Data Templates

What are Data Templates?

When you create a new vacancy in Recruitment you need to add info about the vessel, budget and contract. You then need to add your requirements for the vacancy. These requirements are in a Data Template.

This means you need to create a Data Template before you create a new job vacancy.

You only need to create a Data Template once. Then, when you create a vacancy, select the relevant Data Template.

How to create a Data Template

Log in to your Martide account. Click Settings in the drop down menu under your profile picture in the top right corner and then Data Templates.

Screenshot of Martide's maritime crew management system showing the Settings page

You will see this page. Our example already has two Data Templates:

Screenshot of Martide's maritime recruitment software showing the Data Templates function 

Here you can:

  • Look for a Data Template in the search bar.
  • Create a new Data Template by clicking the Add Data Template button.
  • Edit or delete a Data Template by clicking the pen or trash can icons.
  • Copy a Data Template by clicking the squares icon.

A note about Data Templates for Recruitments and Assignments

The way a Data Template is filled in is slightly different depending whether you are creating it for a Recruitment or an Assignment.

As a reminder, the difference is:

Recruitments: this is where you add candidates to the database so that you can potentially hire them in the future.

Assignments: this is where you hire a specific seafarer for a specific vessel on a specific contract.

We will explain both versions below.

Please note that if you are a manning agent, you will not be able to choose between Recruitment or Assignment. Apart from that, all other steps are the same. 

How to add a Data Template for a Recruitment

Click on the blue Add Data Template button at the top right of the page:

Screenshot of Martide's maritime recruitment software showing the Data Templates function 

You will go to this page:

Screenshot of Martide's maritime recruitment software showing the Data Templates function 

Here you can:

  • Add the Data Template’s name. 
  • Select the type of template: Recruitment or Assignment. 

For example:

Screenshot of Martide's maritime recruitment software showing the Data Templates function 

Click the Next button when you're finished. You will move to the Personal Information tab where you can select the info that you want a seafarer to provide to be able to apply for the job. For example:

Screenshot of Martide's maritime recruitment software showing the Data Templates function 

Click the Next button when you're finished. You will move to the Required Documents tab where you can select the documents specific ranks must have to be able to apply for the job.

Screenshot of Martide's maritime recruitment software showing the Data Templates function 

When you click Add Documents, you will see this pop-up box:

Screenshot of Martide's maritime recruitment software showing the Data Templates function 

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:

Screenshot of Martide's maritime recruitment software showing the Data Templates function 

Next, add ranks. When you click Ranks Add you will see this pop-up box:

Screenshot of Martide's maritime recruitment software showing the Data Templates function 

Select the Ranks you want to use this Data Template for. In our example we've selected Chief Engineer and Second Engineer.

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

Screenshot of Martide's maritime recruitment software showing the Data Templates function 

You can keep adding Documents and Ranks as required.

Now you can specify which documents you want which rank to hold. Check the box under the rank and next to the documents you want that rank to hold:

Screenshot of Martide's maritime recruitment software showing the Data Templates function 

When you've finished click the Next button. You will go to the Requirement Steps page:

Screenshot of Martide's maritime recruitment software showing the Data Templates function 

All the required data is needed to be able to hire a seafarer: the To Recruit boxes are checked as default. But you can also decide if you want certain requirements to be met by a seafarer so they can apply for the vacancy.

If you are a manning agent, you can only select the Personal Information. You cannot check or uncheck the Documents.

For example, you don't need to know a seafarer's blood type for them to be able to apply so you can leave that as a requirement at the To Recruit stage, but you might have requirements for their nationality and the documents they hold. If so, check the To Apply boxes where needed:

Screenshot of Martide's maritime recruitment software showing the Data Templates function 

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

Screenshot of Martide's maritime recruitment software showing the Data Templates function 

How to add a Data Template for an Assignment

Click the Add Data Template button on the main Data Templates page and enter the name of the template. Select Assignment as the type of template:

Screenshot of Martide's maritime recruitment software showing the Data Templates function 

When you select Assignment, it will show you an extra box for your vessels:

Screenshot of Martide's maritime recruitment software showing the Data Templates function 

Select the vessels from the drop down list that you are recruiting for. You can select as many as you like.

The rest of the process is exactly the same as adding a Data Template for a Recruitment - see above.

When you save the Data Template it will appear on the main page, with the flag of the vessel that you assigned to it:

Screenshot of Martide's maritime recruitment software showing the Data Templates function 

How to add Alternative Documents

When you post a vacancy on Martide you need to specify which documents you need a seafarer to hold before they can apply or be recruited. Alternative Documents let you override that.

This lets you consider candidates who may hold different, but still relevant, certificates.

As seen above, when you've created a Data Template and added your documents to it, it looks like this:

Screenshot of Martide's maritime recruitment software showing the Data Templates function 

To add an Alternative Document, click the three dots next to a document's name. See 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 document(s).

For example, we have specified a candidate should have Elementary First Aid (EFA) to apply for our vacancy, but if someone suitable applies who doesn't hold an EFA certificate but they DO hold a Basic First Aid (BFA) certificate, they can still apply.

Click Save and you will now see this:

Screenshot of Martide's maritime recruitment software showing the Data Templates function 

How to edit a Data Template

On the main Data Templates page find the Data Template you want to edit either by scrolling down the page or using the Search bar. Click the pen and paper icon next to the template you want to change:

Screenshot of Martide's maritime recruitment software showing the Data Templates function 

You’ll be taken back to your template. It’s very similar to creating a new entry.

Here you can:

  • Change the Data Template’s name.
  • Add or remove Vessels (for an Assignment.)
  • Add or remove Personal Information.
  • Add or remove Documents.
  • Add or remove Ranks.
  • Change the To Apply Requirement Steps.

How to delete a Data Template

To delete a Data Template, on the main Data Templates page click the trash can icon next to the template you want to remove:

Screenshot of Martide's maritime recruitment software showing the Data Templates function 

How to copy a Data Template

To copy a Data Template that’s already in the system, on the main Data Templates page click the squares icon next to the template you want to copy:

Screenshot of Martide's maritime recruitment software showing the Data Templates function 

You will see this pop-up box:

Screenshot of Martide's maritime recruitment software showing the Data Templates function 

Type the name of the template you want to create into the box. In our example we want to copy our Messman Recruitment Template and use the same requirements for our Deckhand Recruitment Template:

Screenshot of Martide's maritime recruitment software showing the Data Templates function 

Click Save and your new template will appear on the main data Templates page:

Screenshot of Martide's maritime recruitment software showing the Data Templates function 

All Personal Information, Documents, Ranks and Requirement Steps are the same as the Messman template but if you want to change anything, simply click the edit icon next to the Deckhand.

If you have copied an Assignment template you will also need to add your vessels.

We hope you’ve found this guide to Data Templates useful but if you need any other help, please contact us here.