Crew Changes

The Crew Changes feature simplifies what can be a complex issue for many small to medium sized shipping companies and manning agents. Here’s how to use Crew Changes.

Please note that if you are a manning agency you will not be able to add or edit a crew change. This feature is for your information only. You will also only be able to see crew changes that relate to your company.

Introduction to the Crew Changes page

Log in to your Martide account. In the menu on the left hand side you will see Crew Changes. Click on it and you will see a page that looks like this.

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 (Master, Chief Officer, Chief Engineer, Second Officer) and the crew change status.
Add a new crew change.
Filter your crew changes by Vessel, Change Over Date, PIC or Status.
Change the status of a crew change to In Progress, Pending, Cancelled or Completed by selecting the status from the drop down box.
Export the data into an Excel spreadsheet.

How to add a new crew change

Click on the blue button on the top right that says +Add crew change. You will see this pop-up box:

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.
Click the Create button to save it.

That will take you to a new Crew Change Overview page. It looks like this:

When you add a new Crew Change, you can see at the top of the page that there are 3 tabs: Crew Change Overview, Travel and Working Gear. We will look at Crew Change Overview first.

The Crew Change Overview tab

Here you can:

Select the port the crew change will take place at.
Enter the estimated berthing date and time.
Enter the estimated departure date and time.
Select the airport seafarers are to arrive at.
Change the on signers' crew change date if necessary.
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, Cancelled, or Completed.
Select the Person In Charge.
Copy the page URL to paste elsewhere.
Send the Crew Change information to the port agent.
Get the seafarer's confirmation.
Add your on signers.
Add your off signers.

How to add on and off signers

At the bottom of the Crew Change Overview page, click +Add on signers. That will open up a pop-up box with a list of all seafarers currently available:

Here you can:

Search for a seafarer’s name in the Search bar.
See available seafarers, their rank, change date and their status. In our example, we have 3 seafarers who can be signed on.
Check the box next to the seafarer who is on signing and click the blue Add to on signers button. They will appear on the main screen.

Next click on +Add off signers

That will open up a pop-up box with a list of the seafarers onboard the vessel who can be signed off:

Here you can:

Search for a seafarer’s name in the Search bar.
See seafarers, their rank, change date and their status. In our example, we have 3 seafarers who can be signed off.
Check the box next to the seafarer who is off signing and click the blue Add to off signers button. They will appear on the main screen.

When you have seafarers who can be signed on and off, that section of the Crew Change Overview page will look like this:

On the left you can see your on signing seafarers and on the right the off signing seafarers.

Next to the seafarer’s name you can see 7 icons:

Document: when this is green, all documents are correct.
Contract: when this is green, the contract has been signed.
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 this to delete the seafarer from the on or off signing.

If the icons are another color, this means:

Gray: not done / still waiting.
Blue: pending.
Orange: error or missing document.
Green: approved / all good.
Black: not required.

You can also add notes to both on and off signing lists. To do that click the 3 vertical dots next to On Signers or Off Signers:

You will see a little message that says Add Notes. Click it and it will open up a pop-up box that looks like this. We've typed a note to remind ourselves to check the crew change date:

Type your note into the box and click Save. Your note will now appear at the bottom of the list of on or off signers:

To delete an entire Crew Change scroll to the bottom of the page and click the Delete this crew change button - see image above.

The 'Send to Port Agent' feature

On a vessel's Crew Change page you will see a Send to port agent button:

When you click it you will see this pop up box:

Here's what you need to know:

It will send a list of seafarers from the Crew Change to the port agent's email address as entered in the 'port agent email' box.
The port agent can see the list from a link from email. There is no need to login or use a password.
The port agent can see each seafarer's profile from the list with basic info: their name, rank, personal information, travel documents (passport and seaman book) and visas.
Once the Crew Change status is Canceled or Completed, the list and profiles are no longer available for the port agent.

The 'Get Seafarer's Confirmation' feature

On a vessel's Crew Change page you will see a Get seafarer's confirmation button:

When you click it you will see this pop up box:

When the crew change is confirmed and flights are booked, the PIC clicks the Get seafarer confirmation button. This sends a notification to the seafarers in the crew change via the Martide app asking them to review the flights. The seafarer can simply click to confirm. This saves you from having to call or email multiple seafarers.

How to filter your crew changes

On the main Crew Change page, click the funnel icon at the top of the page

You can filter crew changes by: Vessels, Change Over From, Change Over Until, Person in Charge and Status.

When you click the funnel icon it opens up a side panel with the above filters.

The Travel tab

When you add a new Crew Change or click an existing one, you can see at the top of the page 3 tabs: Crew Change Overview, Travel and Working Gear:

When you click on Travel you will see this page:

Here you can:

See the information you entered on the Crew Change Overview page: airport, crew change and berthing dates, berthing time and port name.
See the Status of the crew change: Pending, In Progress, Cancelled, or Completed.
See your on and off-signers and their travel arrangements.
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 on the Request flights button:

You will see this:

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

Scroll down the page to the on and off-signers section:

Here you can:

Check a seafarer's Local Travel arrangements and Flights by clicking the down arrows. That will show you:

To add a local travel option, click the button seen above. You will see this:

Here you can:

Select the transport type: taxi, bus or train.
Enter the price and currency of this transport.
Enter the departure city, date and time.
Enter the arrival city, date and time.
Attach an e-ticket by uploading a copy from your computer.

For example:

Click Save and the arrangements will appear under that seafarer:

You can add more than one local travel arrangement - for example you might want to add a taxi, then train and then a bus.

To add flights, click the + Add flight option button. You will see this:

Here you can:

Add the ticket conditions.
Add the price and currency.
Add the leg(s) of a journey and its info including flight number, class, departure airport, date and time, arrival airport, date and time, luggage allowance in amount and kilos.
Attach an e-ticket by uploading a copy from your computer.

For example:

Click Save and the arrangements will appear under that seafarer. You can add more than one flight - for example you might want to add a number of different journeys or legs.

The Working Gear tab

When you add a new Crew Change or click on an existing one, you can see at the top of the page that there are 3 tabs: Crew Change Overview, Travel and Working Gear:

Here you can:

See what working gear has been ordered for the seafarers who are included in that Crew Change.

We hope this guide helps you get the most from our Crew Changes feature but if you have any other questions, please feel free to get in touch with us at support@martide.com