How dive logs are requested

DivePilot collects one dive log per dive group, filled in by the group's leader after the trip. The request goes out on its own; nobody on your team has to start it. A shorter overview is in Dive logs after the trip.

When the request goes out

DivePilot checks for finished trips once an hour.

So the leader of an ordinary morning trip from 08:00 to 11:30 gets the email around noon the same day. When the boat is actually back is not taken into account. A trip is also never picked up before its date has begun in UTC, so an early trip in a time zone far ahead of UTC, such as eastern Australia or Fiji, can get its request a little later. The exact time is the option Set an exact departure time for this trip in the trip dialog; see Plan a boat trip.

Which groups get one

A group gets a request when its leader is a staff member with a DivePilot account. Set the leader in the crown row of the group card; see Dive groups and participants.

• A group with no leader, with a customer set as leader, or whose leader has been archived gets no request.
• A group with a leader but no divers still gets one.
• A course group on a boat trip gets one as well, sent to the instructor who leads it. See Open water sessions on a boat trip.
• A staff member who leads two groups gets two emails with two links.
• Only dive groups on boat trips get a log. Pool, classroom and other course sessions are never on a boat trip, and a booking that was never placed in a dive group on a trip gets no log either.

Each group is asked once, ever. If you set a leader after the trip, the next hourly check sends the request, as long as the trip date is no more than seven days back. Changing the leader after the email went out does not email the new leader, and moving the trip to another date does not start over. While DivePilot is locked because the trial or the subscription has ended, no requests go out; once you subscribe, the next hourly check sends them for trips no more than seven days back.

Trips without sites or called off

The request does not depend on the trip's dive sites, on Online booking, or on whether the boat left. A trip has no cancelled status.

• A trip without dive sites still sends the email, but the form has no dive cards, and saving only shows "Fill in at least one dive before saving". Edit the trip, add its stops under Dive sites, then ask the leader to reload the link. See Plan a boat trip.
• A trip called off, for example for weather, still sends the request at the usual time. Before it goes out, set each group's crown row to No staff leader assigned, or delete the trip. If the email has already gone out, tell the leader to ignore it. Divers are only emailed once someone saves a log with at least one dive.

The email

The subject is "Your dive log for …" followed by the trip date. The email names your dive center and the group, asks the leader to add depths, times and notes while the dives are still fresh, and has an Open dive log button. It is in the leader's own language, set on their profile. It uses DivePilot's look rather than your branding, and does not mention the boat, the sites or the divers.

The link

The link opens the form without signing in. It never expires and works as long as the group exists. Anyone who has it can fill in and change the log, so treat it like a key. Deleting the group or the trip ends it, and so does deleting your dive center. While DivePilot is locked because the trial or the subscription has ended, the form is closed and shows "This dive centre is not currently using DivePilot - please contact them directly".

There is no resend. An email that could not be sent is tried again at every hourly check, with the same link, until seven days after the trip date. If the leader cannot find the email, open the log from the trip page as below and send them its address yourself.

Open the log from the trip page

Once the request has gone out, the group card shows an open book icon, Open the dive log, to the group's leader and to staff whose Dive logs permissions allow it. It opens the same editable form in a new tab, so you can fill in the log for a leader or correct it. How to fill it in is in Fill in a dive log as the group leader.

Note: The icon only appears after the request has gone out. Before that there is no way to open or start a group's log, so it cannot be filled in early.

The Dive logs permissions decide who gets the icon. While the log is still empty, it needs create; once something is saved, it needs edit. The group's leader always gets it, because the same link is emailed to them. Staff with view only get View the dive log instead, which opens the read-only page the divers receive and appears once a log is saved. Without any of these, the card shows no dive log icon. The card does not show whether the log has been shared with the divers.