Almost every "why can't I see this?" question in the Crew area comes down to one rule:
You can always see your own records. Seeing a colleague's records requires permission.
Roles on a vessel
When someone is added to a vessel they get one role, chosen in the Role picker. The picker offers Captain, Viewer, and one entry for each crew rank defined for that vessel under Vessel Settings → Crew → Ranks.
- Captain — holds every permission on the vessel. The invite screen states this plainly: Captain have all permissions. Nothing needs to be ticked.
- Viewer — holds every view permission and can change nothing. The invite screen states: Viewer have all view permissions.
- A crew rank — holds exactly the permissions that were ticked for that person, and nothing else. The rank name is what appears in the Role column of the crew list.
- Management users from the company that manages the vessel also bypass the vessel permission list and can see the vessel's crew data. Read-only management accounts see everything and change nothing.
- Owners get no access at all through the crew permission system. Their access to a vessel is granted feature by feature.
Permissions are therefore only really used for people on a crew rank. If you are a Captain, a Viewer or a management user and something is hidden, permissions are not the cause — the feature is probably not enabled for the vessel.
What you can always do with your own record
No permission is required for any of this:
- Open your Account page and view and edit your Personal Details.
- Add, edit, archive and delete your own Certificates, Passports and Visas, and set your own default passport.
- View and edit your own Financial Information.
- View, add, edit and delete your own Medical information and Private Documents.
- View, start and edit your own crew form submissions. Closing a form, and editing a form once it has been closed, still require permission.
- Record and edit your own Work/Rest hours, and sign your own month.
- Submit, view and delete your own pending leave requests under My Requests.
Two things are deliberately not self-service: you cannot approve, reject or revert your own leave request, and you cannot give the management signature on your own work/rest month. Those always need someone else.
One thing is reserved for people on board: the management signature on a work/rest month (and rejecting a month) can only be given by the captain or a crew member holding Sign. Management company users and Viewers can see work/rest hours but cannot sign them.
What you need permission for
Permissions are granted per vessel, on a crew member's Permissions tab. They are grouped in expandable rows, and the ones that matter for Crew are:
Crew → General : Invite, Export crew list, Manage permissions, Archive, View archived, Delete archived.
Crew → Other Crew's Details : View Details, Edit details, Edit onboard status, Manage badges. Without View Details you cannot open a colleague's record from the crew list at all, and their Financial Information tab is hidden.
Crew → Other Crew's Passports, Visas and Certificates : View, Edit, Delete. View is what puts Crew Docs and (when licensed) Safe Manning in the sidebar, and what shows the Certificates and Passport and Visa tabs on a colleague's record.
Crew → Other Crew's Medical Information : View, Edit, Delete. View also includes general medical certificates in Crew Docs and shows expired medical certificate alerts on the crew list.
Crew → Other Crew's Private Documents : View, Edit, Delete.
Crew → Guests : View, Edit, Delete, Export Guests & Owners. Covered in the Guests section.
Other Crew's Forms : one expandable row per crew form category, each with View, Edit, Delete, Close form and Edit closed forms.
Other Crew's Work Rest Hours : one row per rank (plus Captain), each with View, Edit and Sign.
Other Crew's Leave Requests : one row per rank (plus Captain), each with View and Approve, reject, and revert.
Vessel Settings : View, Edit, View activities. Edit is required to configure crew ranks, required crew documents, safe manning requirements and work/rest comment settings under Vessel Settings → Crew.
Permissions granted per rank
Work/rest hours and leave requests are the two areas where a permission is not simply on or off. You grant them rank by rank: a permission ticked under Chief Engineer lets you see the work/rest hours of people whose rank is Chief Engineer, and nobody else.
The match is against the colleague's rank as shown in the Role column — the rank name for crew, or Captain for a captain. If someone's rank changes, the permissions that apply to them change with it.
If a crew member holds no rank-scoped view grants at all, the crew summary table on the Work/Rest page and the Crew Requests tab of Leave Requests simply do not appear for them; they go straight to their own hours and their own requests.
Crew form permissions are granted per category
Crew form permissions are granted one category at a time. Your own submissions are always yours to see and edit, so the per-category View and Edit grants only decide whose other forms you can reach. Close form and Edit closed forms apply to everyone's forms, including your own.
Editing someone else's permissions
The Permissions tab appears on a colleague's record when you hold Manage permissions and that person is on a crew rank. Captains and Viewers have no permission list to edit, so the tab does not appear for them.
Each group can be expanded and has a Select All checkbox; individual permissions are ticked one by one. Press Save to apply. The tab also shows a history log of every past permission change.
Changes reach the affected person without them having to sign out and back in. If they lose access to the page they currently have open, they are taken back to the vessel's dashboard.
One important guard rail: a crew member can only pass on what they already hold. If you are on a crew rank, any permission you do not hold yourself is disabled in the selector — you can neither grant it nor take it away from someone who has it. Captains and management users are not restricted this way.
Why a whole page is missing
Working from the sidebar outwards:
- The entire Crew group is missing. A crew member who holds no permissions at all does not see the Crew group. Ask whoever manages the vessel to grant at least one permission.
- Crew Docs is missing. You need Other Crew's Passports, Visas and Certificates → View.
- Safe Manning is missing. Requires the Safe Manning module on the vessel's subscription, and Other Crew's Passports, Visas and Certificates → View.
- Crew Forms is missing. Requires the ISM features on the vessel, and View on at least one crew form category.
- Work/Rest is missing. The work/rest feature is not enabled for this vessel.
- Leave Requests is missing. The leave requests feature is not enabled for this vessel.
- You open Leave Requests and see "You do not have access to leave requests on this vessel." You are not on the vessel's crew list, so there are no own requests to show, and you hold no permission to see other people's.
Why a tab on a record is missing
On a colleague's record the tabs appear one by one as you gain the matching View permission: Certificates and Passport and Visa, Financial Information, the crew form categories, Medical Information, Private Documents and Permissions. Personal Details is always there.
On your own Account page the tabs are not permission-gated at all — you see everything that applies to you.