Required documents are configured in two places in Vessel Settings: Vessel Documents for certificates and documents the yacht itself must hold, and Crew (Certificate Categories and Ranks) for the certificates and documents each crew role must hold. Changing any of these needs the Vessel Settings → Edit permission.
Categories are set up per yacht, so the category list differs from one yacht and company to the next. The document names you pick from come from the company-wide catalogues under Database → Vessel Documents and Database → Crew Documents, matched to the category by name.
Vessel Documents
Vessel Settings → Vessel Documents sets the certificates and documents the yacht itself must hold. The tab appears when the yacht's licence includes Vessel's Documents, Vessel's Certificates or ISM.
The category tree on the left has a root group for each module the yacht's licence includes: Certificates (Vessel's Certificates), SMS (ISM) and Documents (Vessel's Documents). You add, rename, drag to reorder and delete categories in the tree. A category can be deleted only while it contains no documents and no requirements (Cannot delete category containing documents or requirements).
Pick a category on the left to manage its requirements on the right:
- Add New opens Assign Required Documents, listing every document from Database → Vessel Documents in that category that is not already assigned. Tick the documents you need and click Save.
- Each row in the table shows its Name, Status (Enabled or Disabled), a switch to enable or disable the requirement without removing it, and Delete.
A crew member sees only the categories they hold View permission for, and can add, toggle or delete a category's requirements only if they also hold Edit permission for that category's documents.
A new yacht starts with the vessel document requirements of the vessel profile it was added with (see Database → Vessel Profiles). For how vessel documents and missing requirements are tracked, see the Certificates, Documents and SMS sections.
Crew Certificate Categories and Rank Requirements
Crew document requirements are split between two sub-tabs under Vessel Settings → Crew:
1. Certificate Categories (Vessel Settings → Crew → Certificate Categories)
This sub-tab maintains the yacht's crew document categories under the CERTIFICATE root. You can add, rename, drag to reorder and delete categories here.
A category cannot be deleted while:
- crew documents are filed in it (Cannot delete category containing crew documents), or
- a rank requires a document in it (Cannot delete category required by a rank — remove it from the ranks first).
2. Required Documents per Rank (Vessel Settings → Crew → Ranks)
On Vessel Settings → Crew → Ranks, the Required documents column shows how many requirements each role (Captain plus every rank on the yacht) currently has. Click a rank row, or its Edit documents button (View documents without edit rights), to open Required Documents — <Rank>.
The window shows one card for each category from Certificate Categories:
- Click Add requirement inside a category card to add a requirement.
- Choose a document from Database → Crew Documents for that category, or type a custom document name (up to 200 characters).
- When any of several documents is acceptable (for example ENG1 or ML5), put them in the same requirement (up to 10 alternatives per requirement) — holding any one of them is enough.
- When a crew member in this rank must hold several documents at the same time, add separate requirements; they are joined by and.
- Click Save to store the rank's requirements.
Adding a rank under Crew → Ranks automatically copies in that rank's default required documents from Database → Crew Ranks for every matching category on the yacht. For how crew document requirements show against individual crew members, see the Crew and Certificates sections.