Adding a crew member starts on Crew → Crew Members. You need the Invite permission; without it the Add button is not shown.
Filling in the invite
Press Add on the action row. The window is titled Invite a new crew member.
Email (required) : The person's login address. Each person can only be on one vessel at a time, so an address already active on another vessel is rejected, as is an address that already has a pending invitation somewhere. An address belonging to a different management company cannot be added either.
Role (required) : Captain, Viewer, or one of the vessel's crew ranks. A Captain gets every permission; a Viewer gets every view permission; a crew rank gets exactly what you tick below.
Then choose how the person is onboarded:
Invite now : Send an activation email. The member must create an account and accept the invite.
Add without app access : No email sent; member is added immediately and can be edited. You can send a login invite later. This is for someone you want on the crew list straight away so you can fill in their details — a joining crew member whose paperwork you already have, for example. It only works for an email address that does not yet have a Nauticare account; for an existing account, use Invite now.
If you picked a crew rank, a Permissions section appears below, pre-filled with that rank's default permissions. Adjust it before you press Add. Choosing Captain or Viewer shows a short note instead, since neither has a permission list to edit.
Press Add to finish, or Cancel to back out. A confirmation screen then repeats the email and role and tells you whether an activation email was sent. Press Close to return to the list.
Inviting from a crew account
If you are on a crew rank yourself, you can only invite people onto crew ranks — Captain and Viewer are not offered. If the vessel has no ranks defined yet, the Role picker is disabled and explains: Define at least one crew rank before inviting from a crew account. Ranks are set up under Vessel Settings → Crew → Ranks.
You also cannot grant a permission you do not hold yourself, so the permission selector shows those options disabled.
What the invited person does
With Invite now the person receives an activation email. They follow the link, create an account, and sign in. On their Account page a yellow banner asks them to Accept the invitation to "<vessel name>", with Accept and Decline buttons.
Choosing Accept opens an Accept Conditions? window explaining that the management company and authorised crew members can view and manage the documents they upload, and that the company may keep a copy of their data after they leave the vessel. Confirming with Accept puts them on the crew list as Active.
Until they accept, they appear on the crew list as Pending.
Sending or resending a login invite later
Someone added with Add without app access shows the status No Invite Sent. When you are ready to give them app access, use the Send Invitation button on their row. The confirmation window is titled Send login invite? and explains that an activation email will go to their address and that they will move to Pending until they create their account and accept the vessel invitation.
For someone who already has a pending invitation the button reads Resend Invitation:
- Resend login invite? — a fresh activation email goes out and any previous activation link stops working.
- Resend vessel invitation? — the person already has a working account, so a sign-in reminder goes out asking them to accept the vessel invitation.
All three need the Invite permission.
After onboarding
Once someone is on the crew list, the usual next steps are:
- fill in their Personal Details — incomplete details raise an alert on the crew list;
- upload their Passport and any required Certificates — see Crew certificates, passports and visas;
- complete any assigned crew forms — see Crew forms;
- flip the Onboard switch when they physically join the vessel.