Database → Crew Documents holds the master list of documents a crew member can be asked to hold — certificates, licences, training records and anything else your company tracks. The list itself requires nothing of anybody; it is the vocabulary that every yacht, every crew rank's default documents (including Captain), and safe manning certificate requirements pick from.
A new company starts with a ready-made list of common crew documents. Edit, add to or delete those entries like any others.
The list
The page shows a Documents count, a search box and a table with the Document Name, its Category and the row actions. Search matches both the name and the category.
Adding and editing an entry
Click Add Document. The window asks for two things:
- Document Name — required.
- Category — required. Pick one of the categories already used in this list, or type a new one; a category comes into existence simply by being typed on an entry.
Edit reopens the same window on an existing entry, where both fields can be changed. Save with Save.
How a yacht uses the catalogue
Crew document requirements reach a yacht in three ways:
- Directly — in Vessel Settings → Crew → Crew Documents, selecting a category and clicking
Manage Required Docs offers the catalogue entries whose category has the same name.
Capitalisation is ignored, so an entry filed under
Medicalstill lines up with a yacht category calledmedical. - Through a rank — a crew rank's default required documents (and Captain's default required documents) are chosen from this catalogue and copied onto a yacht when the rank is added there, or when a yacht is created. See Crew Ranks.
- In Safe Manning — the Required certificates on a safe manning role (in Vessel Settings → Crew → Safe Manning or on the Safe Manning step of a vessel profile) offer the entries in this catalogue.
A yacht's requirement stores the document's name at the moment it is created, so later edits here behave like this:
- Renaming an entry does not rename requirements already created on any yacht. New requirements created after the rename use the new name.
- Crew ranks refer to their default documents by the entry itself rather than by its name, so a rename is picked up by anything a rank copies to a yacht afterwards.
Deleting an entry
Delete removes the entry from the catalogue after a confirmation. It is blocked while any crew rank (or Captain) still lists the document as a default required document — the button is greyed out and its tooltip names the ranks concerned. Remove it from those ranks first, under Database → Crew Ranks.
Deleting an entry only takes it out of the pick list. Requirements already created on a yacht are left exactly as they are.
Who can change it
Reading the catalogue is open to company and vessel accounts alike, because the yachts need it. Adding, editing and deleting entries requires a Management Admin or Management User account; a Management Viewer sees the same buttons, but the change is refused.