Vessel Management
Vessels are maintained under a company and a vessel group. Vessel records are used by crew lists, assignments, positions, and client pools.
Vessels List
Open Management | Vessels to view the vessel catalog.
Use list filters to find vessels by company, vessel group, vessel key, vessel name, or technical fields. Click the pencil action, or double-click a row, to open the vessel card.
Use the plus action in the list header to create a vessel manually. In General Info, select the company and vessel group, then fill the key, name, flag, IMO, and year.
You can also create a vessel from a company card. Open the company, find the vessel group in Grouped Vessels, and use the new vessel action. In this flow, company and vessel group are preselected.
Vessel Card
The vessel card includes:
General Info: company, vessel group, key, name, flag, IMO, and year.
Technical Info: vessel type, main engine, DWT, gross tonnage, engine count, and engine power.
Positions: planned positions for this vessel.
Use Technical Info to maintain operational vessel data. When entering engine power, Crewlap can derive the paired BHP/kW value where the form supports it.
Vessel Dialogs
Use General Info to select the company and vessel group, then maintain the vessel key, name, flag, IMO, and year. When creating a vessel from the Vessels list, company and vessel group must be selected before the vessel can be saved. When creating a vessel from a company vessel group, Crewlap preselects that company and group.
Use Create new group from the vessel group selector when the needed vessel group does not exist yet for the selected company.
Use Technical Info to edit the vessel type, main engine, DWT, gross tonnage, engine count, and engine power.
Editing Vessel Keys
You can edit a vessel key from General Info when your permissions allow updating the vessel. The key must contain only uppercase letters and digits.
Changing a vessel key changes the vessel client pool path and links that use the vessel path, such as crewlist and position links. Crewlap asks for confirmation before saving a changed key. 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 vessel.
If the new key is already used in the same vessel group, or if the synchronized client pool path is already occupied, 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 vessel group path. Save still runs the final validation and shows the normal validation message if the conflict remains.
After a successful key change, Crewlap opens the vessel page again with the new key. Crewlist tags stay attached to the same vessel after the key changes.
Moving A Vessel
To move a vessel, open General Info, select another company or vessel group, and save. You need permission to update the vessel in its current location and permission to create vessels in the target vessel group. If you do not have both permissions, the target cannot be used for the move.
Crewlap moves the existing vessel rather than creating a copy. Its positions and synchronized client pool move to the new company and vessel group with it. After a successful move, Crewlap opens the vessel at its new path. Old bookmarks, copied links, open browser tabs, and stored paths that contain the previous company or group can stop working.
Copy From Vessel
Use Copy From Vessel after saving a vessel when it should reuse setup from another readable vessel in the active organization. Select the source vessel and choose one or both options:
Copy Technical Info replaces the target vessel's technical fields with the source values. Empty source values clear the corresponding target fields. The vessel name, company, group, flag, IMO number, year, and last port of call stay unchanged.
Add Missing Positions creates source ranks that do not yet exist on the target vessel. Existing target positions and positions found only on the target stay unchanged. Running the copy again does not create duplicate ranks.
Select Copy, review the small confirmation beside the button, and select Yes. Crewlap applies the selected operations together. If the operation fails, it does not leave partially copied technical information or positions.
Technical information requires permission to update the target vessel. Positions require permission to read source positions and create positions on the target vessel. An unavailable option is disabled.
Vessel documents and their attachments are never copied. They belong to their individual vessel and must be added separately.
Positions From Vessel
Use the plus action in Positions to create a position for the current vessel. The position form opens with the company, vessel group, and vessel already selected.
Pool Catalog Effect
Each vessel is represented as a vessel pool in the synchronized client pool catalog. The pool follows the vessel record and its company/group context.
Vessel Documents
Use Documents to maintain certificates and other documents that belong to the vessel.
Open the Documents section on the vessel card.
Click the plus button.
Enter the required Certificate, Issue Date, and Expiry Date values.
Optionally enter the Issuing Authority and Notes.
Click Apply to save the document while keeping the dialog open.
Select or drag one or more attachments if required. Crewlap uploads files added together one after another. Each attachment can be up to 15 MiB.
Click Save to close the dialog.
You can also click Save immediately when the document does not need an attachment. To add an attachment later, use the pencil action to reopen the saved document.
Filter Vessel Documents
The document filters are single-choice radio buttons shown in one horizontal row. Actual is selected by default.
Filter | Documents shown |
|---|---|
All | All non-archived documents, regardless of their expiry date. |
Expiring soon (6 months) | Non-archived documents with an expiry date after today and no later than six months from today. |
Actual | Non-archived documents with an expiry date after today. |
Recently expired (6 months) | Non-archived documents with an expiry date from six months ago through today. |
Expired | All non-archived documents whose expiry date is today or earlier. |
Archived | Archived documents only, regardless of their expiry date. |
A document expiring today is treated as expired. The exact six-month boundary is included in each six-month filter. Archived documents are excluded from all other filters.
Archive, Restore, Or Delete A Vessel Document
Use the archive action when a document should remain in the vessel history but should no longer be treated as current. Archived documents are read-only and their attachments cannot be changed. Select Archived to find them, then use the restore action to make a document active and editable again.
Use the minus action only when the complete document record should be permanently deleted. Crewlap opens a small confirmation popup beside the minus button; select No to keep the document or Yes to delete it.
Work With Vessel Document Attachments
Expand a document row to see its attachments. Crewlap shows the Added date below each saved attachment's file name, including when you reopen the document for editing. Click an attachment file name to open the preview dialog. Images and supported PDF files open in the preview; use its download action when the browser cannot display the file.
To download several attachments, select their checkboxes and click Download Selected Attachments.
Use the minus action next to an attachment to remove only that file from the document. Confirm the action in the small popup beside the minus button. Attachments of archived documents cannot be added or deleted.
Users with vessel read access can inspect vessel documents, preview attachments, and download selected attachments. Creating, editing, archiving, restoring, or deleting documents and deleting their attachments requires vessel update access.