses on screen.
- Too many failed attempts — Your account will be temporarily locked. You must wait or contact your administrator.
- Frequent repeated failed requests — "Too many attempts" warning appears; you can try again after a short wait.
Note: Your session information is stored only in the open tab. If you close the tab or browser, you are automatically signed out and will be prompted to sign in again.
1.4 Forgot Password
In Shipots, there is no self-service password reset feature on the sign-in screen. If you forget your password:
- Contact your company's Shipots administrator (or IT department).
- The administrator will assign you a new temporary password from the Settings → Users screen.
- After signing in with the temporary password, it is recommended to change your password from the My Profile page (see Chapter 13.7).
Tip: Do not share your password with anyone. Choose a strong password: at least 8 characters with uppercase and lowercase letters, numbers, and special characters recommended.
1.5 Signing Out
There are two ways to sign out of Shipots:
Method 1 — From the profile menu (recommended):
- Click the profile avatar (the round button with your initial) in the top-right corner.
- From the menu that appears, click Logout.
Method 2 — From the sidebar:
- Click the Logout link at the bottom of the left sidebar.
[SC: Top-right profile menu open, Logout option highlighted]
When you sign out, your session information is cleared immediately and you are redirected to the sign-in screen.
Automatic sign-out
The system automatically signs you out in the following cases:
- When the browser tab or window is closed
- After extended inactivity (for session security)
- When an administrator deactivates your account or resets your password
Note: If you are using a shared computer (e.g., ship's cabin, shared office terminal), always sign out manually when you are done.
1.6 User Interface Overview
After signing in, the screen you see consists of three main areas:
[SC: Annotated screenshot pointing to the three areas of the main screen — left sidebar, top bar, content area]
1.6.1 Left Sidebar
You access all modules from this menu. The menu contains two types of items:
- Direct links — Open the related page with a single click. Examples: Dashboard, Tracking, Ports, Tasks, Calendar, Notifications.
- Groups — Sub-items expand when you click the title. Examples: Ships, Cargo, Finance, e-Invoice, Materials Management, Crew, Certificates, Maintenance & Equipment, Human Resources, Non-Conformance, Settings.
Collapsing the menu: Click the ☰ (three lines) button on the top bar to collapse the menu. In collapsed mode, only icons are shown; the title appears as a tooltip when the mouse hovers over the icon. On mobile devices, the menu is hidden by default and can be opened with the ☰ button.
Tip: Some menu items may not be displayed depending on your role or your company's subscription. If you cannot see a page, you do not have permission to access it.
1.6.2 Top Bar
Items in the top bar (from left to right):
| Item | Description |
|---|---|
| ☰ Menu button | Collapses / expands the left sidebar |
| Company selector | Visible only for SuperAdmin users; those managing multiple companies can switch between them |
| Company label | For Admin/User roles, the name of the current company is displayed |
| TR / EN | Switches the interface language between Turkish and English. Your preference is saved, and the same language opens on your next sign-in |
| 🔔 Notification bell | Displays the unread notification count with a red badge; clicking opens the Notifications page. The bell shakes when a new notification arrives |
| Profile avatar | A round button with your initial; clicking opens the profile menu |
[SC: Top bar with TR/EN buttons, bell icon, and profile avatar marked]
1.6.3 Profile Menu
The menu that opens when you click the profile avatar contains the following:
- Full name and email — Information of the signed-in user
- My Profile — Opens the profile page (see Chapter 13.7)
- Logout — Ends the session
- Theme — One of 7 different color themes can be selected: Ocean (default), Amethyst, Emerald, Dawn, Flame, Light, Black
Theme changes are applied instantly and only affect your screen; your preference is saved with your account.
[SC: Profile menu open, 7 theme colors visible]
1.6.4 Content Area
The main area that displays the page you selected from the menu. Most pages consist of the following components:
- Page title and action buttons (New, Export, etc.)
- Filter bar (search box, dropdowns, date range)
- List / table (sortable by columns, clickable rows to access details)
- Status badges (colored labels such as Active, Inactive, Pending, etc.)
1.7 Permissions and Roles
Authorization in Shipots is two-layered:
1. Company Modules
Modules that your company has subscribed to are visible in the menu. For example, if your company does not have the e-Invoice module, the related menu group is not displayed at all. This setting is made only by SuperAdmin.
2. User Role Groups
Each user in your company is assigned to a role group. Role groups define permissions on a page and action basis:
| Role | Typical permissions |
|---|---|
| SuperAdmin | Full authority system-wide; manages all companies, sees the company selector |
| Admin | Views and edits all pages within their own company; can access administrative screens such as Company Management and Role Groups |
| User | Accesses pages allowed by the assigned role group; management screens are usually hidden |
If you try to access a page you do not have permission for:
- It is not displayed in the menu at all
- Even if you type it directly in the address bar, access is denied
Note: If you can access a page but cannot see certain buttons (e.g., Delete), you do not have permission for that action. Contact your administrator for permission requests.
How role groups are defined is explained in detail in Chapter 13.2 — Role Groups.
1.8 General Shortcuts and Usage Tips
Shortcuts and interactions you can use frequently in Shipots:
| Shortcut | Function |
|---|---|
| Enter (sign-in screen) | Same as clicking the Sign In button |
| Enter (search boxes) | Applies search or filter |
| Esc | Closes the open dropdown / modal window |
| Click column header | Sorts the table by that column (click again for reverse order) |
| ☰ button | Collapses / expands the sidebar |
| Click row | Opens record details in lists |
Practical tips:
- Date fields — You can type dates manually or click the calendar icon to pick.
- Multi-select filters — Some filters have an "All" option; if no box is checked, All remains automatically selected.
- Auto-refresh — The notification bell updates automatically every 60 seconds; you don't need to manually refresh the page.
- Language switching — TR / EN switch is instant; you don't lose any data.
Next chapter: Chapter 2 — Home (Dashboard).