Survey Management Guide - Yacht Broker Support

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This is the public guide for Survey Management. It mirrors the in-app help. If something is not working, contact support and we will do our best to get back to you quickly.

Survey Management is where you schedule and track a marine survey across a deal, and send one clean, branded email to everyone involved. You create a survey, add the buyer, the other broker, and the vendors doing the work (surveyor, captain, haulout facility), then email the details to the whole group and resend or send a test whenever you like. When the work is done you mark the survey Completed and rate every vendor on it in one pass, and those ratings feed the shared Vendor Database. It uses the same sign-in as the rest of Yacht Broker Support, so if you are already signed in to the Vendor Database you are signed in here too. This guide covers creating a survey, the required fields, the full form, saving and emailing, the status lifecycle, rating the vendors, ownership and views, and the automatic reminders.

Survey Management main screen — the Survey Management list with the filter bar and the surveys table

What Survey Management is

Survey Management is a private, staff-only app for the OWYG broker network. It is not public and it is not on the open web. Only signed-in OWYG brokers can see it, opened from the Survey card on the launcher menu.

Whether the card shows for everyone or reads "coming soon" is a provider setting your administrator controls. When it is live, any broker can open it, create their own surveys, and view everyone else's.

Creating a survey

Click + New Survey at the top of the list. A form opens with the boat, dates, the buyer and seller, the brokers, the vendors doing the work, and the haulout schedule. Your own contact details are filled in automatically from your profile.

The New Survey form, part 1 of 3 — the New Survey form, part 1 of 3

The New Survey form, part 2 of 3 — the New Survey form, part 2 of 3

The New Survey form, part 3 of 3 — the New Survey form, part 3 of 3

Required fields

A survey cannot be saved until the essentials are filled in. The required fields are marked with a red asterisk on the form:

Survey Date and Start Time
Boat Make and Year (Model is optional)
Location / Marina and Address
Buyer name, phone, and email
Your own contact - your name, cell phone, and email

If any of these is blank when you click Save, you get a clear message that names exactly what is missing, for example "Please fill in: Start Time, Buyer Email." The missing fields are highlighted and the form scrolls to the first one. Nothing is saved until they are all filled in.

Your contact comes from your profile. The Name, Phone, and Email under "Your contact" are pulled from your account profile. If any are blank there, fill them in on your profile (from the account menu, My Profile) so your survey emails carry your real contact details. Keep your profile complete.

The required-field message — the "Please fill in..." message with the missing fields highlighted

The form, field by field

Survey date and start time

Pick the Date and the Start Time of the survey. The time shows in the email as a readable clock, for example "Jul 10, 2026 at 9:00 AM."

Location and address

Location / Marina is the marina name or slip, and Address is the street address. City, State, and ZIP are optional extras.

Boat details

Make and Year are required; Model is optional. There are also two optional identifiers: Serial Number (the vessel serial or HIN) and Coast Guard Documentation / State Registration (the USCG documentation number or the state registration number). When you fill these in, they appear in the email.

Buyer

The buyer's name, phone, and email are all required. The buyer receives the survey email, so a real email address matters.

Seller (optional)

The seller section is optional. If the seller is not attending or you do not have their details, leave it blank. An absent seller is simply left out of the email and is never flagged as missing anything.

Brokers

Choose your side with Listing, Selling, or Both. When you are one side of the deal, a second block appears for the other broker's name, phone, and email. Your own contact block is auto-filled from your profile and is editable on the form.

Broker role and contacts — the broker role toggle with the other broker and your auto-filled contact

Haulout and completion

Set the Haulout day and time and the Estimated completion day and time. These are optional and appear in the email when set.

Notes

Add any Notes the group should see. Notes appear near the end of the email, after the people list.

Adding people with Add Vendor

The Survey Vendors section is where you add the people doing the work - the surveyor, the captain, and anyone else. There is one button, + Add Vendor, and one flow for all of them.

Search the vendor list. Click + Add Vendor and search your Vendor Database the same way you do in Vendor Management, with the same Type, Coverage Area, and Rating filters. Pick the vendor you want.
Choose the role from that vendor's own types. Each added vendor gets a role selector that lists only the types already on that vendor's record (for example "Hull Surveyor" or "Captain"). Pick the one that describes their role on this survey. The role you pick becomes their heading in the email.
Add a type if you need one. If the vendor does not have the right type yet, choose Add type, pick a type from the master list, and it is appended to that vendor's record (their existing types are kept), then selected here.
Fix the contact for this survey. Each row has inline Name, Email, and Phone fields. Leave them blank to use the vendor's own record, or type a value to use it for this survey only. Tick Also save to the vendor record to write it back to the shared vendor file as well.
Add a brand-new vendor. If the vendor is not in the database at all, click + New vendor in the picker to create it right from the form, and it saves to the shared Vendor Database. When you add a vendor this way, Also save these to the vendor record is on by default, so the contact details you enter are written back to the shared file unless you turn it off.

The Haulout Facility is its own separate control, with its own + Add Haulout Facility button. It is grouped with the haulout day and time, and in the email it appears in the details, not the people list.

The Add Vendor picker — the Add Vendor picker with the Vendor Management search filters

Saving a survey

Click Save Survey. If a required field is missing you get the "Please fill in..." message and nothing is saved. When the save succeeds you see a green "Survey saved" confirmation and the form closes back to the list.

Right after a successful save, a short prompt asks "Email the details to everyone involved?" with two choices:

Not Now - close without emailing. The survey is already saved.
Email to All - open the email so you can review and send it now.

The Discard Changes button on the form closes it without saving, so it is clear that leaving is never the same as saving.

The Survey saved prompt — the "Survey saved" confirmation and the Not Now / Email to All prompt

The survey email

The survey email is one branded message sent to everyone involved. It has:

A bulleted details block - Survey Date and time, Location, Yacht (with Serial Number and Documentation or Registration when set), Haulout, and Estimated completion.
A People Involved section that groups each person under their role, for example Buyer, Seller, Hull Surveyor, Captain, Listing Broker, Selling Broker, with phone numbers formatted cleanly.
Your own contact block in the footer, so replies reach you.

You can edit the subject and body before sending, and you can resend the email at any time later by opening the survey and choosing Email. A few things worth knowing:

Send test to me emails the current draft to only your own inbox so you can preview exactly how it looks before sending it to the group. Nobody else receives the test.
Missing-email warning. Before you send, the app lists anyone who has no email on file, so you can fix it first. You can still send to everyone else.
An absent seller is omitted automatically and never appears as missing.
The email shows you as the sender, replies come back to you, and you are copied on it.

Once a survey has been emailed, the survey itself shows an Email line telling you whether the details have gone out, to how many people, and when (for example "Emailed to 5 people on Jul 10, 2026 at 2:14 PM"). A survey that has not been sent yet reads "Not yet emailed."

Change the vendors, resend the details. If you edit a saved survey and the people on it change - add or remove a vendor, swap a role, or change a contact - the app prompts you to resend the updated details to everyone involved so nobody is working off an old email. Choose Resend to send the refreshed details, or skip it if the change did not need announcing.

The compose email screen — the editable email with the recipient summary, Send test to me, and Send Email

The branded survey email — the branded email: bulleted details, People Involved by role, and your footer

Status lifecycle

A survey moves New → Scheduled → Completed → Archived:

New - just created, not enough set to schedule yet.
Scheduled - set automatically once the survey has a date and at least one vendor added.
Completed - you mark it done after the survey happens. A New or Scheduled survey shows a Mark Completed button directly; there is no approval step in between. Marking it Completed also archives it so it drops off the active list. Marking a survey Completed does not send any email; if you want to notify anyone, use the Email button yourself.
Archived - where completed surveys live, on the Archived tab. A survey can also land here automatically (see below).

Marking a survey Completed opens the Rate the vendors dialog so you can rate everyone who worked on it in one pass (see the next section). You can reopen a survey from the Archived tab if plans change; the status is recomputed from the data (New or Scheduled) and it returns to the active list.

Past Due and auto-archive

A survey whose date has passed but that has not been marked Completed is flagged Past Due and sorts toward the top of the Open list so it stands out. If a Past Due survey is left open 45 days past its date, the app auto-archives it, marks it "Past Due - Auto-Archived," and emails the owning broker a one-time notice. An auto-archived survey is not gone - you can reopen it from the Archived tab at any time.

The status controls on a survey — the Mark Completed and Reopen controls on a survey

A Past Due survey — the Past Due flag on a survey whose date has passed without being completed

Rating the vendors

When you mark a survey Completed, a Rate the vendors dialog opens listing every vendor on the survey - the surveyor, captain, haulout facility, and anyone else - so you can rate them all at once. For each vendor, click the stars for a 1 to 5 rating and add a short note (the note is required on any vendor you give stars to). Leave a vendor's stars blank to skip it. Click Save and the ratings post to the shared Vendor Database, where the whole team sees them.

You do not have to do it at completion time. Every survey also has a Rate Vendors button that opens the same dialog, and it works even after the survey is completed or archived, so you can go back and rate the vendors whenever it is convenient.

The Rate the vendors dialog — the Rate the vendors dialog: every vendor on the survey with a star picker and note

Views and ownership

Every survey belongs to the broker who created it. On the list:

Only my surveys is a checkbox at the top, checked by default, so you land on your own surveys. Uncheck it to see everyone's surveys in the network.
You can view any survey, but a survey you do not own opens read only for non-admins. You see a "Read only - this survey belongs to ..." banner and cannot edit it, email it, or change its status. Its owner (or an administrator) can. Administrators can edit any survey.
The Open and Archived tabs switch between active surveys and completed ones, and the search box matches boat, buyer, seller, and location. All of these combine with the "Only my surveys" checkbox.
On a computer the list is a table; on a phone it becomes stacked cards.

The list filters — the list with Only my surveys, the Open/Archived tabs, and search

A read-only survey — the read-only banner when viewing another broker's survey

Automatic reminders

The app sends three automatic reminders around the survey date:

1 day before - a reminder email goes to everyone involved with the survey details.
1 day after - a nudge goes to you, the owning broker, to mark the survey Completed and to rate the surveyor, captain, and haulout facility so their vendor ratings stay current.
7 days after - if the survey is still open, a second nudge goes to you to rate the vendors, since those ratings feed the shared Vendor Database.

Need help?

If something is not working or you are locked out, contact your administrator (Clark or your Administrative Assistant) and they can help.

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