Enterprise Communications

Not just email. A communication platform built for shipping.

Standard email software runs most shipping teams. It was never designed for the volume, the sharing, or the workflows shipping depends on. SYSTEM 5 was. Shared inboxes with individual read status. Full message tracking. Automatic filing. Compliance by default. And the speed to handle thousands of messages without slowdowns.

Messaging

Shared Journals, Personal Read Status

Everyone sees all in- and outgoings in one view. Each user maintains their own read status.

Full Message Transparency

Track who read, responded to, filed, or worked on any message.

Mass Distribution Emails

Send circulars to 1,000+ recipients as individually addressed messages.

Unique Document Numbers

Every message gets a unique ID. Find any email instantly with Go-To.

Delayed Send & Review

Automatically delay sending for colleague review. Cancel before it goes out.

Unlimited Archive Access

No mailbox limits or missing message in folders. Millions of messages, same speed.

Nothing Gets Lost

Emails cannot be accidentally deleted or moved. Every message stays exactly where it should be.

Built-in Mail Merge

Create personalized emails directly from the message editor.

Workflow & Organization

Keep Work Moving

Delegate emails, add internal comments, set reminders, and filter dynamically — so nothing sits unattended and everyone knows what needs doing.

Centralized Filing System

Every fixture, project and transaction filed in one place. Messages, documents, contacts — retrievable in seconds, by anyone on the team who needs them.

Automatic Filing & Tagging

Every message filed and tagged as the conversation develops — with quick rules handling the rest automatically in the background.

Corporate Address Book

One shared contact database for the whole team — hierarchical, unlimited, and linked to every email ever exchanged with that contact.

Message Templates & Autotext

Shared templates and autotext shortcuts mean your team writes faster and sounds consistent — every time, without thinking about it.

AI & Translation

Translate with DeepL, draft faster with AI assistance — directly inside SYSTEM 5, without switching tools.

IT & Security

Single-Instance Storage

One message, one database entry. Everyone accesses the same record — no copies, no bloat.

ElasticSearch

Lightning fast search results in seconds — also in the Archives.

Granular Access & Sending Rights

User permissions configured to the exact structure of your organisation.

Encrypted Communication

Out of the box encryption, digital signatures, DKIM support.

Smart SPAM Management

Internal Whitelist/blacklist per journal or global.

In the Daily Workflow

Every module shares one database.

Messages, files, and contacts live in one place. The filing system and corporate address book connect every module to the communication platform — no silos.

SYSTEM 5 vs. Outlook

Capability	SYSTEM 5	Outlook / M365
Shared team inboxes with personal read status	✓ Native	Shared mailbox, but read status is shared
Track who read/responded/filed each message	✓ Built-in	✗ Not available
Mass personalized emails (1000+ recipients)	✓ Native with tracking	Requires Word mail merge
Unlimited mailbox / journal size	✓ No limit	50 GB limit per mailbox
Unique document number per message	✓ Automatic	✗ Not available
Prevent message deletion (compliance)	✓ Default setting	Requires retention policies + E5 license
Shipping-specific message parsing	✓ Vessel positions, cargo circulars and S&P information	✗ Not available
Integrated CRM & filing system	✓ Same platform	Requires Dynamics 365 (separate cost)
Performance at scale (millions of emails)	✓ ElasticSearch, no degradation	Slows significantly with large archives
Data stays on your infrastructure	✓ On-premise / your cloud	Cloud-hosted by default. On-premise is a separate project.

Microsoft 365 Integration

Connects to your existing tools.

Already invested in Microsoft 365? Good. SYSTEM 5 connects via Graph API and keeps contacts, calendars, and files in sync — so your team gets maritime depth without losing the tools they already use. The best of both.

Synchronized Contacts

Changes in SYSTEM 5 reflect in M365 and vice versa.

Unified Calendars

Company and personal calendars sync in real-time with Teams.

Streamlined Filing

Documents can be filed directly into OneDrive and SharePoint.

Email Bridge

Emails synced to M365 for native Outlook/smartphone access, including offline.

Switching to SYSTEM 5

Coming From Another System?

We have run migrations from a wide range of maritime and trading communication platforms, legacy and current.

Our development team builds custom import tools entirely in-house. In most cases, access to your current database is enough for us to map, extract, and migrate the bulk of your data into SYSTEM 5. In some cases, building a converter is simply more effort than it is worth, and we will tell you that honestly upfront rather than promise something that does not pay off.

Where it makes sense, the goal is straightforward: move as much of your history, your contacts, and operational data as is genuinely worthwhile into a stable, supported environment, so you are not starting from scratch.

See it in action.

No pressure, no scripted sales show. We'll show you SYSTEM 5 with your actual use case and give you an honest assessment of whether it's a fit.

Request a Demo Call Us: +49 40 899712-0