Pool Management
Pool management defines the pool catalog used by application visibility, recruitment proposals, client targets, vessels, companies, and related workflows.
Open Management | Pools to review the full pool tree. The tree contains two kinds of pools:
Office Pools are created and maintained by your back-office team in the Pools page.
Client Pools are created automatically from fleet structure: companies, vessel groups, and vessels.
Pool Levels
Office pools use organization terms:
Level | Meaning |
|---|---|
Office | A top-level office pool. |
Division | A child office pool under an Office or another Division. |
Team | A lowest-level office pool. |
Client pools use fleet terms:
Level | Meaning |
|---|---|
Company | A client company pool. |
Vessel Group | A pool for a group of vessels under a company. |
Vessel | A pool for one vessel. |
Crewlap does not show technical pool level names such as internal root or leaf names in normal pool workflows.
Pool Paths
Each pool has a full path in the tree. A top-level Office or Company has a one-part path. A Division or Vessel Group has a two-part path. A Team or Vessel has a three-part path.
The last key in the path is not always unique by itself. The same vessel key or team key can exist under different parents. When you manage pools or permissions, use the full path to confirm that you are working with the intended pool. Compact table cells and chips may show only the last name or key, but hover text and detail pages show the full path.
Creating Office Pools
Use the plus button on the Pools list to create an Office Pool.
In General Info, fill:
Parent Pool: leave empty for a top-level Office, or select an existing office pool to create a Division or Team under it.
Key: an optional unique uppercase key. Leave it empty if Crewlap should generate one.
Name: the user-facing pool name.
Enabled: whether the pool can be used.
Description: operational context for managers.
After saving, the pool appears in the tree. You can only create or update office pools when your group permissions allow pool management in the active organization.
Editing Office Pool Keys
Manual office pool keys can be changed from General Info when you have permission to update pools. Client pool keys are read-only in Pool Management because they come from companies, vessel groups, and vessels.
When you save a changed key, Crewlap asks for confirmation. Changing a key changes the pool path. Old bookmarks, copied links, open browser tabs, and stored paths can stop working. If the old key is reused later, an old link can open a different pool.
If another pool already uses the new key in the same path location, Crewlap shows a validation message that the key is already occupied. Choose another key and save again.
While editing the key, Crewlap may show a triangle next to the key field before you save. A yellow triangle means the same key text is already used by another pool, but this is not an error when the full paths are different. A red triangle means the current key appears to conflict in the same path location. Save still runs the final validation and shows the normal validation message if the conflict remains.
After a successful key change, Crewlap opens the pool again with its new path.
Client Pools
Client pools are synchronized from fleet data. A company creates a Company pool, a vessel group creates a Vessel Group pool, and a vessel creates a Vessel pool.
Open a client pool from the Pools tree when you need to inspect it. Its metadata is read-only in Pool Management because the source record must be changed from the relevant fleet page:
change company information from Management | Companies;
change vessel group information from the Company page;
change vessel information from Management | Vessels.
When available, the client pool card shows a link to the related company or vessel.
To change a client pool key, change the key of the related company, vessel group, or vessel. Crewlap then synchronizes the client pool path from the fleet structure.
How Pools Affect Applications
An application can show pools from several sources:
Source | How it is managed |
|---|---|
Manual office pool link | Managed from the application pools dialog. Only manually added pools can be added or removed there. |
Recruitment proposal | Managed by recruitment proposal actions. These pools are not removed from the application pools dialog. |
Assignment | Managed by assignment workflows. If a seafarer has an assignment, the application appears in the assigned vessel pool. |
See Pools Concept for Users for how these pool sources appear on an application page.
Permissions
Pool visibility and pool actions depend on your active organization and group permissions. If a pool is missing, check:
that you are working in the correct active organization;
that your group has access to the required office or client pool;
that your group has the specific action permission for creating, updating, proposing, or linking applications.
Application Pool Sources
An application can appear in a pool from different sources:
Source | Manager impact |
|---|---|
Manual office application-pool link | Users need application visibility and manual link permissions for the office pool to add or remove the link from the application pools dialog. |
Recruitment proposal | Users need recruitment proposal permissions for the target client pool. Proposal links are managed by proposal workflows, not by the manual pools dialog. |
Assignment | Users need visibility for the assigned vessel pool to see the automatic assignment-created pool chip on the application. Assignment-created links are managed by assignment workflows. |
When checking why a user cannot see a pool on an application, verify both the application pool permissions and the specific client or vessel pool visibility permissions.