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Data Templates: Quickly Create Individual Job Vacancies

Data Templates: Quickly Create Individual Job Vacancies

Eve Jones

If you’re a shipowner or a ship manager of a small to medium sized shipping company who is involved in maritime recruitment, we think you’ll love our Data Templates function. We've designed and created this area of our platform so that you can set your exact requirements for the candidates you need to fill your vacant jobs at sea.

At Martide we understand that for every ship in your fleet there are multiple permutations of...well, pretty much everything!

And that's why Data Templates make it possible for you to manage all of these different requirements, no matter how large or small and no matter who you’re trying to recruit, and for what rank and vessel.

cargo ship

Let's say for example that you're looking for a Second Engineer for one of your vessels. Using Martide's streamlined maritime recruitment and crew management solution, you can specify exactly what documents and certificates you want any candidates for that particular job on that particular vessel to hold.

Data templates: quickly create individual job vacancies

The Martide website aims to give shipowners and managers access to everything they need in terms of maritime recruitment and crew management, all in one secure and centralized place. It's integrated recruitment at its finest!

All the moving parts of our Software as a Service have been carefully designed to work with each other, and work with your existing processes.

It is in this way that Data Templates work in parallel with the Recruitment section of the website. When you create a new vacancy you need to add basic information about the vessel, your budget and the contract for that rank. You then need to add your requirements for the position.

These requirements are contained in the Data Template. Therefore you must first create a Data Template before you create a new job vacancy.

And the good news about this is that it means you don’t need to painstakingly enter all of your requirements over and over again when you're creating job vacancies. While you're creating the vacancy, all you need to do is choose a vessel and a rank and the relevant Data Template will be selected automatically for you by the system.

If you do not have a Data Template for the selected rank and vessel you will see an error message which will prompt you to then go and create one.

But to add a Data Template you first need to know how to create one. This blog post is going to take you through that...so let’s go.

How to create a Data Template

To get started log in to Martide with your email address and password. Click on your profile picture in the top right hand corner. You will see a drop down menu: click Settings. You will then see a number of icons. Click Data Templates.

screenshot showing where to click on the Data Templates link

You will then see a page that looks like this (our example already has 3 existing Data Templates - 2nd Engineer, Able Seaman and Chief Officer):

screenshot showing the main Data Templates page

On this page you can:

  • Look for a Data Template in the search bar (or scroll down the page to find it.)
  • Create a new Data Template.
  • Edit or delete an existing Data Template.

To create a new Data Template click the blue Add button on the left hand side of the page. You will be taken to this page:

screenshot showing a new Data Template page

This is where the magic happens - where you can start setting the criteria for your new Data Template. Now you will need to:

  • Choose a name for your template; e.g. the rank or rating / officer this template is going to be used for.
  • Select your vessel or vessels that will use the same template. Note that all vessels within one Data Template must have the same flag.
  • Add the relevant documents.
  • Add relevant ranks.

There are 4 sections to fill in on this page. They are:

  1. Template Name: we are creating this template for our Deck Ratings.
  2. Vessel(s): click in the box to select the vessel(s) from the drop down menu.
  3. Documents: add these by clicking on the little + sign icon.
  4. Ranks: add these by clicking on the little + sign icon.

When you click on the Documents + sign, you will see a pop-up box that looks like this:

screenshot showing the documents pop-up window

Click the check box next to a Document to add it as a requirement for the Data Template you are creating. You can select as many documents as you need.

Next, you can add the ranks. When you click on the Ranks + sign, you will see a pop-up box that looks like this:

screenshot showing the Ranks pop-up window

Now you can select the Ranks you want to use this Data Template for. We've selected Bosun, Able Seaman and Ordinary Seaman to be included in our Deck Ratings Template.

Click Save and your page will now look something like this:

screenshot showing a newly created Data Template

As you should be able to see from our example above, now you can:

  • See the template name and the vessel and its flag.
  • See the ranks that this template is used for on that vessel or vessels.
  • Check the boxes to select which documents you want each rank to hold.
  • Make a note (in the box at the end of each row) if needed.
  • Add Alternative Documents that you will accept instead of the original one(s) specified.

How to Add Alternative Documents to a Data Template

Click the 3 vertical dots to the left hand side of a document's title as seen in the image below:

screenshot showing where to click to add an Alternative Document

When you've clicked on those 3 dots, that will open up a pop-up box that looks like this:

screenshot showing the Alternative Documents pop-up window

To add one (or as many as you need) Alternative Documents to your Data Template, simply click the check box at the side of each document and then click Save at the bottom of the page.

The Alternative Document will now appear on the main screen below the original document - see the image below:

screenshot showing where the alternative document has been added

We're almost there! So, when you've finished adding your ranks, documents and any alternatives, click the blue Save button at the bottom of the screen. The template will be automatically saved but to return to the home screen, you'll need to click on the Data Templates link at the top of the page. That looks like this:

screenshot of the Martide website showing the required documents page

How to Edit an Existing Data Template

It’s also really easy to edit your Data Templates if you need to change anything in them. To do that find the Data Template you want to edit either by scrolling down the main page or by using the Search bar. Then click Edit next to the entry you want to change:

screenshot of the Martide website showing where to edit a template

The page you will then see is basically the same as when you created a new entry. Here you can change the Data Template’s name, add or remove ranks, add or remove vessels, add or remove documents, and add or remove alternative documents.

Simply click the blue Save button when you’re done.

Want to get rid of an outdated or no longer useful Data Template? No problem. Simply click Delete next to the entry you want to remove. But make sure you really want to delete it as you won’t be given a warning!

A side note about Data Templates

A seafarer will only be able to apply for a job if they have the documents you’ve specified in your Data Template. If you want to open the job up to candidates who have similar, but not the exact, requirements, you can use the Alternative Documents setting to override your Data Template.

Streamlining maritime recruitment and crew management

Whether you're an existing Martide user or you're a new visitor to our website and/or blog, we hope you’ve found this guide to using Data Templates to personalize your vacancies for your jobs at sea useful or interesting.

screenshot of the Martide website showing an old fashioned phone and the words contact us

If you'd like a more factual account of how to use Data Templates, you can check that out over on our dedicated Martide Support website here. We also have plenty more guidelines for getting the most out of our maritime recruitment solution in our user guide for shipowners and managers.

Meanwhile if you'd like to know more about how Martide can help your small to medium sized shipping company fill your vacant jobs at sea more quickly and easily, and simplify your maritime recruitment processes through our applicant tracking software and crewing system, please do get in touch for a no strings attached chat!

This blog post was originally published on 31st July 2019 and updated to reflect the latest design and functionality of the Data Templates feature on 24th April 2020.