Set Up Onboarding

Set Up Onboarding allows authorized users to configure the onboarding process for a vessel. This includes defining the required crew information, documents, and other onboarding requirements that must be completed before a crew member is ready for assignment or deployment.

Step 1: Enable "Allowed to Manage Own Record"

1. From the sub-account homepage, click on the Modules menu and select Crew.

   

2. Click the three dots next to the crew member you want to update, and then select Edit.

   

3. Check "Allowed to Manage Own Record" under General Information tab, the crew member will receive an email with login instructions.

   This checkbox will allow the crewmember to view and edit their crew profile and documents.

   

Step 2: Enable Crew Mandatory Documents Required for Onboarding

Configure the crew mandatory documents required as part of the onboarding process.

1. From the fleet homepage, click on the Modules menu and select Documents.

   

2. Go to the Administration menu and choose Crew Mandatory Documents.

   

3. A column labeled Crew Onboarding will display, included in onboarding will show a Yes status.

   

4. Click the three dots next to the document and select Edit.

   

5. Review and select any of the following options:
   • Applicable for Occasional Worker -- includes occasional workers in onboarding.
   • Enable Document Verification -- requires verification during onboarding.
   • Required for Crew Onboarding -- includes the document in onboarding requirements.

   Click Submit when done.

   

\

Step 3: Set Crew Record Permissions

Define which information they can view, which information they cannot access, and which information they are required to provide to complete the onboarding process.

1. From the fleet homepage, click on the Modules menu and select Crew.

   

2. In the top blue ribbon, click Administration and select Crew Record Permissions.

   

3. In the top-right corner, click Edit.

   

4. Scroll through the list and ensure that any onboarding-required actions are marked as Editable Required.

   When a crew member is added to the system, they'll only see the fields based on these settings --- so it's important that onboarding requirements are configured properly.

   Once you've reviewed and updated the permissions, click Submit to save changes.

   

5. To modify permissions for a specific vessel, scroll down and click Override Settings.

   

Step 4: Setting up Alerts for Crew Onboarding

Related Video:

These settings can automatically generate alerts or send email notifications when specific onboarding activities occur or when required actions need to be completed.

1. From the fleet homepage, click on the Modules menu and select Crew.

   

2. Click Administration in the blue ribbon and choose Triggers and Automations.

   

3. Click the three dots in the top-right corner.
4. Select New Trigger or New Automation.

   

Step 5: Mark Crew Onboarding as Complete

Once a crew member completes the onboarding process, administrators can review their information from the Crew Dashboard or through their alerts. After confirming that all required onboarding requirements have been completed, the administrator can update the crew member's status to Onboarding Complete.

1. From the sub-account homepage, click on the Modules menu and select Crew.

   

2. In the left-hand folder structure, locate and open the Onboarding Crew folder.

   

3. Next to the crew member's name, click the View icon to open their onboarding details.

   

4. The system will display the required fields that have not yet been completed, along with any missing documents and uploaded documents requiring review.
5. Once all required fields and documents have been completed and reviewed, click Complete Onboarding in the top-right corner.

   

6. Select the appropriate Crew Employment Status upon Onboarding Completion from the dropdown menu, then click Submit to complete the onboarding process.