What are Data Templates?

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

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

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

How to create a Data Template

Log in to your Martide account. Click on Settings in the menu on the left and then on Data Templates.

screenshot showing where to find Data Templates.

You will then see this page (our example already has 3 Data Templates):

screenshot showing the add data template button

Here you can:

  • Look for a Data Template in the search bar.
  • Add a new Data Template.
  • Expand a Data Template's entry to view the vessels associated with it by clicking the downward arrow.
  • Edit or delete a Data Template by clicking the pen or trash can icons.
  • Copy a Data Template by clicking the square documents icon.

How to add a new Data Template

To create a new Data Template click the blue +Add data template button on the top left (see image above). You will be taken to this page:

screenshot showing the data template page

There are 4 sections to fill in on this page. They are:

  1. Template Name: we are creating this template for our Ukrainian cargo ships.
  2. Personal Information: select the options you require candidates to complete in that template.
  3. Documents: add these by clicking on +Add (see image below.)
  4. Ranks: add these by clicking on +Add (see image below.)
screenshot showing the documents and ranks section.

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

screenshot showing where to add documents.

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 notes in the boxes on the right:

screenshot showing the notes section

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

screenshot showing the choose ranks pop-up box

Now you can select the Ranks you want to use this Data Template for. In our example we've selected Chief Officer and Second Officer.

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

screenshot showing the documents on the main page.

You can keep adding Documents and Ranks as required. 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:

screenshot showing where we added a third officer.

Now you can specify which documents you want which rank to hold. Click on the arrow to the left of the document group. That will open up the list of documents and looks like this (you will need to scroll down to see all of them). Check the documents you want the rank to hold:

screenshot showing the document check boxes

You can see in our example above, we’ve started checking the boxes and we also made a note.

When you've finished click the blue Next button at the foot of the page. Your page will then look like this:

screenshot showing the data required section.

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.

You might not need to know a seafarer's dental report for them to be able to apply so you can leave that as a requirement at the To Hire stage, but you might have requirements for their Covid test and medical examination. If so, check the To Apply boxes where necessary:

screenshot showing the data step selection section

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

screenshot showing where we've added 'cargo ships Ukraine'

How to add Alternative Documents

Normally 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 hired. Alternative Documents let you override that.

This lets you consider candidates who may hold slightly 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 showing the 3 vertical dots

To add an Alternative Document, click the three vertical dots next to a document's name (see image above.) That opens the document pop-up box that we saw earlier:

screenshot showing where to add alternative documents.

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 alternative documents on the main page.

How to edit an existing 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 icon next to the template you want to change:

screenshot showing the pen icon to edit an entry

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 Personal Information.
  • Add or remove Documents.
  • Add or remove Ranks.
  • Change the To Apply Requirement Steps.

How to delete an existing 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 showing the trash can icon.

How to copy an existing Data Template

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

screenshot showing the copy template icon

You will then see this pop-up box:

screenshot showing the copy template pop-up box.

Type the name of the template you want to create into the box. In our example we want to copy our Cargo Ships Lao template and use the same requirements for our Russian cargo ships. Click Save and you will be taken to your new template:

screenshot showing the template name box.

The template name has changed but all Personal Information, Documents, Ranks and Requirement Steps are the same as the Cargo Ships Lao template. You can amend any of these if you need to.

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