Documents: Adding

Documents can be added either:

• by crew providing them to you via a Workflow

• by adding them through your Workspace

Once a Document is in your Workspace, you can add it to a Group, add it to a Crew Profile, or move from one Crew Profile to another.  See the end of this guide to find out how! 

Tips

🥇 Profile each Document separately: if a file contains more than one Document, separate them out before uploading

🥇 Make sure the pages are easy to read, and the right orientation - we have tools to help with this

🥇 We categorise documents as one of the following types:

Certificates, Passport, IDs & Visa or Other

We'll help you identify the document but it's your responsibility to make sure it is right. It's worth taking the time to profile the Document accurately as this could be the last time you ever upload the Document to a system...

You can either: 

• add Documents via the Documents tab in the menu
• add Documents directly to a Crew Profile

From the Documents tab:

• Select Documents from the menu on the left hand side
• Click the blue Add doc button
• Select the document(s) you would like to add from your files.  You can select multiple files or images to upload. You'll be asked whether the files are to be treated separately, or as one file 

Directly to a Crew Profile: 

• Go to the Crew Profile that you want to add your Document to
• Click on Workflow docs
• Find the document block that you want to add the document to (don't worry if you choose the wrong one, you can move them later)
• Click the Add or Select Document and then Add New 
• Select the document you would like add from your files

You can: 

•  add an extra page or re-order the pages
•  click the crop/rotate button to adjust (rotate, crop, zoom) the image

Click Next 

We will analyse the document(s) and initially categorise it as one of the document types (Passport, ID&Visa, Certificate, Other)

Check out our tips below about the different Document types.

Once you've checked all of the details are correct and all of the mandatory fields are completed simply press the Submit button

If you press the Cancel button you can finish profiling it later, or delete out of the system

If it is a career related certificate for a seafarer, we will help you identify what it is, who it is issued by and any issue/expiry dates

If the scanner doesn't auto-profile the certificate, click on the "start typing" box and search for the certificate type. We have a comprehensive database of maritime certificates. If the qualification you are trying to upload is not listed let us know using the link provided. Leave the Certificate in a pending state and we will let you know once its ready to profile.

For certificates that represent more than one qualification (eg security duties, basic safety training) the document is profiled multiple times as the separate qualifications. This allows certificates that represent a mix of expiring or infinite qualifications to be profiled accurately. More details about STCW Basic Safety Certificates is in this article

For certificates with multiple qualifications you can add or remove a qualification type by using the bin or plus button as shown below

Mandatory fields: Certificate name, issue date.

💡 TIP: Add as much information as you can (certificate number and issuer) as this will help with verification later 

💡 TIP: Some qualifications have a set validity period in accordance with regulations, even if there is no expiry date on the certificate. Our system will automatically populate the expiry date field based on the issue date. For those certificates, the expiry date is also mandatory

If a certificate is not recognised, or the scanner has mis-identified something, please let us know via using the link

Try and use one of the suggested document names.  You can set suggested document names to ensure that any documents added to your Workspace are named consistently to assist with reporting.  See this guide. 

Mandatory fields: Document Name and issue date

For documents that could be added by you or submitted by crew we suggest you set the following to ensure consistency in naming: 

Schengen visa

B1/B2 visa

Frontier work permit

C1/D visa

Driving license

💡 TIP: you don't need to add information to the description such as name of person the document relates to as you'll add the Document to their Profile.  

Mandatory fields: Passport number, issue date, expiry date and passport nationality are mandatory

💡 TIP: in the nationality box, try using the 3 letter code towards the top of the photo page of the passport 

Use for CVs, References and other documents

Mandatory field: Document name

You can set suggested document names to ensure that any documents added to your Workspace are named consistently to assist with reporting.  See this guide

For documents that could be added by you or submitted by crew: suggest you set the following to ensure consistency in naming as this replicates the options in the Crew Profile: 

CV, Reference 

Depending on your use case, your suggested names might be: 

SEA, Employment (Promotion), Employment (Addendum)

Insurance: Hull, Insurance: Crew, Insurance: P&I

💡 TIP: you don't need to add information such as name of person or the Vessel the document relates to as you'll add the Document to their Profile, or the Vessel Group.  

If you added the Document from the Documents tab, you can now assign the document to a Group or a Crew Profile:

Adding to a Group:

> select the Document

> Click + Edit groups

> Select the Group and press Done 

Adding to a Crew Profile: 

• select the Document
• click the Associated profiles tab
• click Add a crew profile
• search for the Crew Member and select the Profile you'd like to add the Document to

Sharing: the document will not be provided to the crew member at that point. If you would like to share it with a crew member you will need to assign the document to a Workflow section.

Our customers use this where they obtain documents from a candidate at shortlist stage, and want to onboard them to a more specific and role based Workflow for managed crew which requires extra documents.

How to add existing Documents to an additional Workflow:

• Ensure that the Crew Member is attached to both Workflows
• Go to All docs on the Profile that has the documents already attached
• Click on the Document you want to move
• Click "Associated profiles"
• Click "Add a crew profile"
• Start typing the name of the Crew Member and select the correct Profile 

If you want to share it with the Crew Member, you will need to add it to the Workflow as described above