...

Contents

General Settings

The general settings allow you to control some of the most basic configuration settings for the APP application.
To access the settings, use one of the tips below:

• On the workspace, navigate to Configurations > General Settings.

• On the main menu, select Configuration > General.
  

  Image Removed

Before getting started, make sure you have selected the organization unit for which you want to define the settings. To do this, select an organization unit on the left-hand side pane of the General settings window by:

• Use a scroll bar to search through the list.

• Enter a text in the search field to filter records.

Email Server

You can configure an SMTP server that will take care of the email's delivery. To do this, first switch to the Email Server tab in the General Settings window:

...

Fill in the fields as described below:

• SMTP Server. Enter the server address used to send emails. If maintained by Adonis, enter the Adonis server address.

• Port. Enter a port number that specifies a way of transmitting an email between two mail servers. The default port number of an outgoing SMTP server is 25.

• Sender address. Enter an email address you would like to be used for sending emails to users.

• Enable SSL. Select the option to enable the SSL certificate.

• Use credentials. Turn on the SMTP authentication and enter your account's SMTP Username and set SMTP Password.

On completing, click Save to confirm the changes.

SQL Server

You can specify the SQL server as well as the database you are working on. To do this, switch to the SQL Server tab in the General Settings window:

...

Fill in the fields as described below:

• Server. Enter a server name you want to get connected to.

• Database. Enter a database name located on the specified server.

• Database user. Enter a database username.

• Connection timeout. Specify seconds after which a connection request times out and a connection is thrown.

On completing, click Test connection to verify whether the connection is successful. If the connection is successfully established, click Save to confirm the changes. Once you click the button, you will see a confirmation dialog informing you that the settings have been updated but will take effect only after restarting the portal:

...

Click Yes if you want to immediately restart the portal or No if you want to restart it later.

Web Services

The Adonis architecture assumes the installation of two applications: web service and APP. Web service stores data and send it to APP by request.

Let us now cover the principles for name formations. On installing the application, the APP name consists of the following parts:

hostname/APP_InstanceName

The web service name then acquires the following parts:
hostname/WebServices_InstanceName/CrewPortalWebService.svc

The Web Service tab is designed to set up a connection between the APP application and the web service:

...

To get started, in the Client-side requests section, define the web service URL for sending data requests:

• Relative URL. Select the checkbox if you want to send requests to the web service located on the same host as the APP application. The unselected option assumes using the absolute URL where both protocol and hostname must be indicated.

In the Server-side requests section, define the web service address where the security token is to be generated:

• Use the same URL for the server-side. Select the option to use the URL specified in the Client-side requests section.

• Relative URL. Select the checkbox if you want to generate the security token on the web service located on the same host as the APP application. The unselected option assumes using the absolute URL where both protocol and hostname must be indicated (preferred option).

Besides, you can define URLs to other web services:

Adonis Integration Web Service (AIWS). Set the absolute URL to the web service.

Gateway.API Routing Service. Set the absolute URL to the web service.

POS (Point-Of-Sale) Gratuities Web Service. Set the absolute URL to the web service.

Dates Format

You can specify the format in which you want to display the time and date in the APP modules. To do this, switch to the Dates Format tab in the General settings window:

...

Proceed with the following fields:

• Use client local format. Enable the option to make the system fetch the system date and time settings defined on the client's machine.

• Select date format (available only if the Use client format option is disabled). From the drop-down menu, select the date format you want to apply.

• Select hours format (available only if the Use client format option is disabled). From the drop-down menu, select either a 24-hour or 12-hour time format.

On completing, click Save to apply the changes.

Log

You can view the log events that provide useful information and error messages intended primarily to help troubleshoot your solution. To do this, switch to the Log tab in the General settings window:

...

You can filter data by the events listed in the grid. To do this, from the LogEvent drop-down menu, select one of the following :

• FATAL is an error that causes an application to terminate without any warning.

• ERROR is a significant problem, such as loss of data.

• WARNING is an event that is not necessarily significant but might indicate a possible future problem.

• INFO describes the successful operation of a service.

• DEBUG events are used by developers to troubleshoot issues with their programs.

...

The License Server tab allows you to configure access to License Service via Adonis Administrator Portal:

...

To do this, simply provide the following information:

• Company ID. Enter the company identification number defined in Adonis License Service.

• Password. Enter the password for accessing License Service via Adonis Administrator Portal. The password has been defined in Adonis License Service.

...

...

Contents

General Settings

The general settings allow you to control some of the most basic configuration settings for the APP application.
To access the settings, use one of the tips below:

• On the workspace, navigate to Configurations > General Settings.

• On the main menu, select Configurations > General Settings.
  

  Image Added

Before getting started, make sure you have selected the organization unit for which you want to define the settings. To do this, select an organization unit on the left-hand side pane of the General settings window by:

• Using a scroll bar to search through the list.

• Entering a text in the search field to filter records.

Email Server

You can configure an SMTP server that will take care of the email's delivery. To do this, first switch to the Email Server tab in the General Settings window:

...

Fill in the fields as described below:

• SMTP Server. Enter the server address used to send emails. If maintained by Adonis, enter the Adonis server address.

• Port. Enter a port number that specifies a way of transmitting an email between two mail servers. The default port number of an outgoing SMTP server is 25.

• Sender address. Enter an email address you would like to be used for sending emails to users.

• Sender name. Enter a name you would like to be used for sending emails to users.

• Connection security. In the drop-down list, select a certificate to enable an encrypted connection.

• Allow untrusted certificate. Select the option to accept untrusted certificates.

• Use credentials. Turn on the SMTP authentication and enter your account's SMTP Username and set SMTP Password.

• APP URL in the email. Enter the APP URL to be provided in the email.

• Send email to confirm changes in the Personal Details → Telecommunication. Select the option if you want to get notified once any Telecommunication data changes.

On completing, click SAVE to confirm the changes.

SQL Server

You can specify the SQL server as well as the database you are working on. To do this, switch to the SQL Server tab in the General Settings window:

...

Fill in the fields as described below:

• Server. Enter a server name you want to get connected to.

• Database. Enter a database name located on the specified server.

• Database user. Enter a database username.

• Connection Timeout. Specify seconds after which a connection request times out and a connection is thrown.

On completing, click TEST to verify whether the connection is successful. If the connection is successfully established, click SAVE to confirm the changes. Once you click the button, you will see a confirmation dialog informing you that the settings have been updated but will take effect only after restarting the portal:

...

Click YES if you want to immediately restart the portal or NO if you want to restart it later.

Web Services

The Adonis architecture assumes the installation of two applications: web service and APP. Web service stores data and send it to APP by request.

Let us now cover the principles for name formations. On installing the application, the APP name consists of the following parts:

hostname/APP_InstanceName

The web service name then acquires the following parts:
hostname/WebServices_InstanceName/CrewPortalWebService.svc

The WEB SERVICES tab is designed to set up a connection between the APP application and the web service:

...

To get started, in the Client-side requests section, define the web service URL for sending data requests:

• Relative URL. Select the checkbox if you want to send requests to the web service located on the same host as the APP application. The unselected option assumes using the absolute URL where both protocol and hostname must be indicated.

In the Server-side requests section, define the web service address where the security token is to be generated:

• Use the same URL for the server-side. Select the option to use the URL specified in the Client-side requests section.

• Relative URL. Select the checkbox if you want to generate the security token on the web service located on the same host as the APP application. The unselected option assumes using the absolute URL where both protocol and hostname must be indicated (preferred option).

Besides, you can define URLs to other web services:

• Adonis Integration Web Service (AIWS). Set the absolute URL to the web service.

• Gateway.API Routing Service. Set the absolute URL to the web service.

• POS (Point-Of-Sale) Gratuities Web Service. Set the absolute URL to the web service.

• SMS Gateway Web Service. Set the absolute URL to the web service and enter Login and Password.

• Adonis Upload Service (AUS). Generate the API key to access the selected methods in Adonis Upload Service (AUS). For more information, seeGenerate API.

Anchor
Generate_API Generate_API

Generate API

Third-party customers can generate their own API Key to access Adonis Upload Service (AUS). The key is required for security purposes as well as for managing the usage of the endpoints:

• CREATE

• UPDATE

• READ

To generate an API key, in Adonis Administrator Portal, navigate to Configurations > the WEB SERVICES tab and scroll down to the bottom of the page. In the Generate API Key section, fill in the fields:

• API. From the drop-down list, select PersonDataImport.

• API Name. Enter your API name.

• Interface. From the drop-down list, select an interface to be used.

In the Choose Scopes table, select the API methods and their end points to be used.

Once done, click GENERATE API KEY.

The API Key is displayed once it is generated and stored as a hashed value in the database:

...

Adonis Learning Management System

The ADONIS LMS tab allows you to configure access to the Learning Management System via Adonis Administrator Portal:

...

To do this, simply provide the following information:

• Adonis LMS URL. Enter the link to the Adonis Digital Learning platform.

• Adonis LMS API Token. Enter a unique identifier used to authenticate an application to access the API.

• Adonis LMS Enroll API token.

When done, click SAVE to proceed.

Log

You can view the log events that provide useful information and error messages intended primarily to help troubleshoot your solution. To do this, switch to the LOG tab:

...

You can filter data by the events listed in the grid. To do this, from the LogEvent drop-down menu, select one of the following :

• FATAL is an error that causes an application to terminate without any warning.

• ERROR is a significant problem, such as loss of data.

• WARNING is an event that is not necessarily significant but might indicate a possible future problem.

• INFO describes the successful operation of a service.

• DEBUG events are used by developers to troubleshoot issues with their programs.

Anchor
License_Server_Access License_Server_Access

License Server Access Configuration

The LICENSE SERVER tab allows you to configure access to License Service via Adonis Administrator Portal:

...

To do this, simply provide the following information:

• Company ID. Enter the company identification number defined in Adonis License Service.

• Password. Enter the password for accessing License Service via Adonis Administrator Portal. The password has been defined in Adonis License Service.

When done, click SAVE to proceed. For more information, see License Server.

Privacy Policy

In the PRIVACY POLICY tab, you can attach the privacy policy to be accepted by users on logging in.

...

To do it, follow the steps below:

1. Select the Enable privacy policy checkbox to enable the functionality.

2. Click the SELECT POLICY button and pick a PDF document containing the privacy policy to be populated.

3. Click SAVE.

All users will be prompted to accept the privacy policy when logging into APP for the first time.

Multifactor Authentication

To enable the multifactor authentication to Adonis Personnel Portal and Adonis Crew Portal, switch to the MULTIFACTOR AUTHENTICATION tab:

...

Now, follow the steps below:

1. Select the Enable MFA checkbox. This opens the dialog:
   

   Image Added

2. Click OK and relog in for the changes to take effect.

You are then redirected to the login page:

...

General

The GENERAL tab provides you with the following options:

• Set max file size for upload (mb). In the spin box, click up or down controls to set a size limit for files upload.

• Onshore Crew Portal. Select the checkbox to enable Onshore Crew Portal.

Once completed, click SAVE to apply the changes.

...

Gangway Control

To enable the possibility for crew to change the activity from Planned to Current on the sign-on date directly on the panel, navigate to the GANGWAY CONTROL tab and click the ACTIVATE GANGWAY ACTIONS button:

...

Once activated, the system informs you about successful activation.

Onshore Login

On the ONSHORE LOGIN tab, select the organization units (vessels) you want to be considered along with the current vessel when accessing Adonis Crew Portal.

...

This functionality allows a single login for all crew members who have an active sea service-activity and assigned to different organization units (vessels) selected on the ONSHORE LOGIN tab. The organization unit name is stated in the Vessel Name column:

...

Time Zone Settings

When sailing around the world, a vessel crosses several time zones which an administrator must take care of beforehand. This setup is necessary to correctly process time registrations. To access the setup, use one of the following tips:

...

• Set allowance rates for transportation, meals, lodging, and others. See Define Rates.

• Define different reasons for traveling. See Set Travel Reason.

• Define accommodation types that may be used when traveling. See Define Accommodation.

• Set any additional expenses which a traveler may incur when traveling. See Set Outlay Various Types.

• Change the preset summary titles. See Define Settlement Types.

• Create outbound and inbound travels for non-onboard activities. See Define Travel Activities.

• Add currency records. See Define Currencies.

• Define the module options. See Set Module Options.

...

On completing, click Save to proceedcompleting, click Save to proceed.

Transportation Types

A transportation type may be specified for a transportation mean. Selecting a transportation type enables you to define type-specific rates. Below, you will find the description of all transportation types as well as the associated rates.
Ticket Specification is a type defined in case an employee can present a ticket confirming the expense incurred:

...

The allowance rates are established per country and must meet specific documentation requirements stipulated in the Tax Payment Regulation. Depending on the travel type, whether domestic or overseas, you can define different allowance rates. Domestic travel is travel performed within the travelers' own country; an abroad travel – outside the travelers' country.
To get access to the allowances and define the rates, click the Allowances tab:

...

Domestic Rates

To define the allowance rates for domestic travel, go to Allowances > Domestic and choose whether you want to:

...

To copy the rates defined for a different organization, click Copy from another company. This opens the Copy dialog:

...

To copy the rates defined for a different organization, click Copy from another company. This opens the Copy dialog:

...

You can also specify the Administrative catering as a bonus in case a traveler does not incur any expenses for meals.

...

Other rates

Switch to the Other rates tab to access the options enabling you to:

...

1. Select Enable limit.

2. Enter the amount you want to define as a Limit per night.

Anchor
_Set_Travel_Reason _Set_Travel_Reason

Set Travel Reason

...

Anchor
_Set_Outlay_Types _Set_Outlay_Types

Set

...

Various

You can define any additional expenses a traveler may incur when traveling. To access the accommodation types, use one of the tips below:

• On the toolbar, click Outlay Types Various.

• On the main menu, select Travel Expense & WDA > Outlay Types. Various

...

Within the appeared Outlay types Various grid, you can see a list of predefined expenses that may be edited or removed. You can also update the grid with new outlay various types.
To add a new outlay various type, click New and fill in the fields:

• Code is a unique alpha-numeric APP code.

• The description is a name of an outlay a various type.

• Type allows specifying whether the created outlay various type is an addition or a deduction. Select Advance to deduct an outlay a various amount from the allowance. Select Various to add an outlay a various amount to the allowance.

• The deduction allows defining a deductible outlay various type. The option automatically applies if the Type is set to Advance.

• Is Passive, if selected, makes the record unavailable. It is recommended to select the option if you consider the outlay various type will no longer be in use.

• Is Scan Mandatory, if selected, makes the document scan mandatory to be attached.

• Allow for user groups. From the drop-down list, select the user groups for which specific reasons will be accessible.

• Allow for reasons. From the drop-down list, select the reason(s) you want to be available for the selected user groups.

• Payroll Category 1/Payroll Category 2 is a unique alpha-numeric code that serves as a binding component between the APP entries and Entry Codes in APM.

...

On completing, click Save. As a result, a new outlay various type will appear in the grid.
To introduce any modifications to the existing outlay various types, in the Outlay types Various grid, click Edit next to the selected type:

...

When preparing a travel expense report, a traveler can view the summary of all the incurred expenses and the provided allowance rate. Below is an example of a summary:

As an administrator, you can rename the preset summary titles as well as define the order number for each of them.

To access the outlay settlement types, use one of the tips below:

...

The Time and Attendance module provides you with the most efficient way to track the time and attendance of crew members and stay in compliance with the MLC regulations about work and rest hours.
Before starting to work with the Time and Attendance module, it is recommended to configure the settings first. To do this, log into the Administrator Portal and use one of the tips follow the steps below:

...

1. Log in to the Administrator Portal and select Configuration.

2. On the

...

1. right-side menu,

...

1. select Modules > Time

...

1. And Attendance

...

1. :

...

With the Time and Attendance commands, you can:

...

To create a recurring timesheet period, proceed with the following steps:

1. Click Automatic period creation AUTOMATIC PERIOD CREATION to view the following dialog:

   Image RemovedImage Added

2. In the Generate periods dialog, fill in the fields as described below:

   • The organization Organization is the name of the organization for which you are creating a timesheet periodcreating a timesheet period. Select it from the drop-down list.

   • Date From is a start date in the period range. Select it in the calendar picker.

   • Date To is an end date in the period range. Select it in the calendar picker.

3. Select the timesheet period type which determines how often a new timesheet period is to be generated. Typically, you select a timesheet period that matches your payroll and/or billing cycle, either Weekly Monthly or XX days (allows setting a certain number of days).

4. Click Generate SUBMIT.

To create a manual timesheet period, click the New link and enter the fields as described below:

...

NEW PERIOD. This evolves the New Period dialog:

...

Fill in the fields in the dialog:

• Organization is the name of the organization for which you are creating a timesheet period. The period Select it from the drop-down list.

• Period is a timesheet period defined in the format: yyyymm or yyyymmxx.

• Name is a timesheet name.

• Date From is a start date in the period range. Select it in the calendar picker.

• Date To is an end date in the period range. Select it in the calendar picker.

Once completed, click Save SUBMIT.

To copy periods from a different organization, click the Copy from COPY FROM the button. Clicking the button opens the Copy From dialog:

...

• Organization is the name of the organization from which you want to copy a timesheet periodtimesheet period. Select it from the drop-down list.

• Date From is a start date in the period range. Select it in the calendar picker.

• Date To is an end date in the period range. Select it in the calendar picker.

When done, click Copy COPY to proceed. If successfully completed, the system then informs you that all periods are copied.

...

To copy periods from the current organization to a different one, click the Copy to COPY TO button. Clicking the button opens the Copy To dialog:

...

• Organization is the name of the organization to which you want to copy a timesheet period. Select it from the drop-down list.

• Date From is a start date in the period range. Select it in the calendar picker.

• Date To is an end date in the period range. Select it in the calendar picker.

When done, click Copy COPY to proceed. If successfully completed, the system then informs you:

...

...

To modify a created timesheet period, click Edit and make the appropriate changes in the displayed fields. Once completed, click Save to confirm the changes.
To permanently remove a timesheet period, click the Delete link located in on the same row.

Besides, you can purge the grid if there are any outdated timesheet periods. To do this, click Purge Time Sheets on the toolbar and proceed with the instructions described in Purge Time Sheets.

...

• Click Work Types on the toolbar.

• Select Work Types on the main menu.

...

Now, click the New NEW WORK TYPE button to view the fields to be filled in:

...

Once the setup is completed, click Save SUBMIT to confirm and view the applied changes in the grid:

...

To create permanently remove a new work type, click New and enter the fields as described above.
To permanently remove a work type, click Delete the Delete icon next to the work type to be affected and confirm the action.

To modify a created work type, click the Edit icon next to the work type to be affected and make the appropriate changes in the displayed fields. Once completed, click Save SUBMIT to confirm the applied changes.

To copy work types from a different organization, click the Copy from COPY FROM the button. Clicking the button opens the Copy From dialog:

...

Within the dialog, select the organization from which you want to copy a work type and click Copy COPY.

In case completed, the system then informs you that all work types are copied.

...

To copy periods from the current organization to a different one, click the Copy to COPY TO button. Clicking the button opens the Copy To dialog:

...

Within the dialog, select the organization to which you want to copy a work type and click Copy COPY.

In case completed, the system then informs you that all work types are copied.

...

• Click E-Sign on the toolbar.

• Select E-Sign on the main menu.

  Image Removed

...

On the page, select the options:

• Activate electronic signing workflow. Select the option to activate the module.

• Approve verified timesheets. Select the option if you want to resend the verified and signed timesheets for approval. In case the option is not selected, timesheets will go directly to payroll processing.

Anchor
Module_Options Module_Options

Module OptionsModule_OptionsModule Options

You can also set the options that affect different timesheet and timecard preferences. To access the options, follow one of the tips below:

• Click Module Options on the toolbar.

• Select Module Options on the main menu.
  

  Image Removed

All options are divided into functional groups. Let us now learn about each group separately.

Drill

The APP administrator can set up parameters that may prevent you from making mistakes when creating a drill registration:

• Maximum Drill Duration (minutes) indicates a maximum time limit that a crew member can set for a drill.
  

• Warning Duration (minutes) is a time limit after which a crew member gets a warning message. A crew member can either confirm the drill duration or cancel adding the drill.
  

  Image Removed

Timecard

• Use Daily Approval workflow, if selected, indicates that only approved documents may be sent to a manager.

• Display registered Rest (use it for Debug purposes only), if selected, display the registered rest time in a timesheet. By default, the rest time appears as a space.

• Approver/coordinator must add comments to edit/delete time registration, if selected, obliges an approver/coordinator to leave comments after editing or deleting a registration.

• Allow registering time till the end of today, if selected, allows registering time till the end of today (+15 minutes).

• The subordinate should approve the corrections, if selected, makes a subordinate approve the corrections made by a coordinator.

...

Timeclock

You can use an alternative pin for authorization. An alternative pin represents a string that may contain up to 20 symbols:

• Using an Alternative pin for authorization into timeclocks, if selected, enables the possibility to use an alternative pin.

...

Timesheet

A timesheet is a document that contains different activity types covered by a crew member within a specific period.

• Allow submission before activity or period ends, if selected, allows submitting a timesheet anytime, not to wait till the end of activity or timesheet period.

...

Nonconforming work and rest

To stay in compliance with the MLC regulations, you can turn on notification of any upcoming violations:

• Calculate nonconforming violations in advance, if selected, defines how many minutes in advance the system must check violations and notify you.

...

You can also set the options that affect different timesheet and timecard preferences. To access the options, follow one of the tips below:

• Click Module Options on the toolbar.

• Select Module Options on the main menu.
  

  Image Added

All options are divided into functional groups. Let us now learn about each group separately.

Drill

The APP administrator can set up parameters that may prevent you from making mistakes when creating a drill registration:

• Maximum Drill Duration (minutes) indicates a maximum time limit that a crew member can set for a drill.

• Warning Duration (minutes) is a time limit after which a crew member gets a warning message. A crew member can either confirm the drill duration or cancel adding the drill.
  

  Image Added

  When completed, click Update to save the changes.

Timecard

• Use Daily Approval workflow, if selected, indicates that only approved documents may be sent to a manager.

• Display registered Rest (use it for Debug purposes only), if selected, displays the registered rest time in a timesheet/timecard. By default, the rest time appears as a space.

• Approver/coordinator must annotate reason to modify time registration (for TimeClock), if selected, obliges an approver/coordinator to leave comments after modifying a time registration.

• Allow registering time till the end of today, if selected, allows registering time till the end of today (+15 minutes).

• Subordinate should approve the corrections, if selected, makes a subordinate approve the corrections made by a coordinator.

...

Timesheet

A timesheet is a document that contains different activity types covered by a crew member within a specific period.

• Allow submit before activity or period ends, if selected, allows submitting a timesheet anytime, not to wait till the end of activity or timesheet period.

• Allow submit Timesheets the day before Sign Off, if selected, allows submitting, approving, e-signing timesheets a day before the actual sign off date.

...

Nonconforming work and rest

To stay in compliance with the MLC regulations, you can turn on notification of any upcoming violations:

• Calculate nonconforming violations in advance, if selected, defines how many minutes in advance the system must check violations and notify you.

• Any 24-hour role starting after a continuous 6 hours of rest, if selected, the system checks the 24-hour rule at the start of a working period following a 6-hour rest period.

IMG

Timecard Comments

To make comments available and/or mandatory for different workflows in the Time and Attendance module, use the options below:

• My Timesheets allow selecting the options applicable to personal timesheet view (accessible to Subordinate, Approver and Coordinator).

  • Display comments when modifying or creating time blocks

  • Comments are mandatory when modifying or creating time blocks

• Co-workers Timesheets allow selecting the options applicable to your team mates timesheet view (accessible to Approver and Coordinator).

  • Display comments when modifying or creating time blocks

  • Comments are mandatory when modifying or creating time blocks

Expand
title Example
The Add Time Registration and Edit Time Registration dialogs are extended with the Reason for modification field to specify the modification reason: Image Added

• Violation comments allows selecting the option applicable to all the violated timeblocks.

  • Comments are mandatory for violated time blocks

...

Anchor
Purge_Time_Sheets Purge_Time_Sheets

Purge Time Sheets

...