Features

Maintain a complete digital record for every seafarer in your organization with 22 domain entities and 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.

Model your entire vessel crew structure with 28 onboard ranks organized across seven departments: Deck Officers, Engine Officers, Deck Specialists, Engine Specialists, Cadets, Crew, and Galley. 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 the full lifecycle of crew contracts with four contract statuses — Active, Canceled, Expired, and Invalid. Create contracts from templates, set terms and conditions, track start and end dates, and monitor contract expiry across your entire fleet. Excel import capability lets you bulk-load contract data from existing systems.

Contract management integrates directly with the sign-in/sign-out workflow — when a crew member's contract expires, the system flags it for attention. Contract templates standardize terms across your fleet, while individual contract customization handles vessel-specific or rank-specific requirements. The contract record becomes part of the permanent crew profile, fully auditable and always accessible.

Track every crew movement on and off your vessels with a structured three-status onboard activity system — Assigned, CheckedIn, and CheckedOut. The sign-in process records when a seafarer boards a vessel, while the sign-out process captures exactly why they left, using one of 23 checkout reason codes organized into four reason groups.

The four checkout reason groups — Unavoidable (Death, Disability, Illness), Beneficial (Promotion, AcquisitionOfNewSkills, CareerGrowth, CourseCertification), NonBeneficial (Abscond, Dereliction, Desertion, Misconduct, TerminationDisciplinary, TerminationForCause), and standard reasons (EndOfContract, Pregnancy, Retirement, FamilyCircumstances, HigherEducation, LongLeaveAnnualLeave, PersonalReason) — provide granular retention analytics that reveal patterns in crew turnover.

Streamline crew recruitment with a six-status job posting pipeline: Draft, Open, Closed, Expired, Cancelled, and Filled. Create job postings for specific ranks and vessels, publish them to your recruitment pipeline, track applications, and close postings when positions are filled.

The posting lifecycle moves from Draft (initial creation and configuration) through Open (actively recruiting) to terminal states — Closed (manually ended), Expired (past deadline), Cancelled (withdrawn), or Filled (position staffed). Each transition is tracked with full event logging, giving your HR department complete visibility into the recruitment pipeline and time-to-fill metrics.

Manage crew compensation with integrated paycheck management, bonus actions, and expenditure tracking. Record regular pay, overtime, bonuses, and deductions for every crew member. Track expenditures against budgets and generate financial summaries for your accounting department.

The payroll module ties directly into the contract and assignment records — compensation is linked to the crew member's active contract, vessel assignment, and rank. Bonus actions reward performance, while expenditure tracking captures additional costs like training, travel, and certification renewals. All financial records are part of the permanent crew profile.

Track every document a seafarer needs with eight attachment types — Certificate, Medical Certificate, National ID, Passport, Police Visa, Seamen Book, Visa, and Other. Each document is stored with issue dates, expiry dates, issuing authority, and digital copies. Flag endorsement tracking ensures crew members hold the correct endorsements for their assigned vessels.

Certificate groups organize related qualifications, while rank-based certificate requirements ensure every crew member assigned to a position holds the mandatory credentials. Expiry monitoring alerts your crewing department before documents lapse, preventing compliance gaps. The system maintains a complete document history, so you can trace every certificate from issue through renewal.

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.

Cargo history queries filter by date range and vessel, providing a complete picture of a crew member's cargo handling experience. This data feeds into qualification assessments, helping you assign the right crew to the right vessels based on their actual cargo experience rather than generic certifications alone.

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.

Generate IMO-compliant crew list printouts for port state inspections, flag state audits, and company records. The crew list follows international maritime conventions and includes all required fields — name, rank, certificate numbers, nationality, and embarkation date. Print or export for any vessel in your fleet with a single action.

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. Profile edit requests move through a RequestPending, Approved, and Revoked consent lifecycle, ensuring that changes to sensitive personal data are authorized before they take effect. Identity verification through National ID, Passport, and Seamen Book records maintains the reliability of your crew database.

Track the complete health profile of every seafarer with dedicated vaccination records, health examination history, and physical attribute documentation. Record vaccination types, dates, and validity periods. Log medical examinations with results, examining physician details, and fitness-for-duty determinations.

Physical information records capture the attributes required by maritime medical standards. Health examination tracking ensures every crew member holds a valid medical certificate before boarding. 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, rank experience durations, and sufficiency preference tracking. Record previous employers, vessel types, trading areas, and time served at each rank — the essential data for MLC compliance and career progression planning.

Rank experience durations calculate the total sea service time at each position, critical for determining eligibility for promotion and certificate upgrades. Sufficiency preferences track which vessel types and trading areas a crew member is qualified for and prefers, enabling smarter assignment decisions that balance operational needs with crew satisfaction.

Monitor your crew pool's health with demographic analytics and evaluation score dashboards. Understand the composition of your workforce by nationality, age, rank distribution, certificate status, and experience level. Identify gaps in your crew pool before they become operational problems.

Evaluation score analytics integrate with the Evaluation module to surface crew performance trends. Dashboard widgets provide at-a-glance KPIs for your crewing department: How many certificates are expiring this month? What is the average time-to-fill for open positions? Which vessels have contract expirations in the next 90 days? Drill down from any widget to the underlying crew data for immediate action.

Connect crew performance evaluations directly to crew profiles with integrated evaluation assignment management. When evaluations are triggered — by contract events, vessel changes, or manual initiation — 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 the crew management system to match your organization's requirements with granular settings controls. Define which profile fields are required for each rank, set certificate requirements by rank, and toggle visibility for specific field groups based on your data collection policies.

Required field configuration ensures data completeness — when a crew member is assigned to a vessel, the system validates that all mandatory fields for their rank are populated. Certificate rank requirements enforce compliance rules, ensuring no one boards without the proper credentials. Visibility toggles let you streamline the interface by hiding field groups that aren't relevant to your operations.

Every change to a crew member's profile is recorded across 91 distinct event types — the most comprehensive audit trail in the Navatom platform. 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 91 event types cover every profile field group modification, every document attachment change, every contract lifecycle transition, every sign-in/sign-out action, and every administrative configuration change. This granular logging satisfies ISM Code, MLC 2006, and flag state audit requirements, providing inspectors with a complete chronological record of every crew management action.