Pages, tabs & sections
Crew Management
Manage the manifest, crew access, joiners, compliance and crew records.
Who Can Use It
Crew Management is not an admin-only page. List visibility, profile access and permission to change records are separate.
Crew Management
Add And Review Crew
Check for an existing record
Search the manifest before creating another profile. Authorised administrators can also review archived crew.
Enter the crew details
Use the crew-creation controls available to your role. Check legal names, email, position and department assignments before saving.
Review the profile
Check the new record and complete the employment and operational settings you are authorised to manage.
Crew Management
Create Or Update Records From Documents
The bulk document uploader supports passports, visas and SEA documents. It is not limited to passport photographs.
Upload documents
Open the document upload tool from Crew Management. Use clear files and keep each person's documents identifiable.
Review each result
Check the detected document type, extracted information and proposed crew match. Correct uncertain matches before applying anything.
Apply or create
Apply reviewed information to the correct existing person. Use Create New only when a new crew record is needed and complete the required details.
- The uploader accepts JPG, PNG and PDF files, with Word documents also supported for SEA contracts.
- Review employment terms against the actual agreement rather than treating extraction as approval.
Crew Management
Arrange Crew Access
Creating a profile does not complete account registration. Invitations link the person to the correct yacht and crew record.
Check the access state
Review whether the crew member is already linked, awaiting an invitation or needs a renewed invitation.
Send or share the invitation
Use the invitation controls available to you and confirm the recipient details before sharing a personal link.
Confirm joining
Ask the crew member to complete the invitation process. Do not treat an invitation that has merely been sent as accepted.
Joiners, Compliance And Crew Records
- Joiners supports the joining workflow. Its availability is separate from the pending-arrival grouping within the manifest.
- Crew Compliance Centre contains Overview and Certification Matrix views. Editing certification requirements has tighter permissions than viewing compliance.
- Crew Records (far right of the tab row) contains Uniform Sizes, Dietary & Allergies and Medical Declarations, each with its own access rules.
- Cabin Movements opens the accommodation tools for HODs and the 2nd Stew.
- Sign-On/Off tools are restricted to HODs, admins and the Captain.
Crew Management
Departments And Personal Profiles
Department assignments control how crew are grouped and help determine what ordinary crew can see. Broader management access does not remove the separate protections on finance, medical and other sensitive records.
- Departments are Captain, Officer, Deck, Engineer, Interior, Galley and Purser. Chefs and cooks belong to Galley.
- Check position and department assignments when a person's responsibilities change.
- Use My Profile for your own information when you do not have access to other profiles.
- Ask an authorised manager to review incorrect access rather than creating another account or crew record.
Crew Management
Filter The Crew List
Use the filter row above the crew list to narrow it: All, Pending Arrival (joiners not yet on board), each department, Shoreside and Archived (former crew, for authorised administrators). Contractors are never listed as crew. Ordinary crew see their own department and can open only their own profile; HODs and above can open other crew profiles.
Crew Compliance Centre
Crew Compliance Centre
HODs and administrators open the Crew Compliance Centre tab. Overview shows each crew member's certificate status (expired, action, planning) so you can see who needs to renew what. Certification Matrix sets which certificates each position requires; administrators can edit it, others can view it. The matrix drives the 'Meets minimum requirement' check on each certificate.
Other Crew Management Tabs
Cabin Movements (crew cabin arrangements — HODs and the 2nd Stew can edit), Joiners (new crew onboarding), Sign-On/Off Checklist (HODs see all; crew see only their own) and Crew Records (Uniform, Dietary & Allergies, Medical Declarations — access strictly controlled). Each has its own guide in this section of the manual.