AI Document Scanning

Pages, tabs & sections

Extract document information, check matches and apply reviewed results.

Scanning Is A Starting Point

Document scanning helps transfer information from source documents into records. Extraction is not a guarantee of accuracy, an approval of employment terms or proof of compliance.

Check the person, document type and extracted values before applying a result.
Do not create a new person until you have checked for an existing record.
Keep the original document available while reviewing uncertain fields.

Who Can Use It

Scanning controls follow the permissions of the page and record you are using.

Crew

Can use the document controls exposed for their own permitted records; scanning does not grant access to another crew member's profile.

Authorised managers

Can use management upload tools where available. Sensitive employment and finance information remains separately restricted.

Review Passport Information

Choose the correct person or upload route

Use the passport controls on a permitted record, or the relevant bulk uploader when processing several people.

Supply a clear document

Use a straight, well-lit image with the identity page fully visible, or a readable supported file.

Check the extraction

Compare names, nationality, birth details, passport number, issuing information and expiry with the source.

Confirm the changes

Correct mistakes and use the displayed save or apply action. Check the resulting record before moving on.

Passports are never automatically replaced by a newer upload; selecting the primary passport is a deliberate action.

Review SEA Documents

SEA scanning can identify employment information, but the agreement remains the source to check. Do not assume that every clause has been interpreted correctly.

Check the crew match before applying employment information.
Review dates, rotation terms, leave entitlement and any extracted financial information against the agreement.
Distinguish the main agreement from an addendum and review which terms it changes.
Do not interpret document extraction as a signature, approval or automatic change to an operational schedule.

Use The Crew Bulk Uploader

Upload supported files

The crew uploader accepts passports, visas and SEA documents. Supported formats include JPG, PNG and PDF, plus Word documents for SEA contracts.

Review document types and matches

Check each detected type and proposed crew match. Resolve uncertain or incorrect matches before applying data.

Update or create

Apply reviewed results to an existing person, or use Create New when a new crew profile is genuinely needed.

A failed extraction should be retried with a clearer source or entered manually; it should not be treated as an empty but valid record.

Guest Documents And Practical Tips

Guest passport scanning belongs in Guest Management. Open Add Guests and use the passport-upload option there rather than importing guests as crew.

Keep all page edges visible and avoid glare, blur and fingers over text.
Check every person in a batch, including apparently confident matches.
Review dates carefully; for example, 05-Jun-2026 must not be mistaken for 06-May-2026.
Share identity documents only with people who need them for their work.