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. 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 your vessels, change over dates, who the crew change is assigned to, the port, number of on and off-signers, if any of the changing crew are top 4 and the crew change status.
  • Add a new crew change. 
  • Filter your crew changes by Vessel, Change Over Dates, PIC, Status or Port.
  • Change the status of a crew change to In Progress, Pending, Canceled or Completed.
  • Download crew change and/or flight information into an Excel spreadsheet by clicking the 3 vertical dots at the top of the page.

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 Overview page. It looks like this:

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

When you add a new Crew Change, you can see 3 tabs at the top: Crew Change Overview, Travel, and Working Gear. 

The Crew Change Overview tab

Here you can:

  • Change the crew change port if needed.
  • Enter the estimated berthing and departure dates and times.
  • Select the airport seafarers will arrive at.
  • Change the on-signers' crew change date if needed.
  • Enter the off-signers' crew change date or check the box if it's the same as the on-signers.
  • Enter the port agent's email address.
  • Check the boxes for the documents on-signers must have: OK to Board, Letter of Guarantee and Other.
  • Select any extra visas the crew will need.
  • Select the status of the crew change: Pending, In Progress, Canceled, or Completed.
  • Select the Person In Charge.
  • Copy the page URL to paste it elsewhere.
  • Send the Crew Change information to the port agent.
  • Get the seafarers' confirmation.
  • Add your on-signers.
  • Add your off-signers.

How to add on- and off-signers

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

At the bottom of the Crew Change Overview page, click Add To On Signers. This opens a pop-up box with a list of 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, change date 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 click Add off-signers. That will open up an identical pop-up box but 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

Next to an on-signer there are 5 icons. Next to an off-signer there are 4:

  • Document: when this is green, all documents are correct.
  • Passport: when this is green, the seafarer holds the correct visa(s).
  • Airplane: when this is green, flights have been booked.
  • T-shirt: when this is green, workwear has been purchased.
  • Ship: when this is green, all transport documents are correct.
  • Trash can: click to delete the seafarer from the crew change.

If the icons are another color, this means:

  • Gray: not done / still waiting.
  • Blue: pending.
  • Orange: error or missing document.
  • Black: not required.

You can add notes to on and off signing lists by clicking the 3 vertical dots next to On-Signers and Off-Signers. Click Add Notes and you will see a pop-up box where you can type a note. The note will appear at the bottom of the list of on- or off-signers.

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

When you've finished either save or delete the Crew Change. 

The 'Send to Port Agent' feature

On the Crew Change Overview page there is a Send to Port Agent button:

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

Click it and you will see this pop up box:

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

Here's what you need to know:

  • This will send a list of seafarers from the Crew Change to the port agent's email. They can see the list by clicking a link in the email. There's no need to login or use a password.
  • The port agent can see each seafarer's name, rank, personal information, and travel documents.
  • Once the Crew Change status is Canceled or Completed, the port agent won't be able to access the link anymore.

The 'Get Seafarer's Confirmation' feature

On the Crew Change Overview page there is a Get Seafarer's Confirmation button:

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

Click it and you will see this pop up box:

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

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

It 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

The Travel tab

When you add a new Crew Change or view an existing one, you will see Travel:

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

When you click Travel you will see this page:

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

Here you can:

  • See the information you entered on the Crew Change Overview page and the Crew Change Status.
  • See, add and edit your on and off-signers' travel arrangements.
  • Request flight quotes from a travel agent of your choice.

How to request flight quotes from a travel agent

Click the Request flights button:

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

You will see this:

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

Select the travel agent(s) that you want to help you find flights.

Note: Flights work directly with C Teleport and booked flights from C Teleport can also be imported into Martide.

How to check or add a seafarer's travel arrangements

Go to the on- and off-signers section:

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

Here you can check or add a seafarer's local travel arrangements and flights. When adding local travel you will see this:

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

Here you can:

  • Select the transport type: taxi, bus or train.
  • Enter the price and currency of the transport.
  • Enter the departure and arrival cities, dates and times.
  • Attach an e-ticket by uploading a copy from your computer.
  • You can add as many arrangements and transport types as you need.
  • When you click Save, the arrangements will appear below that seafarer. Flights works in the same way.
Screenshot of Martide's maritime recruitment and maritime crew management system software

The Working Gear tab

When you add a new Crew Change or click on an existing one, you will see Working Gear:

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

Click Working Gear and you will see this page:

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

Here you can:

  • See your on-signers and the status of their working gear order.
  • Click the down arrow to see what working gear has been received by that seafarer.

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