Assignments

The Assignments page is where you can see all your current and closed vacancies (Assignments) and create new ones. Here's how to use the Assignments page.

If you are a manning agent, this is where you can see vacancies (Assignments) that a crew manager has shared with your manning agency because they want your help finding a seafarer.

Please note there are two similar pages: Assignments and Recruitment. The difference is:

Assignments: this is where you hire a specific seafarer for a specific vessel on a specific contract.
Recruitment: this is where you add seafarers to the database so that you can potentially hire them in the future.

Click here to view the Recruitment support page.

Understanding the Assignments page

To get started, log into your Martide account and click on Assignments in the menu on the left. You will go to a page that looks like this:

Here you can:

Add a new Assignment. (Crew managers only.)
See your vessels, the rank, how many candidates have applied, if any candidates are ex-crew, how many have been hired, the change over date, and status.
Filter Assignments by Vessel, Seafarer Rank, Change Over, Status, Applied Candidates, Advertising Agent (crew managers only) and Visibility by clicking the buttons at the top of the page.
Click on an Assignment to view its details.
Change the Status of an Assignment to Open or Closed.
Sort your Assignments alphabetically or numerically by clicking the pyramid icon next to Vessel, Rank, Hired, Change Over or Status.
Edit an open Assignment by clicking the pen icon to the far right of an Assignment. (Crew managers only.)
Delete an Assignment by clicking the trash can icon to the far right of an Assignment. (Crew managers only.)
Download a list of contracts into an Excel spreadsheet by clicking the download icon at the top of the page.

How to add a new Assignment

If you are a crew manager, click the Add assignment button at the top:

How to add basic information to an Assignment

You will go to a page that looks like this. (This page is quite long so we'll look at it in sections):

Here you can:

Select the vessel name from the drop down box.
Select the rank you are hiring for.
Select the Candidate Pipeline and Crew Slot you want to align with the Assignment.

Scroll down the page and you will see:

Here you can:

Enter the vessel trading area.
Enter the crew change date.
Select your currency and enter your minimum and maximum budget.
Enter the visas you need a candidate to hold. (You can add as many visas you need.)

Scroll down the page and you will see:

Here you can:

Enter the contract length and select whether that's in months or days.
Enter the contract length variance.
Enter the time with a technical operator that you need a candidate to hold and select whether that's in years or months.
Enter the time in rank that you need a candidate to hold and select whether that's in years or months.
Enter the time on a vessel that you need a candidate to have and select whether that's in years or months.
Write a description of the Assignment in the text box.

When you’re done, click Next. This will take you to the Required Documents section.

Required documents for an Assignment

The Required Documents section when you are creating an Assignment looks like this:

Here you can:

See which documents have been specified in order for a candidate to a) apply and b) to be hired.

In our example we're keeping it simple with two documents but you will have more.

Click Next when you're done. This will take you to the Advertising section.

How to advertise your Assignment

You will go to the Advertising section. The first half of the page looks like this:

Here you can:

Select which manning agent(s) you want to use.

Note: If you don’t see one of your manning agents in this section, go to Settings > Manning Agent. There you can choose the manning agents you want to see as an option.

Below this you will see:

Here you can:

Write a comment to the manning agent(s).
Write a comment to the candidates.

As you can see from the image above, you have two options:

Public: After posting a public position, your basic requirements will be displayed on Martide’s job page. We’ll look for candidates for your position by checking our database. Candidates can also apply directly.
Private: This lets you send your vacancies to manning agents. Unlike public vacancies, agents will be able to see all the information you included in your Data Template.

In our example above the Private option is turned on (showing grey) and the Public option is turned off (this will show blue). To change the settings, slide the button across.

Please note that unless you have used Alternative Documents to override your Data Template, only candidates holding all relevant documents will be able to apply.

Click the Publish your job button when you're done:

That will take you to this page:

Here you can:

See the name of your vessel, the rank (Assignment) and date of crew change at the top.
See the names of candidates
See the pipeline stages for this particular Assignment.
Add a candidate by clicking the Add candidate button.

How to add a candidate to an Assignment - crew managers

Both crew managers and manning agents can add candidates to Assignments. To do so, click the Add candidate button in the top right corner. You will then see this pop-up box:

Click the Select box and a drop down list of all of your candidates and seafarers will appear. Choose the one(s) you want to add to the Assignment:

Note that if you apply a seafarer who already has a pending assignment with the company you will see a warning message that says “Are you sure you want to add a seafarer to this assignment?” You will have the option then of either confirming or canceling.

When you've finished adding candidates/seafarers click Save and you'll be taken to this page if you are a crew manager. We will cover manning agents below:

Here you can:

See the names of your candidates.
Add another/more candidates.
See which stage of the Pipeline each candidate is at - at first everyone will be in the Negotiation stage like our example, because you have just added them but as you progress with validating documents, English tests, medical checks etc. more info will show.
See who that stage has been assigned to and who is a watcher (if anyone.)
Add the terms agreed on in the negotiation with the candidate (salary, contract length, currency and contract variance.)
Approve the stage/candidate when you and the candidate are happy with the negotiation terms. The candidate will then move to the next stage of the Pipeline.
Reject the stage/candidate if you cannot agree on the negotiation terms.

How to add a candidate to an Assignment - manning agents

Click the Add candidate button at the top of the page:

You will then go to this page - this is the Jobs Details page, If there are no candidates yet, the page looks like this:

If there are candidates, the page looks like this:

Here you can:

See the rank / vessel / contract details on the left
See the names of potential candidates, their rank, name, availability, master status, whether they have their documents in order and client status.
Apply the candidate to that Assignment by clicking the Apply button to the far right of their profile.
Add a candidate to the Assignment by clicking the click here text if there aren't any candidates showing.
Filter the candidates by General, Location, Personal, Employment & Work History, Medical, Documents, Status and Planning by clicking the boxes at the top.

When you click the apply button next to a candidate you will see this page:

Click Next and you will see this page:

Here you can:

Add details about the candidate's documents (type, number, country of issues and dates.)
Upload a copy of the document.
Apply the candidate to that Assignment by clicking the Apply Seafarer button at the bottom of the page.

When you click Apply seafarer you will see this pop-up box:

If you definitely want to apply the candidate to the Assignment click the Add candidate button and you'll be taken back to the Job Detail page where you’ll see the candidate is now applied to the Assignment:

How to track a candidate through the Pipeline

In our example we are going to approve Alfonso Tromp's Negotiation stage. Click on the stages at the top to see where your candidate is at. For example, Alfonso has now moved to the Document Validation stage:

Here you can:

See the stage of the Pipeline that this candidate is at.
See who that stage has been assigned to and who is watching it (if anyone.)
Click on any of the headings: Negotiation, English Test, Medical Check, Visa etc. to see which candidates are at that stage.
Approve or reject a candidate at any stage.
Add another/more candidates.

Our example candidate, Alfonso's documents have been validated so we're going to approve this stage of the Pipeline.

Click Save when you're done and then click on the next stage in your Pipeline. In our example, it's Medical Check:

In our example, Alfonso passed his medical so we're going to approve him. You can then click on the next stage of the Pipeline.

Continue like this until you've completed all the stages in your Pipeline and you've either hired or rejected the candidate.

Why is there is a missing interview stage in an Assignment?

Firstly, check the Pipeline's Settings to see if the interview stage has been created. Secondly, create a new Assignment because Pipeline changes are not reflected in Assignments or Recruitments that have already been created.

How to transfer a candidate to another Assignment

Crew managers can transfer certain Pipeline Stages from one Assignment to another. This is useful if a candidate needs to change vessels and they are halfway through the Pipeline for a different vessel. It means you don't have to repeat all the Stages again for the new Assignment.

To transfer Pipeline Stages, go to Planning in the column on the left hand side of the main menu. That will take you to this page:

Use the filters to find the vessel that you want to transfer the Pipeline Stages from. For example we want to transfer Alfonso who has applied for a job on the vessel Aqua, so we've searched for Aqua and found the planning schedule and can see our 3 candidates from above:

Double click on the blue candidate box and you will see this:

Here you can:

See what Stages the Candidates are at.
Add more candidates.
Update the dates of the Assignment.
Click the box next to the candidate to transfer them, then click Transfer. You will see this:

Here you can:

Choose one or more ranks to transfer the candidate to.
Choose one or more vessels to transfer the candidate to.
Click the box next to an Assignment to transfer the candidate.

We are going to transfer Alfonso to a different vessel/Assignment. When you transfer a candidate you will then see this:

Any Stages that have already been approved and can be automatically transferred will have a green check mark next to them.

We’ve kept our example simple, but in reality you will normally have more green check marks and approved Stages.

To transfer your seafarer candidate from one vessel’s Assignment to another click the Transfer button at the bottom of the pop-up box:

You will be returned to the main Planning page where you will see a notification telling you the Assignment has been transferred:

How to edit or delete an Assignment

Only crew managers can edit or delete an Assignment. To do so, go back to the main Assignments page:

Here you can:

Edit an Assignment by clicking the pen icon (see above.)
Delete an Assignment by clicking the trash can icon (see above.)

When you edit an Assignment you will go back to the same page as when you created it. You can change anything you need to.

How to close an Assignment

As a crew manager, if you have filled the position and want to close the Assignment, go to the main Assignment page and click the blue Open box next to an Assignment:

This will show you a drop down option to close the Assignment:

If you click on Closed you will get a warning asking if you're sure. If you are, click Closed. The Assignment status will now appear as Closed:

You can re-open the Assignment by clicking on Open.

How to sort your Assignments

Sorting makes it easier to manage your Assignments. Here's how to do it.

You can sort your Assignments by Vessel, Rank, Hired, Change Over and Status. Sorting is A-Z or Z-A or 0-9 or 9-0. Click the 3 lines next to the headings to rearrange them:

How to filter your Assignments

If you have a lot of Assignments, filtering helps you find the one you need.

You can filter your Assignments by Vessel, Seafarer Rank, Change Over, Status, Applied Candidates, Advertising Agent and Visibility:

When you click on any of the boxes above you will see a drop down menu that lets you create a filter. For example, if you click on the Seafarer Rank box you will see this:

Now you can filter by rank.

To remove the filters, click the blue Filter button in the top right corner. It will turn white and the filter options will disappear:

To get the filters back, click on the Filter button again.

To learn more about managing your candidates, take a look at this guide here. To learn more about the Seafarers page, click here. To see a quicker guide to simply creating a job vacancy, click here.

A note about assigned users and watchers

If you are a crew manager and you create an Assignment, you are a Watcher by default. The person who you assign a Pipeline Stage to may be a User It could be one of your company's users or it could be manning agent for example. ) As an assigned person they will need to take action.

Or they may be a Watcher. This means they will just be kept up-to-date but don't have to do anything. When a Stage is assigned to someone, they will get a Notification and if they need to take action, it will be added to their My Tasks page.

We hope you've found this guide helpful but if you need any additional help or if you experience any technical difficulties please get in touch with us here.