Crew Manager

Maintain a complete digital record for every seafarer in your organization with 19 profile field groups. The crew database captures identity documents, certificates, medical records, education history, work experience, language skills, emergency contacts, physical attributes, vaccinations, and vessel type preferences — everything a crewing department needs in one place.

Each profile is structured around 19 dedicated field groups — Address, Attachments, Certificates, Education, Email Address, Emergency Contact, Experience, Flag Endorsement, Health Examination, Languages, National ID, Other Certificates, Passports, Physical Info, Profile Photo, Seamen ID, Sufficiency Preferences, Vaccinations, and Vessel Type Preferences — ensuring no aspect of a seafarer's record is overlooked.

Every contract records the employment terms MLC 2006 inspectors look for: the social protection benefits it provides, from medical care and sickness benefit to old-age, maternity and survivors' benefits, the notice period, the port of embarkation and the place the agreement was made.

It also records the repatriation destination, who bears its cost and the financial security certificate number, when and by whom the seafarer was briefed on their rights, and the dates the seafarer and the company signed and the seafarer received a copy.

Track every crew movement on and off your vessels with a structured three-status onboard activity system — assigned, checked in and checked out. The sign-in process records when a seafarer boards a vessel, while the sign-out process captures exactly why they left, using one of 31 checkout reasons organized into three reason groups.

The three checkout reason groups (unavoidable, such as end of contract, illness, promotion or a ship sold; beneficial, such as misconduct or falsified documents; and non-beneficial, such as low salary, fatigue or an unseaworthy ship) provide granular retention analytics that reveal patterns in crew turnover.

Dashboard widgets show officer, non-officer and overall retention rates, the rates over the last year, and a breakdown by rank, vessel type, nationality and exit reason. Retention follows the industry formula: 100% less the year's terminations, leaving out the unavoidable and beneficial ones, as a share of the average number employed.

Relief widgets list the crew due for relief in the next 90 days, contracts and certificates ending within a set number of days, and crew changes planned against actual.

See exactly who is on every vessel in your fleet with real-time ship-crew assignment views. The fleet list shows the current complement for each vessel, organized by department and rank, with status indicators for contract expiry, certificate validity, and onboard duration.

Print the IMO crew list for a vessel's arrival or departure, with the port, date, last port of call and voyage number, and each seafarer's name, rank, nationality, date and place of birth, and identity document. The fleet list also shows each vessel's crew count and flags certificates and contracts needing attention and a vessel with no Ship Security Officer named.

Print or export for any vessel in your fleet with a single action.

Model your entire vessel crew structure with 51 onboard ranks organized into seven groups: deck officers, engine officers, deck ratings, engine ratings, offshore, kitchen, and other hotel staff. From Master and Chief Officer to Motorman, Cook, and Cadet, every position in the maritime rank system is represented.

The rank hierarchy drives assignment logic, certificate requirements, and access control throughout the module. When assigning crew to vessels, the system understands which ranks belong to which department, what certificates each rank requires, and how the onboard organizational chart should look. This rank-aware architecture ensures your fleet list always reflects proper maritime hierarchy.

Manage every aspect of a seafarer's identity and qualifications through 19 structured field groups. The profile system captures addresses, emergency contacts, education history, language skills, physical attributes, and sufficiency preferences — building a comprehensive digital personnel file that replaces paper-based crew records.

A consent-based profile editing workflow protects data integrity. When a seafarer keeps their own profile on the Navatom crew app, the company asks for consent before editing it; the seafarer approves it until a set date and can revoke it at any time, and every request, approval and revocation is recorded.

Identity verification through National ID, Passport, and Seamen Book records maintains the reliability of your crew database.

Price every contract from your wage scales: the seafarer's rank, their seniority band from months of sea service, and any situational pay, previewed before the contract is saved. The fleet list shows each vessel's total crew wages in your company currency.

Wage changes are recorded on the contract with the date they take effect, the reason and the parties' reference, including a promotion to a new rank without a sign-off. Each change keeps the wage it agreed, so a later scale revision never rewrites it. Pay itself runs in Navatom Payroll.

Print a seafarer's record of employment, the document MLC 2006 says every seafarer is given: each vessel served with its IMO number and flag, the rank, and the sign-on and sign-off dates and ports, under your company's name.

Print a seafarer's full profile too, the CV a charterer or principal asks for.

Track the health record of every seafarer with vaccination records, medical examination dates and physical information. Record each vaccination with the date it was given and its expiry, and each medical examination with its date and the date it runs out.

Physical information records height, weight, and coverall and shoe sizes, and the profile holds the seafarer's blood type. The medical certificate itself is kept among the seafarer's documents.

Vaccination records become especially critical for international voyages where port health authorities require proof of specific immunizations.

Build a complete professional history for every seafarer with structured work experience records and their certificate of competency. Record previous employers with a reference contact, and each position held with the vessel, its type, gross tonnage and engine power, the dates and the months served, the essential data for career progression planning.

The certificate of competency is kept with its number, issuing country and validity dates. Preferences record the ranks, vessel types and flags each seafarer wants to sail with, enabling smarter assignment decisions that balance operational needs with crew satisfaction.

Record and query the cargo experience of every crew member with a dedicated cargo code database and onboard date range queries. Know exactly which cargo types each seafarer has handled, on which vessels, and during which assignments — critical information for tanker operators and specialized cargo vessels.

Record what each vessel carried and when, including ship-to-ship transfers, and pick the crew who were aboard in those dates; Navatom checks that every one of them was on board. The cargo is then credited to each of them, helping you assign the right crew to the right vessels based on their actual cargo experience rather than generic certifications alone.

Connect crew performance evaluations directly to crew profiles with integrated evaluation assignment management. Evaluations start when a seafarer signs on or off, for the ranks and vessels you choose, or on demand, and the evaluator can be an office user group or ranks on board. The results flow back into the crew member's permanent record.

View evaluation history alongside certificates, experience, and contract data for a 360-degree view of each seafarer. Evaluation scores inform assignment decisions, promotion eligibility, and re-employment assessments.

The integration ensures that performance data is never siloed away from the rest of the crew record.

Configure Crew Manager to match your organization's requirements. Choose which profile sections and document types a seafarer must complete before applying to you, the education level each certificate of competency needs, and which certificates each rank needs on each vessel.

Visibility settings decide what seafarers see of your company and your vessels on the Navatom crew app, and your about text and contact details fill your company's page.

Three analytics pages look at your crew. The crew page shows who is aboard and the nationality mix on each vessel, relief ageing, seafarers not relieved on time, retention by rank, vessel type and nationality, sign-off reasons, and the certificate expiry horizon.

Demographics show your crew by nationality and the age of those aboard by vessel and by rank, and evaluation analytics surface crew performance trends from Evaluation & Feedback.

Every change to a crew member's profile is recorded as it happens, with who made it and when. From basic profile edits and document uploads to contract status changes and onboard activity transitions, every action carries full user attribution, timestamp, and contextual data.

The same record feeds the audit trail, notifications and dashboards, giving ISM, MLC 2006 and flag state inspectors a complete chronological record of every crew management action.