Ports America & NestForms

In a high-pressure marine environment, timing and accuracy can be the difference between smooth sailing and significant disruption. At Ports America, the largest terminal operator and stevedore in the United States, daily operations span everything from cargo lifts and passenger handling to equipment maintenance and vessel inspections.

To stay ahead of incident reporting, equipment issues, and on-site events that need immediate attention, Ports America uses NestForms — a mobile reporting platform that enables terminal teams to document and respond to operational activity as it happens.

This case study highlights how field-ready forms help supervisors capture real-world events - from equipment breakdowns to minor vessel damage and shift-time incidents - all with photographic evidence, structured detail, and no delay in reporting.

In port environments, no two days are the same. Forklifts may fail mid-shift. A luggage cart might strike support equipment. A crew member may experience a near-miss while crossing active dock space.

Each of these events requires structured documentation, but also context — and a way for field staff to record exactly what happened, where it occurred, and how it was handled.

Traditionally, incidents like these might be logged informally, called in to supervisors, or written on paper for later follow-up. This created delays and left gaps in reporting accuracy.

Ports America needed a way to:

• Log incidents as they occur, not hours later
  
• Capture relevant personnel and equipment details
  
• Include time, location, and visual documentation
  
• Submit reports even in low-connectivity areas
  
• Standardise the way issues are recorded across teams and terminals

With NestForms, terminals can use custom-built mobile forms to handle operational events in real time. Whether it’s a piece of equipment failing during container movement, or minor contact between port vehicles, field staff can report the situation in a few minutes from their mobile device.

Each form:

• Records names, dates, locations, and shift details
  
• Captures images of any damage or affected area
  
• Logs relevant parties and equipment IDs
  
• Allows for open text to describe exactly what happened
  
• Includes optional signatures for verification
  
• Supports offline entry, syncing later when connected

In one instance, a piece of port support equipment was struck by a trolley used for cruise ship luggage transport. The impacted area was dented, and the team needed to ensure the details were documented quickly — including driver identity, time of impact, and a clear photo of the damage. NestForms made it easy to capture everything in one digital report.

Ports America’s operations involve a large volume of machinery — cranes, forklifts, container handlers, and more. Any malfunction must be flagged quickly to reduce disruption and support repair scheduling.

In one recent report, a mechanical issue was logged when a rear tire detached from a port vehicle in active use. Using NestForms, the operator was able to:

• Record the unit number and equipment type
  
• Specify the time and exact location
  
• Provide brief comments on the issue
  
• Submit the report immediately to the terminal’s operations dashboard

This allowed the maintenance team to react faster — reducing downtime and ensuring safety protocol was followed.

When an incident occurs involving personnel — even without injury — it’s essential to log the event thoroughly. This supports internal safety reviews and prepares teams for any potential follow-up, from union representatives or external auditors.

One submission detailed a near-miss involving a moving load and a team member. The incident occurred dockside at a major cruise terminal. Using NestForms, the report captured:

• Employee name, role, and port ID
  
• Supervisors and stevedores present
  
• Time, vessel, and terminal location
  
• A full written account of what occurred
  
• Photo evidence, where applicable
  
• Confirmation that no injury or damage took place

The structured format meant no critical detail was missed — and the report was ready for management within minutes of the event.

Using NestForms, Ports America now has consistent, digital records of operational events across all levels — from equipment downtime to minor impact assessments and workforce-related incidents.

What previously required phone calls, paperwork, and multiple follow-ups can now be completed in one pass by the person on-site.

Benefits include:

• Faster incident response
  
• Improved safety tracking
  
• Better equipment maintenance coordination
  
• Clear audit trails with time-stamped evidence
  
• Reduced reliance on manual paperwork or disjointed reports

NestForms has become a reliable tool for port-side staff who need to document and submit information quickly - without returning to an office or waiting to “fill it in later.” Every form is built around real-world tasks and structured in a way that supports clarity and accountability.

With operations running around the clock, this flexibility makes NestForms an ideal partner for keeping terminal teams connected, consistent, and audit-ready.