Operations manual Ship2Port

Royal Dirkzwager
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169 steps
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8 minutes

Ship2Port

1. Start working

To use this application, you need to login on the website or in the app. You have received this data from us. If you do not have login details, please contact our sales department at sales@dirkzwager.com. Navigate to <https://app.ship2port.com/port-calls/overview> Login using your username (email address) and password. If you forgot your password, you can click 'forgot password' on the login page.

1.1 Icons & Abbreviations

- ETA = Expected time of arrival - ATA = Actual time of arrival - PTA = Predicted time of arrival - ETD = Expected time of departure - ATD = Actual time of departure

Icons

Icons

Icons AIS/PCS Satellite = AIS Building = PCS

ISPS active = Icon is dark blue ISPS not active = Icon is grey and remark is shown

1.2 Create lists

#### Port Arrivals and Departures combines information on vessel particulars, port data and a complete overview of shipping traffic, en-route and in port. Port Arrivals and Departures allows planners, logistical specialists and operational managers to get a grip on their port planning. You can create a vessel overview list of your preference. For example All vessels in Rotterdam or All vessels departing from Amsterdam. You can make multiple lists and the set filters will remain in the list.

Go to the Portcall list and select the drop down button and click on '+'Create a new list.

Name the list and click on enter to create the list. For this example 'Arrival Rotterdam' list is made. If you want to rename click on the Edit button. You can also remove or pin the list;

Click in the drop down menu on the list and start filtering. In this case all vessels arriving in Rotterdam;

And status - Expected. Click on save;

- Expected - Portcall is created - Inbound - ATD Maascenter/pilotstation - Shifting - ATD Berth (in shift voyage) - Cancelled - Cancelled (by HaMIS/ENIGMA+/APICS) - Anchored - ATA AnchorDown - Berthed - ATA Berth - Departed - ATD Berth (in departure voyage) - Transit - In transit in port but not berthing

Now you created a list with all vessels expected in Rotterdam port. You can also change the information that is shown in your list to your preference;

Click in the main menu on the right side to configurator;

Choose the settings of your preference by clicking the settings button on the right side;

Choose your personal configuration and this will be shown in your list;

To see the ISPS shield in you list, you also select this in the configurator.

Be aware that if filters are applied they are visible by the orange dot.

Go to the Portcall list and select the drop down button and click on '+'Create a new list.

Name the list and click on enter to create the list. For this example 'Arrival Rotterdam' list is made. If you want to rename click on the Edit button. You can also remove or pin the list;

Click in the drop down menu on the list and start filtering. In this case all vessels arriving in Rotterdam;

And status - Expected. Click on save;

Now you created a list with all vessels expected in Rotterdam port. You can also change the information that is shown in your list to your preference;

Click in the main menu on the right side to configurator;

Choose the settings of your preference. This will be shown in port call list;

Be aware that if filters are applied they are visible by the orange dot.

1.2.1 Search vessels in list

If you created a list you can search in the list on the right side on vessel name;

1.2.2 Agent information from list

Go to portcall list. If you added Agent to your configurator you will see behind the agent name an 'i' for information. Hover over it with the mouse you get thee contact details. If you click on it you can immediately sent an email or make a call.

Step

1.3 Add contacts

Go to contacts and click on the '+' in the right corner;

Fill in all the details and select add:

1.4 Archived portcalls

Go to the archive on the right side;

1.5 Timeline: Portcall & Sea passage

There are 2 ways to enter the portcall details; 1. Go to portcall list dubble click on the vessel you would like to have details of.

2. Go to the map, find the vessel you want to have details of and click on the picture of the vessel to go to the portcall timeline;

In the right upper corner you see 2 tabs; 1. Sea passage timeline The Sea passage timeline shows the timeline from previous port to upcoming port, the time sailing. 2. Port call timeline The Port call timeline shows the event in port. Both will be explined in detail in the next steps.

In the right upper corner you see the following information; - From wich source the information is from and when the last update took place. Sources can be PCS or AIS. - Also you can use the icons on the right side to go to map, vessel details. - The 2 icons at the bottom can be used to toggle the past route and the predicted route.

Past route and Predicted route in map;

Here with the information of the voyage, ATD actual departed time, transit time and actual Arrival time in Rotterdam.

If you switch to Port call timeline, you will find the details in port. In this example the vessel passed the Entry Port 'Maascenter at sea'at 20:50 UTC and 1,5 hours later it was berthed at 7e petroleumhaven. The colors of the arrows refer to the different status of the vessel (see chapter 1.2).

If a vessel had multiple berths in a port you can see this on top of the page. The blue one is the active one, and you can click to see details per berth.

Also a tooltip shows which data source is used and if a vessel is delayed;

2. Map

Go to Map. In the right corner you see three lines;

Make a selection in map configuration. You can choose to; Cluster ships or show ship names Make a flat map or not an show a satellite map or not. Also different layers can be shown, such as anchorages, berths etc.

Example of the satellite map;

Or nautical chart can be shown in the map;

You can filter in ship types, ship status or fleets;

And subtypes;

2.1 Past and predicted routes

Past and predicterd routes can only be shown if the option Cluster vessels is turn off.

Past routes of a vessel can be shown in the map. Select the vessel you would lik to show the past route, by clicking on the vessel in the map and click on the clock button at the bottom;

The past route is shown in a grey line with waypoints. If you go over the waypoints you see locations/ speed and this data can be copied to clipboard.

Tip! The past route is shown for 30 days back

Predicted routes can be shown in the map by clicking on the vessel you would like to have the predicted route for. then select predicted route by clicking on the toggle button;

Predicted routes will be shown in a blue line;

3. CSV

3.1 Download CSV data

If you created a list you can download the CSV data by clicking on the right side download button;

You can find it directly in your downloads;

3.2 Upload & download CSV fleet

If you created a fleet you can download the CSV data by clicking on the download button;

It goes directly to your downloads;

You can also upload your fleet by making 1 column

4. ISPS

Tip! You can also receive a mail/ app/ phonecall regarding ISPS annoucements, see chapter Alerts how to!

4.1 ISPS Verification

To make an ISPS announcements you need to be verified as a person. This is how this can be executed. Click on the right hand side on your profile. You will see an orange round icon, which means you are not verified yet. If verification is completed it will turn green. Click on start verification;

Verification will be done by Veriff, click Let's go;

Next step is to take pictures of your ID. This can be ID, driving licence or passport.

Make a picture of the back of your ID

Take a selfie

Your verification was successfully completed;

Now you see your profile is updated and verified and there is a green circle shown;

4.2 ISPS Announcement via app

Go to map and find the vessel you want to visit and select it. Tan click on the ISPS icon. If the Icon is not visible, no ISPS is possible for this vessel.

In this step you will select a visitor. This can be a visitor from you, favorite visitors or you can add a new one. Than you select next;

Fill in by clicking on the dropdown button what the reason of your visit is and there is the possibility to add a remark. Click on submit;

If your request is succesfully created it will be shown in you ISPS list. ISPS announcements have 3 steps; 1. You add a request 2. It will approved or rejected by the agent 3. It will be approved or rejected by the terminal In the colors it is shown what the status of your request is. Yellow in pending, green is approved, red is rejected.

For this example the ISPS request is awaiting for approval of the Agent. if he/she approves it will turn green.

This is how it looks if you are an agent and you have incoming requests;

This is how it will look if you are a terminal and you will have incoming requests;

Now a QR will be generated. Once you are at the terminal a face ID check will be down, before you again get the QR code and you can enter the terminal.

4.3 Ship announcement via web

Go to ISPS module and click Visit ship;

Click on 'Ship' and give in the name or IMO number of the vessel you want to visit and click on 'save';

Select the person you want to announce or fill in all the details name, number, ID number etc.

Select the reason of your visit. There are options given and you can add a comment which will be sent with your application;

Click on add and you announcement will be sent to the agent.

If you want to check your announcement status, you can click on the edit icon on the right side of the application;

4.4 ISPS Terminal visits via web

Go to the ISPS module

Click on ISPS visit terminal;

Click on ‘Terminal’ and search for the terminal you want to visit. select and save.

Select the person who wants to visit the terminal and give in a reason for the visit. A remark can be made and will be sent along with the application to the terminal.

Select the date of you visit when you want to visit the terminal. This is automatically on 24 hours, but you can select a visit time as well.

Click 'Add' and the terminal will receive the announcement.

4.5 ISPS announcement approval agent

Go to ISPS module

Click on the menu 'Incoming agent' to see all incoming visits. Accepted applications will be visible in green, rejected in red and pending in yellow;

To approve an announcement select the green button. To reject the red button.

4.6 ISPS announcement approval terminal

The ISPS terminal pages can be accessed by clicking the terminal icon in the menu.

The visitor details can be accessed by clicking the eye icon on the right.

In the visitor details, you can see information such as visitor name and organization. Request status (approved, pending approval or rejected). ID number and type. Ship and port call status. Visit window, access method, visitor contact information and additional visit information. Furthermore, you can check visitors in and out from the visitor details. Next to the name and the ID information is a green badge when the visitor and ID have been verified. If the visitor and ID have not been verified, we show an orange badge.

Pending visitors can be approved or rejected by clicking the green checkmark or red cross on the right side of the grid.

By clicking on a visitor's name, ship name or company name, you can filter the list. This makes it easy to find all visit requests for a ship or visitor.

Clicking MSC SASHA filters down the list to all visitors for MSC SASHA.

Don't forget to clear the filter after using it.

The orange badge means the visitor is not verified.

The green badge means the visitor is verified.

Check in and check out can also be done from the ISPS visitors overview.

When checking a visitor in, they will automatically move to the 'On premises' tab.

5. Alerts

An ETA alert actively warns you when an important change occurs. A change in the port of destination is reported immediately. Receive information about changes at the moment they occur. No more surprises through better insight and early notification of changes. That is what the Alerts module of Ship2Port means. Current and correct information anytime, anywhere! Alerts are based on 4 steps; - Create a list (4.2.1) - Set filters (4.2.2) - Configure alerts (4.2.3) - Check (4.2.4) Please check also the glossary while creating (4.1)! Go to Port call module

5.1 Glossary

**Port Call Alert System Documentation** ***Vessel Status Alerts*** - **Anchor down:** Notification when a vessel drops anchor in the designated anchorage area. - **Pilot on board:** Alert when the pilot boards the vessel to guide it into port. - **Berthed:** Confirmation that the vessel has successfully moored at its assigned berth. - **Departed:** Notification that the vessel has left its berth and is departing the port. - **New port call created:** Alert when a new vessel visit is scheduled in the system. - **Port call status change:** Notification of any modification to the vessel’s current port call status. - **Entered port area:** Alert when the vessel crosses into the port’s jurisdictional waters. - **Left port area:** Notification when the vessel exits the port’s jurisdictional boundaries. - **ETD change:** Alert when there’s a modification to the vessel’s estimated time of departure. - **Anchor up:** Notification when a vessel lifts its anchor to proceed with its journey. - **First contact:** Alert when initial communication is established with an approaching vessel. - **ETA entrypoint port**:Alert when there is a change to ETA entrypoint port. *!! Only Rotterdam, Amterdam and Antwerp!!* ***General Information Alerts*** - **Name changed:** Notification when a vessel’s name is updated in the system. - **Agent changed:** Alert when there’s a modification to the assigned shipping agent. - **Flag change:** Notification when a vessel’s registered flag state is updated. - **Callsign change:** Alert when a vessel’s radio callsign is modified in the system. ***Custom Alerts*** - **User-defined alerts:** Configurable notifications based on specific parameters set by individual users to meet their operational needs. ***Reports*** - **Statement of Facts:** Report by mail of all events that took place during the Portcall ***Notification Channels - Available Channels*** - **Push notification:** Instant alerts delivered directly to your mobile device or desktop application for immediate awareness. - **Email:** Detailed notifications sent to your email inbox for documentation and reference. - **WhatsApp:** Real-time messages delivered through WhatsApp for quick and accessible communication. - **Phone call:** Automated voice calls for critical alerts requiring immediate attention or acknowledgment.

5.2 General alert

5.2.1 Create a list

SEE CHAPTER 1.3

5.2.2 Set filters

This example is made for all vessels in Rotterdam that are expected at pilot station on 3rd of January 2025.

5.2.3 Configure Alerts

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Click form the port call list as selected in the above step on the alerts icon at the right side of the screen;

Please be aware that you will make the alert for all the vessels in your list

ISPS Alerts you can make in the same method see 5.5

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Choose which alert(s) you want to make and how the alerts needs to work. You can choose by telephone, mail, WhatsApp etc).

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These alerts are for your personal account, but you can add recipients;

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Select all the alerts you need and click on save;

5.2.4 Check alerts

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The summary of all the alerts your can find in the alert module;

5.3 Custom alert

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Go to the port call module and select alert icon on the right side;

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Select Custom button;

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Click 'add alert' at the left bottom;

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Name the alert you are about to make;

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Select the specifications of the alert you would like to make and customize it as you wish. Click save;

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In the alert module you will find an overview of all your alerts. You can also activate or deactivate alerts here. You can activate repeat of alerts and you can remove alerts in this module.

5.4 Report alerts - Statement of Facts

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Here you can set an alert for Statement of Facts

5.5 ISPS alerts

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You can also set an ISPS alert. Go to the ISPS Module and click on the alert icon;

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Choose the alert of your preference or customise it and click save;

6. Fleets

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The Fleets function is an ideal tool for quickly and easily monitoring, adding, grouping and sharing particular vessels with colleagues. With the help of a comment field you can easily attach tags to certain vessels or fleet lists and monitor changes in status. This way, no time is wasted searching for the same ships over and over again.

6.1 Dynamic Fleets

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Dynamic Fleets are based on filters and can change. This example will show all tankers with Malta Flag. Click on Ships module;

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To create a personal fleet click '+' Create an new fleet. Fill in a name for the fleet and press enter. In this example Malta Tankers was made.

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Select your fleet and choose filter button

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Extra filters can be added to the fleet for example 'General information', 'Metrics' and 'Management'. In the example was used Nationality Malta and Detailed type Tankers.

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Filters as 'Detailed ship type', 'Year built' and 'Gross tonnage' you can find in the filter function;

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If all filters are selected, click 'Save now';

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After a few seconds the confirmation will be shown at the bottom of the screen.

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You can also see the Fleets by selecting the Fleet button in de Port Call module;

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For example Wagenborg fleet.

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After Save you see all the vessels from the selected fleet;

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By clicking the configuration button, you can select what data will be shown;

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Select to make your personal preference configuration and click safe;

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In the map you also can select your fleet;

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You can select multiple fleets;

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You can choose to apply different colors per fleet;

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After 'save' you see different fleets in different colors;

6.2 Static Fleets

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Static Fleets is a list of vessels manually added to the fleet and will not change.

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To create a personal fleet click '+' Create an new fleet. Fill in a name for the fleet and press enter. For example vessels from 1 Client.

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Go to the search option on top of the page and search for the vessel you want to add to this fleet.

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For example Agnes Essberger, and click on the Map icon;

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You will find the vessel in the map and click on the star icon;

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Than assign the vessel to a fleet and save;

6.3 Fleets & Port call List

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You can also access easily your fleet in an created list. In Chapter 1.2 it was explained how to create a list. If you enter that list, you can easily select your fleet;

7. Vessel details

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Vessel Details provides master data on the global trading fleet. Our database contains information on more than 170,000 seagoing vessels. Every day our experts validate and update data such as load capacity, engine types, shipping company, owner, dimensions and technical management.

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On top of the screen you will find search button. Search for the required vessel;

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For example 'Agnes Essberger' and select click on the arrow and you will find all the details of the vessel;

8. Search function

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You can always use the search function on top of the screen. You can search for Ports, Ships, Organisation, Berth, Terminal or Loading;

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If you created a list in Port call module, it is also possible to search in the list on the right side of the screen by Ship name or IMO;

9. PAX declaration

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Navigate to <https://app-test.ship2port.com/pax/overview>

9.1 - Configure EORI number(s)

Please note that you must have at least 1 valid EORI number configured before you can send PAX declarations.

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In the PAX module, click "Configure EORI numbers" in the top right corner. You need to configure the correct EORI number to be allowed to send PAX declarations.

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To add a new EORI number, click "Add EORI configuration".

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Enter the correct nationality and organization name, then enter the EORI number and a contact person. To save, click "Add EORI configuration".

9.2 - Create a PAX declaration

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To create a PAX declaration, click the "PAX" icon when searching for the ship, on the map, port call list, or fleets. Alternatively, inside the PAX module click "New declaration".

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Find the correct port call by searching for it (option 1), or by entering the information manually (option 2).

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Select the correct port call.

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When taking over a PAX declaration from another agent, press "Add reference". Ask for the reference number from the other agent, and the version number.

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You can either enter all crew/passenger information manually, or upload a list. To upload a PAX list, press "Choose file".

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If there's more than 12 passengers on board, a Coast Guard notification is required. Please check the checkbox in that case.

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To finalize, press "Create declaration".

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You'll now see the declaration record in the PAX declarations list. To edit it, press the edit button on the right side.

9.3 - Editing and sending PAX

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You can edit all fields by clicking the field and updating the values. In case of errors, the field will be highlighted.

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You can save your changes by navigating out of the field or by pressing the green checkmark on the right side.

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By clicking the yellow eye icon, you can leave this person out of the declaration.

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By clicking the trashcan icon, you can remove the person from the declaration.

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There's a few actions at the top of the list: - Add person - Upload (new) list - Download list - Save crew as contacts - Create ISPS request - Send declaration - Archive declaration

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When everything is ready, press "Send declaration" to send it to the authorities.

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You can see all updates of this PAX declaration by pressing "View full log" in the Message status history.

Alert! Each organization can create a declaration for a given UCRN once. If another organisation has already created such a declaration and sent a message, then the other organization must enter the data from the last message sent. This is a mechanism to prevent ‘blind’ overwriting of declarations; the user can see that the declaration has already been sent by someone else and must consciously complete the data.

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Before "Add reference"

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When taking over a PAX declaration from another agent you see;

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You can click "Add reference" button which shows this:

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And after clicking "Autofill" button the reference and version are being filled in:

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After "Add reference"

9.4 - Downloaden Pro Forma

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Click on 'Download Pro Forma' invoice;

10. App & Mobile Ship2Port

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It is also possible to use the app from your Smart Phone or Tablet and apply your ISPS announcements. There is a free app for Apple or Android.