System

Open System in the top menu. The menu has two groups:

• System: Offices, Users, Users roles, Templates, Users activities and Ship owner users.
• Requirements: Company Matrix, Vessel Requirements Templates and Checklist.

Most items of this menu are visible only to users with the required permission. See User Permissions.

Your personal preferences and the company-wide settings are in the avatar menu. See Settings.

Users

Open System → Users.

In this section, you add and change the user accounts of the CRM.

The list shows the Display name, Login, E-mail, Phone, Role, Locked and Last activity of each user. A lock icon in the Locked column shows a locked user. Use Search above the list to find a user.

To add a user:

1. Open System → Users.
2. Press Add record.
3. In Account information, enter the Login, the Password and Confirm password, then select the Role. You can also select the Office and add a Comment.
4. In Personal information, enter the First name, Last name, Display name, E-mail and Phone.
5. In Vacancies contacts, you can enter Phone 1, Phone 2 and E-mail.
6. Press Save changes.

To change a user, click the display name or press the Edit icon of the row. Change the data and press Save changes. The password is not on this form. To set a new password, use Change password (see below).

Open the ⋮ menu of a row for more actions:

• Lock or Unlock: a locked user cannot sign in to the system. The system asks you to confirm the lock.
• Change password: enter the New password and Confirm password, then press Submit.
• Delete: deletes the user after you confirm.

Every user has a role. The role determines what the user can do. See User Permissions.

Users roles

Open System → Users roles.

In this section, you define the roles. The list shows the Name of each role and its Users. Each role has its own set of permissions. To add or change a role, see User Permissions.

Users activities

Open System → Users activities.

This section shows the actions of the users, for example the changes to the records.

Use the filters above the list:

• User: shows the actions of one user.
• Date: shows the actions on the selected date.

The list has these columns: User, IP address, Action, Source, Entry, Entry ID and Date. When an action changed data, the Changes column shows View. Click View to see the Old values and the New values of each field.

The Source column shows where a change was made: CRM for changes made by users, Scheduler for automatic changes, or OnlineForm for actions of seafarers in the Online Application Form. For example:

• DocumentReminderSent with the Scheduler source: the system sent a seafarer a reminder about expiring documents.
• MailingOptOut with the OnlineForm source and the user Seafarer: the seafarer unsubscribed from reminders with the link in the email.

Offices

Open System → Offices.

This section contains the data of your company and its offices. The list shows the Name, Country and Manager of each office. Use the Name filter to find an office.

To add an office:

1. Open System → Offices.
2. Press Add record.
3. In Main Information, enter the Name, Registered name and Country. You can also enter the Address and the Bank details.
4. In Contacts, you can select the Manager and enter the Phone, E-mail, Fax and Web site.
5. In Vacancies contacts, you can enter Phone 1, Phone 2 and E-mail.
6. Press Save changes.

To change an office, click its name or press the Edit icon of the row. Press the Delete icon to delete an office.

You can link a user to an office in the user's Office field. See Users.

Templates

Open System → Templates.

Templates are the files that the system uses to export documents, for example a seafarer application, a crew list, a contract, an invoice or a payslip. The templates are grouped by the document that you export. See Manage templates.

Ship owner users

Open System → Ship owner users.

In this section, you manage the accounts of the ship owner portal users. These accounts are separate from the CRM users.

The list shows the Name, E-mail, Ship manager, Expire date, Create date and Last activity of each account. Use the Name filter to find an account.

To add a ship owner portal user:

1. Open System → Ship owner users.
2. Press Add record.
3. Enter the Login, the Password and Confirm password.
4. Select the Expire date of the account.
5. Enter the First name, Last name and Display name.
6. Select the Ship manager and the Country.
7. Enter the E-mail and the Contact phone.
8. Press Save changes.

To change an account, click its name or press the Edit icon of the row. The password fields are only on the form of a new account. Press the Delete icon to delete an account.

Company Matrix

Open System → Requirements → Company Matrix.

The Company Matrix sets the company-wide document requirements for each rank. See Company Matrix.

Vessel Requirements Templates

Open System → Requirements → Vessel Requirements Templates.

A Vessel Requirements Template is a set of crew requirements that you can apply to many vessels. Use templates when several vessels have the same ranks, documents and payments.

The list shows the Name of each template, the number of Ranks and Documents, and the date when the template was Updated. Use the Name field above the list to find a template.

A template holds:

• Name: the name of the template.
• Checklist: the checklist that becomes the default of the vessel. None keeps the vessel's current checklist when you apply the template.
• Payroll currency and Invoice currency.
• Ranks: the ranks of the crew and the Quantity of each rank.
• Documents: the required documents.
• Matrix: the documents that each rank must have.
• Payments, Payroll Rates and Invoice Rates: the payments for the ranks of the template.

To add a template:

1. Open System → Requirements → Vessel Requirements Templates.
2. Press Add record.
3. Enter the Name. You can select the Checklist, the Payroll currency and the Invoice currency.
4. On Ranks, find a rank in the Available list and press Add. The rank moves to the Assigned list. Set the Quantity of the rank.
5. On Documents, add the required documents in the same way.
6. On Matrix, mark the documents that each rank must have.
7. On Payments, Payroll Rates and Invoice Rates, set the payments for the ranks. See Vessels: Payments.
8. Press Save changes.

To change a template, click its name or press the Edit icon of the row. Open the ⋮ menu of a row and select Copy to make a new template from an existing one, or Delete to delete a template.

To apply a template to a vessel:

1. Open Vessels in the top menu and click the vessel name.
2. Select Requirements.
3. Press Apply requirements in the toolbar.
4. Select the Template and press Apply.

The template replaces the vessel's current ranks, documents, matrix, payments, payroll currency and invoice currency. Manual changes on the vessel are lost. A checklist selected in the template becomes the vessel's default checklist. See Vessels: Requirements.

Checklist

Open System → Requirements → Checklist.

A checklist is a list of the preparation steps for a seafarer before joining a vessel. In this section, you create and change the checklists. See Checklists.