Groups: Guest Access

In a few simple steps you can easily share information & documents through our Guest Access feature.

This is a really great feature for sharing candidate or crew information with a vessel or manager, or if you need to share information with an auditor

You choose what to share, and with who! Recipients can download documents, saving you from having to repeatedly download and send by email. 

You can view an example Guest Access here

1. Set up your Group if you haven't already done so

2. Add the Crew Member's profile to a Group (click on a Crew Member, select the Profile you want to share, click +Edit groups and select the Group)

3. Add as many Crew Profiles as you like 

4. Select the Group you want to share access to

5. Click on Access and New Guest access 

Your Guest can have access via a unique url with no authentication or access can sit behind an authentication 

For authenticated access, you will need to add your Guest's email address. 

Tip: you can do this once you've configured the rest of the access

Add your title and introductory message - ideally 2 or 3 lines.

Add an expiry date if you want the Guest to have access for a set amount of time

You can always add an expiry date later 

Using the toggle buttons you can share: 

• Crew Profiles (selecting which data fields and documents to share)
• Group Files 
• Group Documents 

Workflow fields

These are the pieces of data that you, or the crew member have input.

You can choose to share ALL the data fields.  We highly recommend you check that you are not sharing too much information, or information that you want to remain confidential to your business

Clicking the Custom button shows all of the data fields that are available.  Simply select the ones you want to share.

Documents

The Documents section of the Workflows are made up of Document Blocks.

You can control what you share from each Document Block by clicking Custom. All of the document types that are available will appear. 

If your Document Blocks are specific about which Documents are collected then you can be specific about what is shared.  

Most Workflows also have a Document Block configured as what we call an "anything" block.  This is a really flexible Document Block which allows crew to upload any type, and any number of documents.  However, you can only share all or none of the documents in an "anything" block. You can tell whether it is an "anything" block from the Workflow as shown below:

If you want to share some, but not all of the Documents in an "anything" block, you can: 

• go to the individual's Crew Profile, 
• go to Workflow Docs; and 
• remove the Document from the Workflow 

⚠️ Each Workflow is a separate form that creates a separate Crew Profile for the Crew Member. If you are sharing Crew Profiles from multiple Workflows, you will need to customise the data and documents for each Workflow.  

All files in the Group will be shared.  Files in any parent group will not be shared.  

All Documents in the Group will be shared.  Documents in any parent group will not be shared.  

Pressing Submit will make the access live.  You can edit or delete at any time by clicking the 3 vertical buttons next to the Guest Access title. 

We recommend that you try the access before you send to your Guest.  

For the simple url - simply click on the url under the Access url box and this will copy the url to your clipboard. Open it in a new tab or window

For authenticated access: 

• add your email address in the Guest email addresses box and press Submit
• click on the Crewdentials logo in the top left of your Workspace
• at the bottom of the page click on the relevant Group in the section called Your guest access

If you have chosen a simple url: 

Simply click on the url and share it with your Guest

If you have put the access behind an authentication tell your Guest to go to workspace.crewdentials.com and log in with the email address you have added

Any Crew Profile that you add to the Group will be automatically shared