Ship Crew Planning Software - Crew Managers

In Martide you’ll find a feature called Planning. This enables you to easily plan your vessels and seafarers so you can see where you are at a glance. Here’s how to use Planning.

A note about Planning

Because Planning lets you plan both Vessels and Seafarers, in order to use the feature you will need to have two browser tabs open so you can have both the Vessels page and the Seafarers page open at the same time.

Where to find Planning

Log into your Martide account and click on Planning in the menu on the left hand side. You will be taken to a page that looks like the image below.

Note the Vessels and Seafarers tabs at the top of the page in the red box. We are currently on the Vessels page:

Understanding the Vessels page in Planning

This page shows you at a glance who is on your vessels and allows you to plan future crew.

On this page (see above image) you can:

Search for your vessels using the drop down boxes under All Vessels, All Vessel Types, All Ranks, All Flags, All ECDIS, All Technical Managers, All Clients, All PIC (Person in Charge), and All Statuses.
Filter your search by Flags, ECDIS, Technical Manager, Client, PIC, and Status.
Remove a filter by clicking on the blue box named for that filter at the top of the page.
Remove all filters by clicking the blue Filter button at the top right of the page. (This makes the calendar larger.)
Add a Crew Change by clicking the blue +Add Crew Change button at the top right.
View the calendar and see the current status of your chosen vessel.
Make the calendar larger and smaller by clicking on the - and + bar on the top right or make it fill the screen by removing all filters.
Click the 'i' icon on the top right to see the color codes for the calendar.
Create an Assignment and convert a draft embarkation plan to an Assignment.

How to use Planning on the Vessels page

To view a vessel and crew click on any configuration of the boxes called All Vessels, All Vessel Types, All Ranks, All Flags, All ECDIS, All Technical Managers, All Clients, All PIC, and All Statuses.

Each box has a drop down menu. For example, we have clicked on All Vessels:

We want to see the crew plan for our vessel called Deathstroke so we:

Click on All Vessels and select Deathstroke.
Click the Search button.
Click the Filter button to close the filters and expand the calendar.

Now we can see Deathstroke's crew plan in the calendar below:

Here you can:

See who is onboard at the moment.
See who is lined up to replace the current seafarer onboard.
Click the 'i' icon in the top right corner to see what the color coded status of a seafarer is (see section below). The statuses are: Completed, Onboard, Hired, Assignment, Draft or Don’t Need Replacement, Warning and Approved.
Scroll down to see all of your ranks on that vessel.
Scroll across to see future dates.
Create an Assignment and convert a draft embarkation plan into an Assignment.

For example:

Here you can:

See that Master Bechtelar is currently onboard (green) and disembarking in the middle of January. Master Gulgowski came onboard in January and will disembark at the end of June. Meanwhile Master Schowalter is an Assignment (blue) and will embark at the end of January.
See that Chief Officer McCullough is onboard from June to the end of November and will be replaced by Chief Officer Gutmann.
Double click on a seafarer’s name to see their Embarkation Details. That will open a pop-up box that looks like this:

Here you can:

Enter your seafarer’s estimated left and arrived home dates, estimated sign-on and sign-off dates, actual left and arrived home dates, and actual sign-on and sign-off dates.
Click the check-box if they are an approved seafarer.
Change their rank by clicking the Change Rank button.
Select a contract termination reason if there is one.
Add notes about the seafarer.
Cancel or save your changes and delete the embarkation if needed.

How to read the color coded statuses

Click on the 'i' icon on the top right hand side of the page:

That will show you a drop down box that looks like this:

This tells you which color matches which status in the calendar.

How to create an Assignment in Planning

Note: An Assignment is where you hire a specific seafarer for a specific vessel on a specific contract.

Click and drag your mouse across a blank section in the calendar. In our example we're going to create an Assignment for a Pumpman from April to October:

This will open a pop-up box like this:

Select the exact dates you want the Assignment to run from and to and click No Replacement if a replacement is not needed for this period or Create Draft to create a draft embarkation.

If you click No Replacement you will see this in the calendar:

If you click Create Draft you will see a pop-up box that looks like this:

Here you can:

Search for seafarers by clicking in the search bar at the top. A drop-down list of your seafarers will appear. Click on the names you want to add to the draft embarkation.
The rank will appear by default in the box below but you can remove it or add more ranks.
Select a Seafarer Pool from the Pools box or leave it at All Pools.
Select a Status. Statuses are Rejected, Active, Unavailable, Left, Retired, NFR (Not For Rehire.)
Select a location: Onshore or Aboard, or both.
Check the box next to a seafarer if you want to add them to the draft embarkation.
Click Save when you're done.

For example:

Now you can see that our seafarer Clyde Kovacek has been add to the calendar:

Now, double click on the box with your seafarer's name in it. You will then see this:

Here you can:

Check the box if your seafarer is an Approved Seafarer.
Edit the Estimated Left Home and Estimated Arrived Home dates.
Delete the draft.
Create an Assignment.
Click Save if you have made any changes and you want to continue.

When you click Create Assignment you will see this:

Here you can:

See the name of the vessel, the rank, the contract length and the contract variance at the top.
Add the Assignment's change over date.
Add the date you want the job listing to expire. (Note: this must be greater than, or equal, to the change over date.)
Select a Candidate Pipeline from the drop down menu.
Click save when you're done and the seafarer's box on the calendar will change from light blue (Draft or Don't Need Replacement status) to dark blue (Assignment):

Now if you click on your seafarer's name you will see this:

Here you can:

See the name of the rank and vessel at the top.
See the name of the seafarer and what Stage in the Recruitment Pipeline they are.
Click on the seafarer's name to go to their Profile.
Add more candidates by clicking +Add more candidates.

When you click +Add more candidates you will see this pop-up box again and you can select more candidates from the list:

We are going to add another seafarer, called Dawson Bartell. Now in the calendar we can see this:

How to edit or delete an embarkation

If you want to edit or delete something, double click in its box in the calendar. For example to edit or delete the 'No Replacement Needed' status (the box we created earlier with the X in it) double click on it and you will see this:

Here you can:

Change the dates of the draft embarkation by changing the dates in the From and To boxes.
Click Cancel to return to the main screen.
Click Save to save the changes.
Click the trash can icon to delete the draft embarkation.

Editing the other boxes is the same although they will have a Delete Draft or Delete Embarkation button:

How to change a seafarer’s rank in Planning

If you need to change a seafarer’s rank, click on their name in the planning calendar. You will see a pop-up box with their embarkation details in it. Click on the Change Rank button:

That will open a pop-up box that looks like this:

Here you can:

Select a new rank from the drop-down menu in the Rank box
Enter the date the change of rank will be effective from.
Enter the seafarer’s estimated disembarkation date.

How to filter your vessel search

The default settings for search are All Vessels, All Vessel Types, All Ranks, All Flags, All ECDIS, All Technical Managers, All Clients, All PIC (Person in Charge) and All Statuses.

You can also filter your search results by Flags, ECDIS, Technical Manager, Client, PIC and Status, or by any combination of these.

You can also enter more than one search option from each drop down box. In our example you can see we’re searching chemical tankers and car carriers.

Here’s how to use filters:

To include all filter options, select the relevant vessel, rank, flag, ECDIS etc. from the drop down boxes under All Vessels, All Vessel Types, All Ranks, All Flags, All ECDIS, All Technical Managers, All Clients, All PIC, and All Statuses.

For example:

To remove any of the filters click the blue box named for that filter at the top of the page. It will turn white and the filter will be removed from the drop-down menu options. You can get the filters back by clicking on them again.

In our example, we’re going to remove Flags, ECDIS and Technical Manager:

To remove all filters click the Filter button at the top right of the page and the blue filter boxes will disappear and you will see a larger version of the calendar. You can get the filters back by clicking on the Filter button again:

How to add a Crew Change

Click the blue +Add Crew Change button on the top right of the page:

That will open up a pop-up box that looks like this:

Here you can:

Add the From Date in the first box.
Select the vessel from the drop down menu.
Select the port from the drop down menu.
Click Save when you're done.

Now we’re going to explain how to use the Seafarers page in Planning.

Understanding the Seafarers page in Planning

This page shows you at a glance who is available ashore. It looks very similar to, and works the same way as, the Vessels page. It looks like this:

Here you can:

Search for your seafarers using the drop down boxes under All Seafarers, All Vessels, All Vessel Types, All Ranks, All Pools, All Flags, All ECDIS, All Technical Managers, All Clients, All Persons in Charge (PIC), All Statuses, All Locations, Planned Start Date, Planned End Date, Not Planned Start Date and Not Planned End Date.
Filter your search by Flags, ECDIS, Technical Manager, Client, PIC, Status, Location and Planning.
Remove any of the filters by clicking on the blue box named for that filter at the top of the page.
Remove all filters by clicking the blue Filter button at the top right of the page.
View the calendar and see the current status of your chosen seafarer.
Make the calendar larger and smaller by clicking on the - and + bar on the top right.
Click the 'i' icon on the top right to see the color codes for the calendar.

How to use Planning on the Seafarers page

To view a seafarer click on any configuration of the boxes called All Seafarers, All Vessels, All Vessel Types, All Ranks, All Flags, All ECDIS, All Technical Managers, All Clients, All Pools, All PIC, All Statuses, All Locations, Planned Start Date, Planned End Date, Not Planned Start Date and Not Planned End Date.

Each box has a drop down menu. For example, we have clicked on All Seafarers:

We want to see the planning for our (fictional) seafarer Clifford Bechtelar so we:

Click on All Seafarers and select Clifford.
Click the Search button.
Click the Filter button to remove the filters and enlarge the calendar.

Now we can see Clifford Bechtelar’s schedule in the calendar:

Here you can:

See that Clifford Bechtelar is a Master.
See from his calendar that he will be onboard the vessel Etrigan from the end of July to the middle of January.
Click the 'i' icon on the right of the screen to see what the color coded status of a seafarer is (see image below). The statuses are: Completed, Onboard, Hired, Assignment, Draft or Don’t Need Replacement, Warning and Approved.
Zoom in or out using the - and + bar at the top.
Scroll down to see all seafarers if you searched for more than one.
Scroll across to see future dates.

Double click on the vessel’s name to see the seafarer’s Embarkation Details. That will open a pop-up box that looks like this:

If you want to change any of these details you will need to switch to the Vessels page and find your seafarer there.

How to filter your seafarer search

The default settings for search are All Seafarers, All Vessels, All Vessel Types, All Ranks, All Flags, All ECDIS, All Technical Managers, All Clients, All Pools, All PIC, All Statuses, All Locations, Planned Start Date, Planned End Date, Not Planned Start Date and Not Planned End Date.

You can also filter your search results by Flags, ECDIS, Technical Manager, Client, PIC, Status, Location, and Planning or by any combination of these.

You can also enter more than one search option from each drop down box. In our example below you can see we’re searching for Abigale Schowalter and Charley Hermann as well as for the vessels Darkstar and Etrigan.

Here’s how to use filters:

To include all filter options, select the relevant seafarer, vessel, rank, flag, ECDIS etc. from the drop down boxes under All Seafarers, All Vessels, All Vessel Types, All Ranks, All Flags, All ECDIS, All Technical Managers, All Clients, All Pools, All PIC (Person in Charge), All Statuses, All Locations, Planned Start Date, Planned End Date, Not Planned Start Date and Not Planned End Date:

In our example, we’re going to remove Technical Manager, Client and PIC:

To remove all filters and see the calendar in full screen mode click the Filter button at the top right of the page and the blue filter boxes will disappear. You can get the filters back by clicking on the Filter button again:

And that’s it! We hope this will help you to get the most out of our really useful Planning feature but you have any questions, please just get in touch as support@martide.com.