How to Quickly Create Job Vacancies with Data Templates

How to Quickly Create Job Vacancies with Data Templates

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 vessel in your fleet there are multiple permutations of...well, pretty much everything!

cargo ship advert for Martide's maritime recruitment and crew management SaaS

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.

Let's say for example that you're looking for a Second Engineer for one of your ships. 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.

How to quickly create job vacancies with Data Templates

Martide gives 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!

colorful interlocking cogs.

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.

street art of the word 'yay!'

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 let’s go.

How to create a Data Template

To get started log in to your Martide account. Click on Settings in the menu on the left hand side of the screen and then on Data Templates:

screenshot showing where to click on Data Templates

You will then see a page that looks something like the image below (although if you haven't yet created any Data Templates, yours will be blank.) In our example we've already created 5 Data Templates: Cargo Ships Lao, Container Ships China, Oil Tankers Liberia, Ro-Ro Ships Portugal and Tankers Cyprus:

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 manually.)
  • Create a new Data Template.
  • Copy a Data Template by clicking the square documents icon.
  • Expand a Data Template's entry to view the vessels associated with it by clicking the downward arrow icon.
  • Edit or delete a Data Template by clicking the pen or trash can icons.

Adding a new Data Template

To create a new Data Template click the blue +Add data template button on the top right 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 - this is where you can start setting the criteria for your new Data Template. You will need to fill in 5 different sections on this page and they are:

  • Template Name (see the image above).
  • Vessel(s): Click in the Vessels box (also see above) to select the vessel(s) from the drop down menu. Note that all vessels under one Data Template must have the same flag.
  • Personal Information: select the options that you want candidates to complete in that template - as seen above.
  • Documents: add these by clicking on +Add (see the image below.)
  • Ranks: add these by clicking on +Add (also see the image below.)
screenshot showing the documents  and ranks boxes on Martide's maritime recruitment platform

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

screenshot showing the documents pop-up window on Martide's maritime recruitment platform

Check the box next to a document and click Save to add it as a requirement for the Data Template.

You can look for documents using the search bar. This will show you different documents and options.

Once you have saved your documents they will appear like this. You can make handy notes in the boxes on the right:

screenshot showing the notes section

Next, you can add your ranks. When you click on Ranks +Add, you will see a pop-up box that looks like this (to see more seafarer ranks, scroll down the page):

screenshot showing the Ranks pop-up window

Now you can select the ranks you want to use this Data Template for. As you can see, we've selected Second Officer and Chief Officer to be included in our new Template.

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

screenshot showing a newly created Data Template

You can keep on adding as many documents and ranks as you need. For example, we've added some more documents that we want our Officers to have and we've also added Third Officer to the Template - see below:

screenshot showing the new documents and addition of a third officer.

Now you can specify which documents you want which rank to hold.

To do this, click on the little arrow to the left of the document group. That will open up the list of documents and looks like the image below (you will need to scroll down to see all of them). Check the box next to the documents that you want the rank to hold:

screenshot showing there to check the documents that you want a rank to have

Finished adding your documents? Okay, click the blue Next button at the foot of the page and your page will now look like this:

screenshot showing which documents are needed to hire a candidate.

Please note that all of your required data is needed to be able to hire a seafarer: the To Hire boxes are checked as default.

But you can also decide if you want certain requirements to be fulfilled by a seafarer in order to even apply for the position.

For example, there's probably very little point in asking a candidate for their blood type just to allow them to apply for the position so you'll probably leave that as a requirement at the To Hire stage.

However, you might have requirements for their nationality and the documents they hold. If so, check the To Apply boxes where necessary - like this:

screenshot showing the To Apply and To Hire requirement check boxes.

When you've finished, click the blue Save Template button at the bottom of the page. You'll return to the main Data Templates page where you will see your new template in the list:

screenshot of the new template showing in the list on the main page

How to add Alternative Documents to a Data Template

As you probably know, when you post a job on Martide you need to specify which documents you need a candidate to hold before they can apply or be hired. Alternative Documents let you override that.

This function allows you to consider seafarers who may hold slightly different, but still relevant and valid, certificates.

As we saw above, when you create a Data Template and add your documents to it, it looks like this:

screenshot showing the little dots where you can add alternative documents.

To add an Alternative Document, click the three little vertical dots next to a document's title (see the image above.) That opens the document pop-up box that we saw earlier. Select the document(s) that you will allow a seafarer to use instead of your original choice(s).

Click Save and you will now see this:

screenshot showing where to click to add an Alternative Document

How to edit and delete existing Data Templates

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 the little pen icon 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. You can also change the To Apply requirement steps.

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 the little trash can icon next to the entry you want to remove.

Streamlining maritime recruitment and crew planning

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 guides 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 seafarer job vacancies more quickly and easily, and simplify your maritime recruitment processes through our applicant tracking software and crew planning features, please get in touch for a no strings attached chat!

This blog post was originally published on 31st July 2019, updated to reflect the latest design and functionality of the Data Templates feature on 24th April 2020 and updated again after a redesign on 15th June 2021.

Eve Jones

Eve Jones

I am a content writer at Martide, helping to keep you up-to-date on all things maritime recruitment and shipping industry related through our regular blog posts.