A seafarer / candidate's User Profile contains uploaded copies of the professional, medical and travel documents that they need to hold for a position. This makes it easier for you, as a manning agent, to quickly check that paperwork is in order.
Introduction to the Documents page
To check a seafarer's documents log into your Martide account and click on Documents in the menu on the left hand side. This will take you to the Documents page:
Here you can:
- See all vessels, the ranks on that vessel, the seafarer in that rank, their location (ashore or offshore), and their estimated arrived home date.
- See which documents each seafarer has by clicking the black down arrow on the right of an entry.
- View a seafarer's User Profile by clicking on their name.
- Filter your search by Vessel Name, Rank, Seafarer Name, Location, Expires Before and Documents by clicking on the white boxes at the top of the page.
- Sort your results by A-Z or Z-A by clicking the 3 lines next to Vessel, Rank or Name.
- Remove the filters by clicking the blue Filters button at the top of the page.
- Download an Excel spreadsheet of documents by clicking the download icon at the top of the page.
- View which documents are ready to view in the Excel spreadsheet by clicking the grey document and arrow icon next to the download icon.
We will go through all of these actions shortly.
How to check a seafarer's documents
Click the black down arrow to the right of the entry / seafarer you want to check:
That will open a drop down list of the seafarer's documents:
Here you can:
- See a seafarer's certificate type, the document, its start and end dates and its number.
- Click on the paperclip icon to edit or upload a copy of a document and to see its country of issue.
How to edit a document
Click on the paperclip icon (see image above) and you will see this pop-up box:
Here you can:
- Select a different document type from the drop down menu.
- Edit the document number.
- Select a different country of issue from the drop down menu.
- Edit the date of issue and the date of expiry.
- Upload an attachment by clicking +Add attachment on the right hand side.
- Click Save when you're done.
How to add a new document
To add a document, click on a seafarer/candidate's name and you'll be taken to their User Profile page where you can add and upload new documents:
A seafarer profile page looks like this:
To add new documents either click on the relevant header at the top (Status, Work Summary, Employment, Work, Education etc.) and you will be taken to that section, or scroll down the page until you find the section you want to update:
We are going to add a new medical document for our seafarer. Click on +Add medical document and you will see this pop-up box:
Here you can:
- Select the document type from the drop down menu.
- Enter the document number.
- Select the country of issue from the drop down menu.
- Enter the date of issue and the date of expiry.
- Upload an attachment by clicking +Add attachment on the right hand side.
- Click Save when you're done.
How to filter your search on the Documents page
On the main Documents page click on one or more of the filters at the top of the page:
You can filter by: Vessel Name, Rank, Seafarer Name, Location, Expires Before and Documents.
When you click on a filter it will bring up a pop-up box. For example, this is what you will see if you select the Rank filter:
Now you can filter the results by rank so that you only see (for example) your Second Officers.
To hide the filters click on the blue Filters button at the top of the page:
If you click on this the filter boxes will disappear:
You can also filter by clicking the 3 lines next to Vessel, Rank and Name:
However this will only change the order in which the entries are listed alphabetically. For example the default setting is to list from A through Z. If you click on the icon, it will reverse that so they are listed Z through A.
How to download documents
To download a list of documents into an Excel spreadsheet, click the white button with the down arrow and document tray icon at the top of the page:
You will see a pop-up box with the day's date and time in it and a message telling you the status of your download:
Click the download arrow and document tray icon (see above) and an Excel spreadsheet will be downloaded on to your computer:
Click the Excel download to open it and you will see a spreadsheet of the documents you downloaded:
You can download as many spreadsheets as you need. If you want to see which downloads are ready but you don't want to activate another download, click the white document and arrow button next to the download icon:
That will show you the download ready pop-up box:
We hope you've found this guide to the Documents feature for manning agents useful but if you need any help, please get in touch here.