Crewlist Management

Crewlist List

Open Crew lists from the main menu to see vessels available to you. Use table filters to find a vessel by company, group, vessel name, vessel key, or tag. Open the vessel row to move to the crewlist view.

Use the star in the Favorite column to mark vessels you return to often. Favorites stay available in the list filters, so planners can keep frequently used vessels at the top of their workflow without changing vessel data.

The list depends on your current organization and permissions. If a vessel is not shown, check that you are working in the correct organization and that you have access to the vessel or its pool.

Crewlist View

The crewlist view is centered on one vessel. The date control is in the Crew List section header and shows Current when no date is selected. Current mode shows the live crewlist: current onboard assignments and all currently active planning, including future proposed or approved assignments. Selecting today's date gives the same live result while keeping the explicit date in the field and page URL.

Select a past date when you need the crewlist as it should look on that day. The selected date is kept in the page URL, so refreshing or copying the link preserves the historical view. Use the reset icon immediately before the date to return to Current. A future date is normalized to Current, because future planning is already part of the live crewlist.

Select a date when you need the crewlist as it looked on that day. This dated view works as a best-effort snapshot:

• A planned assignment is shown if its first proposal or initial event already existed on the selected date and its planned embarkation date is on or after that date.

• Events after the selected date do not affect the displayed status, actual embarkation or disembarkation state, or position.

• A crew member remains onboard on the actual disembarkation date and disappears from the crewlist on the following day.

• A cancellation or final assignment event takes effect on its event date.

This means a future assignment can appear in a historical crewlist before its planned embarkation date when the plan was already known on that day. It is hidden only for dates before the first dated assignment event, after it became overdue without an embarkation event, or after it was cancelled or completed.

Historical reconstruction uses the dates and history that are currently stored. Planned dates and duration do not have a separate revision history, so their latest saved values are also used in older snapshots. If an old event has no usable date, Crewlap cannot reliably place that event in a historical snapshot.

When an assignment or event is entered late with a past business date, Crewlap treats it as a correction to the effective history. For example, an assignment saved today with last year's Propose Date can appear in a crewlist snapshot from that proposal date onward, while a snapshot from the previous day does not show it. Crewlap stores the actual save time for internal traceability, but the crewlist date filter intentionally uses proposal and assignment event dates instead.

The All, Budgeted, Minimum, and Additional checkboxes control which position slots are shown in the table. These options do not change data; they only change the visible crewlist layout.

The table has separate areas for onboard and planned crew. Planned assignments appear on the planned side while they are active and not yet onboard. If an assignment was just created for a future date, it appears in the live crewlist when Display crew list on date is empty and in dated snapshots from its first event date onward.

On the crewlist view, the main crewlist table can be wider than the screen because it shows position, onboard, and planned information side by side. Use the horizontal scrollbar when needed. On many mice and touchpads, hold Shift and use the mouse wheel or touchpad scroll gesture to move the table left or right.

Crewlist Tags

Crewlist tags help mark vessels for planning, follow-up, or local operational grouping. Create reusable tags in the crewlist tag catalogue, then use Edit tags on a vessel crewlist to choose which tags apply to that vessel.

Selected tags appear in the Tags section on the crewlist view. They can also be used in the crewlist list filters, so tagged vessels are easier to find later.

Assignments

Use assignment actions from an application or from the crewlist to connect a seafarer application to a vessel and position. When an assignment is created, the application is automatically linked to the assigned vessel pool. That pool link is read-only on the application page and is changed through the assignment workflow.

When the assignment must be reviewed before approval, use a crewlist proposition instead of treating it as a finished assignment. Add the open position to the assignment cart, propose a seafarer from the application page, then review the proposed assignment from the crewlist.

When an assignment ends with Available for same client only, set Available for next assignment proposal until before saving. Until that date, the seafarer can remain visible in the vessel pool so the same client can create the next assignment proposal. This date is not the seafarer's next planned embarkation date.

For a historical assignment, this availability date may already have passed, provided it is after the final assignment event and no more than three months later. An expired date records what the availability window was without restoring the application to the current vessel pool. Other assignments, recruitment proposals, and manual pool links are independent and remain unchanged.

See Assignment Dialog for planned dates, duration, events, final availability statuses, and assignment-created pool links.

Reports

Use the print button in the Crew List section header to open one of three printable reports:

• Crew list shows the onboard crew in the standard vessel crew-list format.

• Crew list + Planned places onboard and planned assignments side by side for each position.

• Crew list + Planned with notes adds the latest planned-assignment note, including its author and date.

The Planned reports include all position slots shown by the normal crewlist layout, including vacant positions. Onboard Days is printed as the elapsed and maximum duration, for example 18/90. A planned end date is shown in italics until an actual end date exists.

Every printable crewlist report shows Crew list as of and Generated on. The first date is the date selected in the Crew List header. In Current mode, or when today's date or a future date is requested, the report uses the live crewlist and shows the current date. Generated on is independently the date when the printable report was opened.

Crewlist rows and reports also follow Application access. If you cannot read an application, its assignment is omitted completely. Limited Application read keeps the assignment visible but redacts fields marked as PII in Application CV Attributes. The same rules apply to printable reports; restricted reports can therefore contain fewer rows or blank/redacted personal fields.

Open the Crew change report tab when you want to prepare this report. Selection checkboxes then appear in both parts of the crewlist table. Tick an onboard crew member to add that person to the signing-off part of the report. Tick an approved planned assignment to add that person to the joining part. The report refreshes when the selection changes. If you close the tab, the checkboxes are hidden but your selection is kept for the next time you open it.

Use your browser print or PDF tools when you need a file copy. Printed content still follows your current access rights, so users may see different details for the same vessel or application.

Related Workflows

Crewlist work is connected to:

• Propositions and Approvals for crewlist proposal workflows.

• Rank Changes for promotion and demotion workflows.

• Shift Reports for shift-related crewlist reports.