Crew certificates, passports and visas

A crew member's documents live on two tabs of their record — Certificates and Passport and Visa — and on your own Account page under the same two names.

You can always manage your own. Seeing or editing a colleague's needs Other Crew's Passports, Visas and Certificates → View and Edit; deleting needs Delete.

The Certificates tab

The table lists the member's professional certificates with columns Name, Type, Doc. Date, Doc. Number, Expiration Date and Actions. Above it sit tabs that filter the list:

• All — every certificate on file.
• Expiring — certificates whose expiry falls inside their own reminder window.
• Expired — certificates already past their expiry date.
• Missing — required certificates with nothing on file yet. This tab only appears inside a vessel, since requirements are set per vessel.

The Filter button adds a search box (Search (Name, Document Number)), a Search (Category) box and a CATEGORY column with one checkbox per certificate category your company has set up (on a phone, the All / Expiring / Expired / Missing tabs also sit inside this filter sheet). The archive icon on the right (Show archived) switches the table between current and archived certificates.

The Passport and Visa tab

This tab has two sections, Passports and Visas (on a phone, a Passports / Visas switcher sits at the top), each with its own Add button, its own All / Expiring / Expired filter (shown as tabs on a computer, or a Filter dropdown on a phone), a Search... box matching name, document number or country, and its own archive toggle.

• Passports shows Country, Doc. Number, Doc. Date, Exp. Date and Actions. When a crew member has no passport on file yet, the table shows a Missing row with an Add button.
• Visas adds a Visa Type column (with common suggestions such as B1/B2, C1/D or Schengen (Type C) when adding or editing).

When someone holds more than one passport, one can be marked as the default with the Set as Default action on its row; it then carries a Default chip in the Country column and is the one used on onboard manifests.

Adding a document

Press Add. The window opens on an upload step offering:

• Upload and extract using AI — the file is analysed and the fields are filled in for you, ready to check.
• Upload without extraction — the file is attached and you type the details yourself.

When adding general certificates, you can select or drag and drop several files at once to create one certificate per file. A batch list shows each file's background extraction status, and Review and Save steps through them in turn with Save and Next / Save and Finish and a Skip button.

The details form has:

• Type — the certificate category this document belongs to. Not shown for passports and visas, or when you started from a row that already fixes the category.
• Document Name (required) — suggests names from the rank's required documents when adding a certificate, or lets you pick from the allowed alternatives when adding from a Missing row.
• Visa Type — shown only for visas.
• Document Number
• Document Date
• Expiration Date
• Country
• Remind days before expiry — how many days ahead of the expiry date the document starts warning (defaults to 180 days for passports and 90 days for certificates and visas).
• Note

Fields the AI filled in are marked, so you can see at a glance what was read from the file and what still needs your attention.

Viewing a document and attaching multiple files

Inside a vessel, clicking a certificate, passport or visa row (or choosing View Details) opens that document's page. The left side shows the document's details, its file count and a History log of changes.

The right side shows a file gallery where a single document can hold multiple files (for example, front and back pages or endorsements, up to 10 MB per file):

• Use the arrows (or left/right keys) and thumbnails to step between File X of Y.
• Use the toolbar icons on the selected file to Open in new window, Download this file, Replace this file or Delete this file (a document must keep at least one file, so when only one file is attached, use Replace this file instead of deleting it).
• To attach more pages or files to the same document, click Add files (or drag and drop files onto the gallery). Adding, replacing or removing files requires Other Crew's Passports, Visas and Certificates → Edit and an unarchived document.
• Pressing Download on a table row — or Download / Download all at the top of the document page — downloads the file directly when the document has one file, or a .zip archive named after the document when it has several.

Expiry, reminders and alerts

Expiry is tracked against two things: the Expiration Date and Remind days before expiry.

• Expired means the expiration date is in the past.
• Expiring means the expiration date is still ahead but falls inside the reminder window. A document with no reminder set never counts as expiring — it goes straight from fine to expired.

Expiring and expired documents raise alerts on the crew list, on the Crew Docs page, and on your own notifications and alerts page as Expiring Passport, Expired Passport, Missing Passport, Expiring Certificates, Expired Certificates and Missing Certificates.

Where required documents come from

Required documents are defined per vessel under Vessel Settings → Crew → Ranks, one list per rank (plus Captain), organised into the categories set up under Vessel Settings → Crew → Certificate Categories. Click a rank (or press Edit documents / View documents on its row) to open Required Documents — <rank>, where each requirement is a named document — or a list of alternative document names separated by or — that a person of that rank is expected to hold.

The rules the app applies are:

• A requirement with no matching certificate on file counts as missing.
• A requirement where every matching certificate on file has expired counts as expired.
• A certificate uploaded outside any requirement still counts as expired once its expiry date passes.
• Every crew member on a vessel role is expected to have a Passport on file; missing or expired passports are flagged the same way.

Requirements are matched on the member's rank, so changing someone's rank changes which documents are required of them. Adding a rank to a vessel also copies across that rank's fleet-level default required documents. The copy happens once: later changes to the fleet-level defaults do not reach vessels that already have the rank, so adjust those under Vessel Settings → Crew → Ranks.

Archiving and deleting

Active documents are archived rather than deleted directly — use Archive on a row, and click the archive icon above the table to switch between current and archived documents. An archived document offers Restore to bring it back, and Delete (if it is your own document or you hold Other Crew's Passports, Visas and Certificates → Delete) to remove it permanently.