User Permissions

Crewvector controls what each employee can do through permissions. Permissions are grouped into roles that you create yourself in Settings, and every user account is assigned one role. A role is simply a named set of permissions — this page describes the permissions themselves and what each one allows.

Users, roles and activity are managed from Settings (see Settings).

How permissions work

• A permission is a grant. If a user's role has a permission, they can perform that action; if it does not, they cannot.
• Most permissions are named after an area (for example, Vacancies, Contracts, Ranks). Granting one lets the user create, edit and delete records in that area. Without it, the user can usually still view the data but cannot change it.
• A user whose role has no permissions is effectively read-only — they can open the system and browse information but cannot create, edit or delete anything.
• When a user tries an action their role does not allow, the system shows a message such as "You have no permissions to perform this action."

To change what a person can do, assign them a different role or adjust the permissions of the role they already have (which affects all users with that role).

Permission reference

The permissions are organised into the groups below.

Seafarers

Permission	What it allows
Share seafarer profiles	Publish a seafarer profile as a public shared link.
Archive seafarer profiles	Archive (soft-delete) seafarer profiles.
Edit seafarer profiles	Create and edit seafarer profiles and their data.
Planning	Manage Planning — assign seafarers to vessels, plan crew changes.
Export seafarers	Export the seafarers list to a file.
Labels	Create, edit and delete labels used to tag profiles.
Add new catalog records during CV import	See below.

Finance

These permissions apply only when the finance module is enabled.

Permission	What it allows
Contracts	Create, edit and manage employment contracts.
Invoices	Create, edit and manage invoices.
Payslips	Create, edit and manage payslips.
Master reports	Create, edit and manage master (payroll) reports.

Catalogs

Each reference catalog has its own permission. Granting it lets the user create, edit and delete records in that specific catalog; without it, the catalog is view-only. The following catalogs are covered: Vessels, Vessel types, Engine types, Engine models, Ranks, Flags, Nationalities, Ports, Airports, Trading areas, Cargoes, Types of cargo pumps, Departments, Documents, Issue authorities, Educational institutions, Degree types, Specialities, Languages, Medical centers, Inspections, Organizations, Assessment indicators, Types of assessment indicators, and Payment types.

Vacancies

Permission	What it allows
Vacancies	Create, edit and manage vacancies.

Reports

Permission	What it allows
Crew list	Create, edit and delete saved Crew list reports.
Letter of guarantee	Create, edit and delete saved Letter of Guarantee reports.
Preliminary	Create, edit and delete saved Preliminary / PEME reports.

Company documents

Permission	What it allows
Upload files	Upload and manage files in the Files library.
Folder user access	Manage per-folder access permissions in the Files library.

System

Permission	What it allows
Administration	Manage user accounts, user roles and system settings. This is the master administrator permission — grant it only to trusted administrators.
Templates	Create, edit and delete export/print templates.
Offices	Create and edit company offices.

Add new catalog records during CV import

This permission is part of the Seafarers group and controls what happens during the AI‑powered CV import.

When Crewvector reads a CV, it recognises values such as vessels, ranks, document types and other catalog entries. Some of these may not yet exist in your catalogs.

• When the permission is ON — the user can let the import create new catalog records on the fly for values that are not found, so the profile imports without interruption.
• When the permission is OFF — the user cannot add new catalog records during import; only values that already exist in the catalogs are used, which keeps your catalogs clean and prevents accidental duplicates.