Managing configurations

Booking configurations define the checklists that guests and staff see during the booking process. Floatist typically handles the initial setup for your fleet, but you can make changes at any time — adding, editing, or removing items from your configurations.

You can manage all your configurations at Settings > Bookings > Configurations.

Key concepts

Before diving in, it helps to understand how the pieces fit together:

• Checklist: The underlying reusable content, defined at Settings > Checklists > Definitions. A checklist can be referenced by a booking configuration or attached directly to a task — see Using checklists on tasks. Checklists are the unit that gets shared when you copy a configuration or import a template — see How sharing works below.
• Configuration: A booking-specific wrapper assigned to a boat (or group of boats). Holds up to four checklists, one for each booking phase. Configurations exist only for bookings — tasks use checklists directly.
• Section: A group of related items inside a checklist (for example, Safety Equipment or Galley). Sections can also be reused independently across different checklists — see How sharing works below.
• Item: An individual entry inside a section — a piece of equipment to check, a question to answer, or a signature to collect.

How sharing works

Read this before editing a shared configuration

Configurations are containers. The content that actually gets shared between them lives at the checklist level. When you import a template, or copy a section from another configuration, both configurations point at the same checklist — editing items in one will change the other. This is the single biggest source of confusion for new customers, so it’s worth reading twice.

This is intentional. Most fleets have equipment that is genuinely identical across boats (safety gear, standard galley items, manuals), and shared sections keep them in sync automatically. When you need two similar boats to differ in one or two areas, see Creating a variant configuration for the step-by-step.

Checking if a section is shared

The configuration editor tells you exactly how many configurations each section is currently used in. Every section header shows a Used in X configurations pill at the top right. Glance at that number before editing a section:

• Used in 1 configuration — edits affect only this configuration. Safe to edit freely.
• Used in 2 or more configurations — edits will propagate to every configuration that uses the section. If you want one configuration to diverge, see Creating a variant configuration.

Configuration templates

Floatist maintains a library of configuration templates for common boat models. These templates give you a complete starting point so you don’t have to build a configuration from scratch. Most users start by importing a template and then customizing it.

Importing a template

1. Go to Settings > Bookings > Configurations.
2. Set the Is template filter to Yes to see available templates.
3. Find the template for your boat model.
4. Click the three dots in the Actions column and select Import.
5. The template is copied to your account. You can now edit it freely.

When you import a template, its sections are copied to your account. You can edit them and reuse them in other configurations.

Tip

If you import multiple templates that share the same sections, your edits to a section in one configuration will automatically appear in the other configurations that use the same section.

Note

If your boat model is not available as a template, you can send photos of your boat through the photo form and the Floatist team can create the configuration for you.

Assigning boats to configurations

Each boat needs a booking configuration assigned for checklists to appear during the booking process. To assign boats:

1. Go to Settings > Bookings > Configurations.
2. In the Assigned boats column, click to select which boats should use that configuration.

A single configuration can be shared across multiple boats of the same type. For example, all boats of the same model and layout can use the same configuration.

Configuration settings

Each booking configuration has:

• Name: Typically the boat model, year, and layout. Use a descriptive name since configurations can be shared across boats.
• Checklists: Up to four checklists, one for each booking phase:
  • Pre check-in: Completed by the guest themselves, before they arrive, via the guest app.
  • Check-in: Completed together with the guests at the start of the charter.
  • Check-out: Completed when guests return the boat.
  • Manual: A reference checklist guests can access during their charter.

To edit these settings, click on the configuration name in the list.

The configuration editor

The configuration editor is where you manage the content of your checklists — the sections and items that staff and guests will see. To open it, click on a configuration name and navigate to the Checklists tab.

The editor has a two-panel layout:

• Left panel: Your checklist sections and items.
• Right panel: The catalogue of available items you can add.

Working with sections

Sections group related items together. For example, you might have sections for Safety Equipment, Galley, Navigation, or Deck Equipment.

Adding a section

Look for the small + icon above the sections list, on the left side of the toolbar (it’s easy to miss — hover over it and it’s labeled Add section). Clicking it opens a menu with two options:

• Create new section — opens a drawer where you name the section (with an Auto-translate from English toggle) and save. It’s added empty, at the bottom of the list — scroll down to find it — ready for you to drag items into from the catalogue.
• Add existing section — opens a drawer to browse and search sections from your other configurations and Floatist’s templates. Toggle Show templates to include the template library, then click the button next to a section to add it. That button is a plain + when you’re pulling a section from one of your own configurations, and an import icon only when you’re pulling a template section into a non-template configuration.

Note

Once you’ve added a section from this drawer, there’s no way to remove it from the same drawer — close it and use the section’s own menu instead, described in Removing a section below.

Reordering sections

Drag sections using the handle on the left side of each section header. To move sections over long distances, click Collapse all first to make dragging easier.

Removing a section

Click the menu icon on the section header and select Remove to remove a section from the configuration.

Reusing sections

A section can be used in multiple configurations at the same time. This is useful for equipment that is identical across boats, such as safety equipment or standard galley items.

Caution

If a section is used in multiple configurations, editing it will affect all of them. If you only want to change items for one specific configuration, you need to create an independent copy of the section — see Creating a variant configuration for the step-by-step.

Working with items

Items are the individual entries within a section — equipment to check, instructions to follow, or questions to answer.

Adding items from the catalogue

The catalogue panel on the right side of the editor shows all available items. To add an item to a section:

1. Search for the item using the search bar and filters on the right.
2. Drag the item from the catalogue into the desired section using the drag handle (six dots) on the left of the item.

If the item you need doesn’t exist yet, click the + button at the top of the catalogue panel to create a new catalogue item. Fill in the details, click Save, then drag the new item into your section.

Adding other question types

Besides catalogue items, you can add other question types directly to a section using the toolbar below each section:

• Inline question: A quick question you don’t plan on reusing elsewhere.
• Component question: Asks about engine hours or fuel gauge of a boat component.
• Text input: Asks the user for free-text input, such as notes or quantities.
• Signature: Requests a signature from the charterer, skipper, staff, or other parties. See Signatures for configuration, device rules, and skipping behaviour.

Editing an item

Click on an item in the section list to open the editing form. For local items (items you created), you can change the name, description, images, and other properties directly.

Editing a template item

Items marked template are maintained by Floatist. These cannot be edited directly since they are shared across all Floatist customers.

To customize a template item:

1. Find the template item in your section.
2. Click the three dots on the right of the item.
3. Select Import.
4. A local copy is created that you can freely edit.
5. The local copy is automatically added to the section.
6. Remove the original template item from the section to avoid having both versions in the checklist.

Tip

After copying a template item, always remove the original from the section. Otherwise, both the template version and your edited version will appear in the checklist.

Removing an item

Click the menu icon (three dots) on the item and select Remove. This only removes the item from the section — it remains available in the catalogue for future use.

Question exclusions

When a configuration uses the same checklist across multiple booking phases, you may want certain items to only appear in specific phases. For example, a safety briefing item might be needed at check-in but not in the manual.

The configuration editor shows a column for each booking phase. Each item has checkboxes indicating which phases it appears in. Unchecked phases mean the item is excluded from that phase.

Note

Some question types are automatically excluded from certain phases. For example, signature and component questions cannot appear in the manual phase.

Previewing a checklist

You can preview how a checklist will look for a specific booking phase and boat. Click the preview button in the editor to open the preview settings, where you can select the checklist phase, boat, and whether to show it in read-only mode (useful for previewing boat manuals).

Quantity computation

For catalogue items that represent physical equipment, you can configure how the expected quantity is calculated. This is set per item within a section.

Manual

A fixed number you specify. Always shown as-is, regardless of boat or booking details.

Boat max capacity

Calculates the quantity based on the boat’s maximum passenger capacity. You can add an offset — for example, Boat max capacity + 2 ensures you always have two extra life jackets.

Number of crew in booking

Uses the number of passengers on the crew list for the current booking. This only works if you use Floatist’s crew list, not a third-party provider.

For example, setting Number of crew in booking + 0 makes the quantity match exactly the number of guests.

Per cabin

Calculates the quantity based on the number of cabins on the boat (double cabins + crew cabins).

For example, Number of cabins × 2 would show 8 towels for a boat with 4 cabins.

The catalogue

All catalogue items are available at Settings > Checklists > Catalogue. The catalogue contains two types of items:

• Local items: Items you created and manage yourself.
• Template items (🌐): Items maintained by Floatist, available to all customers.

You can use template items directly in your configurations, or copy them to create local versions that you can customize.

Each catalogue item has:

• Title: The name shown internally.
• External name: The name shown to guests.
• Description: Details about the item or instructions for checking it.
• Images: Photos to help identify the item.
• Brand: The manufacturer or brand (optional).
• Labels: Tags for organizing items in the catalogue.
• Location on the boat plan: Helps staff and guests locate items during checks (optional). See Boat plans for setup.