Crew Changes

The Crew Changes feature makes getting your seafarers on- and offboard less stressful. 

Please note, manning agents are not able to add or edit a crew change. This feature is for your information only and you can only see crew changes that relate to your company.

Introduction to Crew Changes

Log in to your Martide account. In the menu on the left you will see Crew Changes. Click on it and you will see this: 

Screenshot of Martide's maritime recruitment and maritime crew management system software

Here you can:

  • See the crew change date if one is set, your vessels, the port, the number of on and off-signers, if any of them are top 4, who the change is assigned to and its status.
  • Add a new crew change. 
  • Click the funnel icon at the top to filter your crew changes by Vessel, Dates, PIC, Status or Port.
  • Change the crew change status to Pending, In ProgressCanceled or Completed.
  • Download crew change and/or flight information into an Excel spreadsheet by clicking the 3 dots at the top.

How to add a new crew change

Click the Add Crew Change button. You will see this pop-up box:

Screenshot of Martide's maritime recruitment and maritime crew management system software

Here you can:

  • Select the vessel you want to create a crew change for.
  • Select the arrival airport for incoming crew.
  • Select the port the vessel will be at.
  • Enter the berthing date.

You will go to a new Crew Change page. It looks like this:

Screenshot of Martide's maritime recruitment and maritime crew management system software

Here you can:

  • Change the crew change status from Pending to In Progress, Cancelled or Completed.
  • Copy the URL to send it to a Port Agent or paste it elsewhere.
  • Assign the crew change to yourself or someone else.
  • See the crew change information you entered into the pop-up box. You can edit this if needed.
  • Enter the estimated berthing and departure dates and times.
  • Add another port, airport and berthing date. This is useful if you want to add a 'Plan B' in the event that you need to conduct the crew change at a different port on your vessel’s route.
  • Add your on- and off-signers.

How to add on- and off-signers

Screenshot of Martide's maritime recruitment and maritime crew management system software

In the On signers section, click Add On Signer. This opens a pop-up box showing all available seafarers:

Screenshot of Martide's maritime recruitment and maritime crew management system software

Here you can:

  • Search for a seafarer’s name in the Search bar.
  • See available seafarers, their rank and status. 
  • Check the box next to the seafarer who is on signing and click the Add To On Signers button. They will appear on the main screen.

Next go to the Off-signers section and click Add off-signer. That will open a pop-up box with the seafarers who are onboard the vessel and who can be signed off.

When you have added your on- and off-signers, the Crew Change page looks like this:

Screenshot of Martide's maritime recruitment and maritime crew management system software

The off-signers section looks the same as the on-signers. Here you can:

  • See the seafarer, their rank, the airport they're coming from, if you have requested that they confirm the crew change, if they have working gear, if their tickets have been issued, and whether their documents are in order. 
  • The icons are: document validation, visa, flights and contract. When the icons are green, it means documents have been validated, visa has been issued, flights have been booked and the contract has been agreed. 
  • Other colors mean: gray - not done/still waiting. Blue - pending. Orange - error or missing document. Black - not required.
  • Click the 3 dots at the end of the row to upload missing documents. See the image below.
  • Send them an email by clicking the arrow.
  • Add a note to an on- or off-signing list by clicking the Add Note button. The note will appear at the bottom of the list. You can edit or delete the note.
Screenshot of Martide's maritime recruitment and maritime crew management system software

How to view a change over's information 

Click on the name of the port in the overview page:

Screenshot of Martide's maritime recruitment and maritime crew management system software

That will take you to this page:

Screenshot of Martide's maritime recruitment and maritime crew management system software

On this page there are sections for the crew change's:

On this page there are 5 sections containing the following information:

  • Ports: The name of the port(s) and airport(s), berthing and departure dates, length of port stay and estimated total costs. 
  • Port Agent: The name, email, phone number and address of the agent. You can enter and edit this information here.
  • On-signers: The names, arrival and departure airports, target times and dates, and visas for each on-signing seafarer. Add your seafarer’s travel arrangements here. You can also send them an email. See below for how to add travel.
  • Off-signers: This is the same as the on-signers.
  • Costs: The expenses for both on- and off-signers including for flights, hotels, agency services, transport, immigration formalities and other. You can enter the expenses here.

How to add a seafarer's travel arrangements 

In the On- or Off-signers sections, click the 3 dots next to the seafarer you want to add travel for then click Add Trip:

Screenshot of Martide's maritime recruitment and maritime crew management system software

You will then see this:

Screenshot of Martide's maritime recruitment and maritime crew management system software

Here you can:

  • Click the icons to add airports, times and dates and required visa.
  • Click the 3 dots to add local travel, manually add flights and hotels.
  • Check the box next to the port or next to one or more seafarers to request their confirmation and/or to request flights from a travel agent. Requesting confirmation sends a notification to the seafarer via Martide's app asking them to review and confirm the flights. This means you don't have to call or email multiple seafarers. 
Screenshot of Martide's maritime recruitment and maritime crew management system software

For example, to add a taxi ride for a seafarer, click Add local travel. You will see this:

Screenshot of Martide's maritime recruitment and maritime crew management system software

When you’ve entered the information and uploaded an e-ticket you will see this:

Screenshot of Martide's maritime recruitment and maritime crew management system software

Adding flights and hotels works in the same way.

How to view a seafarer's change over information 

Click on a seafarer's name in the column on the left. You will go to their individual crew change information:

Screenshot of Martide's maritime recruitment and maritime crew management system software

On this page there are 5 sections containing the following information:

  • Personal Info: The seafarer's name, age, rank, location, home airport, date of birth, gender and nationality. 
  • Documents: Type of document, number, country of issue, issue and expiry dates, and copies of uploaded documents. You can download a copy of the document here.
  • Ports: The port, arrival airport, berthing and departure times and dates, length of port stay and estimated costs.
  • Travel: The travel arrangements that you booked for them on the Ports page.
  • Working Gear: The type and size of working gear that has been ordered for that seafarer and if it has been received. Read more about Working Gear here.

When the crew change is confirmed and flights are booked, the PIC clicks the button. This sends a notification to the seafarers in the crew change via Martide's app asking them to review and confirm the flights.  This means you don't have to call or email multiple seafarers.

How to filter your crew changes

On the main Crew Change page, click the funnel icon:

Screenshot of Martide's maritime recruitment and maritime crew management system software

This opens a side panel where you can filter crew changes by: Vessels, Change Over From and To Dates, Person in Charge, Status and Port.

Screenshot of Martide's maritime recruitment and maritime crew management system software

If you have any questions, please get in touch at support@martide.com