Two tabs on a crew member's record hold their most sensitive information: Medical Information and Private Documents. They are permissioned separately from the rest of the record, so someone who can see a colleague's certificates does not automatically see their medical history.
Your own are always available on your Account page, under Medical information and Private Documents.
Medical Information
The tab has three sections (on a phone, a General / Medication & Allergies / Accidents & Injuries switcher sits at the top), each a table with its own Add button and Search... box:
General & Medical Certificates : Medical certificates (such as ENG1) and similar documents. Columns: Name, Doc. Num., Issuer, Issue date, Exp. date, Comment and Actions. Above the table sit All, Expiring and Expired filters (shown as tabs on a computer, or a Filter dropdown on a phone) that track each certificate against its Expiration date and Remind days before expiry (which defaults to 90 days).
Medication & Allergies : Ongoing conditions and the medication that goes with them. Columns: Condition, Medication, Comment and Actions. Attaching a file is optional when adding an entry here.
Accidents & Injuries : A record of incidents. Columns: Incident, Vessel, Date, Description and Actions.
When adding an entry in any of the three sections, you can choose Upload and extract using AI so the fields are pre-filled from the uploaded file, or Upload without extraction (and in Medication & Allergies, you can also skip the file upload and type the entry directly). From the Actions column you can View file, Download, Edit or Delete each record.
Medical certificate expiry alerts
Expired and expiring entries in General & Medical Certificates surface across the app for users who have permission to view them:
- On a crew member's record, the Medical Information tab shows a red badge counting that member's expired medical certificates.
- On Crew → Crew Members, expired medical certificates are included in the member's red alert chip under Medical certificates.
- On Crew → Crew Docs, general medical certificates appear alongside other crew documents and can be filtered with the Medical document type.
- Dashboard and notification alerts also flag Expiring Medical Certificates and Expired Medical Certificates.
Permissions for Medical Information
To see a colleague's medical information (and its expiry alerts on the vessel) you need Other Crew's Medical Information → View. Adding and editing entries needs Edit, deleting needs Delete. Your own entries are always yours to add, edit and delete.
Private Documents
This tab opens with a red notice: Access to this area is highly restricted. Use it for sensitive agreements (SEA, NDA, Contracts). That is exactly what it is for — seafarer employment agreements, non-disclosure agreements and contracts.
The table is titled Private Documents with columns Name, Description and Actions, and an Add button. Each entry carries an attached file.
To see a colleague's private documents you need Other Crew's Private Documents → View; adding and editing needs Edit, deleting needs Delete. Your own are always yours.
A word on who ends up with access
When a crew member accepts an invitation to a vessel they are told, in the Accept Conditions? window, that the management company and authorised crew members can view and manage the documents they upload, and that the company may retain a copy of their data after they leave the vessel. Captains and management users hold every permission by default, so they can reach both of these areas.
If a crew member is archived, whatever was recorded in these two areas is kept on their archived record and can still be read there by anyone holding View archived.