Document reminders to seafarers

Overview

Crewvector can email your seafarers when their documents expire soon. The email lists the documents and has a button that opens the Online Application Form. The seafarer signs in with this button and uploads new copies of the documents to the profile.

Reminders help you keep the documents in seafarers' profiles valid, with less time spent on manual document requests.

Turning reminders on

Reminders are off by default.

1. Open Settings → Notifications.
2. In the Seafarers section, turn on Reminders to seafarers about expiring documents.
3. Click Save in the Seafarers section.

The Seafarers and Users sections of the page have their own Save buttons. Each button saves only its section.

Who receives reminders

A seafarer receives reminders when all these conditions are true:

• The seafarer is in the Personnel pool. A seafarer who moves to the Seafarer pool stops receiving reminders.
• The seafarer's profile has a rank.
• Access to the Online Application Form is on in the seafarer's profile.
• The seafarer is not deleted.
• The seafarer did not unsubscribe with the link in a reminder email.

It does not matter if the seafarer is on board or at home.

Which documents are included

The Company Matrix sets the documents for reminders. A document is included when all these conditions are true:

• The document is marked in the Company Matrix for the rank in the seafarer's profile.
• The reminder bell of the document is on in the Company Matrix.
• The document is still valid.

The system checks only the latest copy of each document. When a seafarer has a newer copy of the same document, the system sends no more reminders for the old copy.

When reminders are sent

The system sends up to three reminders for each document:

Reminder	When
First	About 3 months before the expiry date
Second	About 1 month before the expiry date
Third	About 2 weeks before the expiry date

• The system checks documents once a day.
• When several documents of a seafarer are due, the seafarer receives one email with all of them.
• A seafarer receives no more than one reminder email a week. Documents that become due during this week go in the next email.
• When a document has less time left than a reminder period, the system sends only the reminders that are still due. For example, if you turn on reminders five weeks before a document expires, the seafarer receives only the second and third reminders.
• When the seafarer uploads a newer copy of the document, the reminders for the old copy stop.

The reminder email

The email is in English. It contains:

• Your company logo and the seafarer's name.
• The list of documents with their numbers and expiry dates. The email shows up to three documents and then a line such as "and 2 more".
• The Open online questionnaire button. It signs the seafarer in to the Online Application Form without a password. The link is valid for a few days, and the email shows the date until which it is valid. See Signing in with a link.
• Your company email for questions.
• An Unsubscribe link. See Unsubscribing from reminders.

When the seafarer replies to the email, the reply goes to your company support email.

Where to see reminders in the CRM

• Seafarer profile: the Documents section shows the date of the last reminder to the seafarer. See Seafarer profile: Documents.
• User Activities: each reminder shows the DocumentReminderSent action with the Scheduler source. When a seafarer unsubscribes, User Activities shows the MailingOptOut action with the OnlineForm source and the user Seafarer. See Users activities.