Documents: Verifying

Within your Workspace, you and your team have access to powerful verification tools to check the authenticity of seafarer documents.

When a document is uploaded and scanned, we compare the results against our comprehensive database of maritime authorities and training providers. If the issuer is recognised, we will provide you with the best method(s) of verifying the document, which are described in this guide.

As with any database, results rely on accurate data. We are continuously reviewing and updating the database, but if you see anything that isn't correct, or if you have come across an issuer that isn't in the list, please submit a copy of the document to us at https://www.crewdentials.com/certificate-upload so we can keep the database up to date.

Find the document you would like to verify, then:

1. Click on the document to open it
2. Click the Verifications tab
3. Click Start new verification
4. Select the Verification method
5. Attach Supporting evidence (depending on verification method)
6. Select Result (depending on verification method)
7. Check and tick Additional checks
8. Add any relevant verification Notes
9. Click Submit

The following verification options are supported:

• Instant - fastest & best
• Portal - directs you to the issuer's verification portal
• Email (automatic) - system generated email direct to issuer
• Email (manual) - pre-drafted message to open in mail client
• Other (e.g. phone) - add your own verification evidence

Depending on the issuer, not all options will be presented to you. The preferred method for the issuer will be selected by default, which can be changed if preferred.

If this option is available, clicking Submit will:

• Instantly query the issuer's database
• Return a verification result
• Create and attach PDF evidence of the verification result 

TIP: Check the name, date of birth, certificate number and any other details are correct to ensure the instant verification result is accurate.

If this option is available, clicking Visit portal will:

• Open the issuer's verification portal in a new browser tab
• From there, enter the requested details
• Take a screenshot of the verification result
• Click on the Supporting evidence field and upload the screenshot
• Select the appropriate Result
• Check and tick the Additional checks
• Add any relevant verification Notes
• Click Submit

TIP: use the copy buttons to save time typing the details into the issuer's portal

Before clicking Submit, check all details are correct.

Clicking Submit will:

• Send an email directly to the issuer from [email protected]
• The email will include:
• who the request is from (workspace name)
• the document details
• how the issuer can confirm the status of the document

After clicking Submit, the document will change to a Pending verification status until the issuer has submitted a response. Once the issuer has responded:

• You will receive an email and in-app notification
• The verification status will be updated automatically

If you would prefer to email the issuer directly, untoggle Automatic verification.

From here, check you are happy with the Email subject and Draft email content, then click Open in mail client.

Your default mail app will open with a draft email ready for you to check, attach the file, and submit directly from your own email address.

TIP: Click the Download file to attach button to quickly download and attach the file to your email

There is also an "Other" option to record verification results for issuers who cannot be contacted through the previous methods.

Upload your own Supporting evidence of the verification result before selecting the verification Result, ticking the Additional checks, and clicking Submit to save the response.