Crew document readiness

This report shows which seafarers who are planned, joining, or on board have problems with their required documents: documents that are missing, already expired, or will expire before the end of the voyage. Open it from Reports → Crew document readiness.

The report uses exactly the same rules as the Crew Document Readiness widget on the Dashboard. The widget shows only the first few seafarers; the report shows all of them with every problem document. Click View more in the widget's Critical or At Risk section to open the report with the matching readiness level. If you selected a manager in the widget, the report opens filtered by the same manager.

How it differs from Expired documents

	Expired documents	Crew document readiness
Which documents	Any document the seafarer has.	Only documents required for the seafarer's rank and vessel.
Missing documents	Not shown — the report lists only existing documents.	Shown as Missing.
Time frame	Documents expiring within the selected number of months from today.	Documents that will not stay valid until the end of the voyage (see How readiness is calculated).
Seafarers	Filtered by seafarer status.	Only seafarers whose current voyage is Planning, Joining, or On board.

Use Expired documents for general renewal planning, and Crew document readiness to see who cannot join or stay on board with their current documents.

Which seafarers and documents are checked

Seafarers. The report includes seafarers whose current sea service has the status Planning, Joining, or On board. By default, all three statuses are shown. The Dashboard widget counts only Joining and On board, and View more opens the report with these two statuses selected. Deleted seafarers are not included.

Required documents. For each seafarer, the report takes the documents required for the rank of their current sea service:

• from the Company Matrix — documents marked as Required for that rank;
• from the vessel requirements — documents required on that vessel for that rank.

If both the Company Matrix and the vessel requirements list the same document, the vessel requirement is used.

How readiness is calculated

Each required document is checked as follows:

• If the seafarer has no copy of the document, it is Missing.
• If the seafarer has a copy without an expiry date, the document is fine.
• Otherwise, the copy with the latest expiry date is checked.

Required until date. A document must stay valid until the end of the voyage:

• the planned Sign off date, if it is set;
• otherwise, the Sign on date (today for seafarers already on board) plus the default length of a sea service.

Dates that are already in the past are treated as today.

Safety margin. Each document also has a minimum validity margin. It is taken from the vessel requirement, then from the Company Matrix, then from the document settings. If none of them sets it, 30 days are used.

The document is then marked as follows:

Document	Seafarer on board	Seafarer joining or planned
Missing or Expired	Critical	Critical if the sign-on date is within the safety margin from today; otherwise At risk
Valid, but expires before the required until date	Critical	Critical
Valid, but expires within the safety margin after the required until date	At risk	At risk
Valid for longer	No issue	No issue

Seafarer readiness. A seafarer's readiness is the most severe result among their documents. For example, a seafarer with one Critical and two At risk documents is Critical.

Filters

• Readiness - Which seafarers to show:
  • Critical - seafarers with at least one critical document;
  • At risk - seafarers whose most severe document is at risk (no critical documents);
  • All issues - all seafarers with at least one problem document;
• Status - Status of the current sea service: Planning, Joining, On board. If you clear this filter, all three statuses are used;
• Seafarer - Seafarers whose name starts with the entered text;
• Rank - Rank of the current sea service;
• Vessel - Vessel of the current sea service;
• Vessel type - Type of that vessel;
• Sea service manager - The manager assigned to the current sea service;
• Documents - Check only the selected documents. Use it to answer questions like "Who has a critical problem with document X?";

Click Reset to return all filters to their default values.

Report table

Above the table, the report shows the number of seafarers and problem documents found, for example 12 seafarers / 27 documents.

Each row is one problem document of one seafarer. A seafarer with three problem documents takes three rows; this matches the number of issues shown for that seafarer in the Dashboard widget.

• Name - Seafarer's name (opens the seafarer's profile);
• Rank - Rank of the current sea service;
• Status - Status of the current sea service;
• Vessel - Vessel of the current sea service;
• Sign on / Est. sign off - Sign-on date and estimated sign-off date of the current sea service;
• Document - Document name (opens the document card if the seafarer has this document);
• Doc. status - A coloured badge: Missing (red), Expired (yellow), or Expiring soon (grey);
• Doc. expiry - Expiry date of the document; empty for missing documents;
• Readiness - Critical or At risk for this document;

Click a column header to sort by it. By default, rows are sorted by rank and seafarer name, and then the most severe documents come first. Documents with the same severity are sorted by name, so the first row of each seafarer is the document shown in the Dashboard widget.

Export

Click Export, select Default built-in template or your own template of the Crew document readiness category, and choose whether to export as PDF. With the built-in template and PDF turned off, the report is exported to Excel. See Choosing an export template.

The export includes all rows that match the current filters, not only the page you see, in the same order as the report.

The built-in Excel template contains one sheet, Crew Document Readiness, with:

• your company logo, the report title, and the report date;
• the selected Readiness filter and Vessels (the selected vessels, or All);
• the totals, for example 12 seafarers / 27 documents;
• the table with the columns #, Seafarer, Rank, Status, Vessel, Sign on, Est. sign off, Document, Doc. status, Doc. expiry (empty for missing documents), and Readiness.

Attributes

Use these attributes when you create your own template (see Templates).

Attribute	Type	Description
CompanyLogo	Image	Company logo for templates that include it
ReportDate	Date	Date the report was exported
Vessels	String	Names of the selected vessels, or All
Readiness	String	Selected Readiness filter
SailorsCount	Integer	Number of seafarers in the report
DocumentsCount	Integer	Number of problem documents in the report
Totals	String	Totals as text, for example 12 seafarers / 27 documents
Items	List of Readiness Item	Report rows

Readiness Item

Attribute	Type	Description
Index	Integer	Row number, starting at 1
SailorName	String	Seafarer's name
Rank	String	Rank of the current sea service
Status	String	Status of the current sea service
Vessel	String	Vessel of the current sea service
SignOn	Date	Sign-on date
SignOff	Date	Sign-off date
DocumentName	String	Document name
DocumentStatus	String	Missing, Expired, or Expiring soon
ExpireDate	Date	Document expiry date; empty for missing documents
Readiness	String	Critical or At risk for this document