Best Practices: Open Client and Crew List

Of course, it is up to the customer to implement the user processes and procedures that would fit the company best.

This article is aimed to provide basic recommendations what we feel might be logical, convenient and thus, recommended.

Open Client Logic Description

First of all, we would like to touch base the open client logic together with Crew list views logic.

As you know, Adonis provides the Open Client Function.

Depending on the user role, each user might have different access to the nr of organization units and crew list views that are available for him/her.

General logic is as follows:

When a crew pool (office/ agency) is opened as a current client, the system will open all persons belonging to this organization. That is, linked to this client in Personal Details. The crew list views that will be available under this open client will build you the crew list. Views names are usually intuitive: Standard will display all persons belonging to current client and having base info: passport, phone nr etc. While Expiry view will display you all persons belonging to the current client and will show info on expiration date of various documents of these persons.

In other words, the system builds the list of persons on your screen:

1. First, based on the current client you chose.

2. Second, using the rule behind the crew list view you chose.

When a vessel is opened as a current client, the system usually shows persons based on their onboard contracts/history on the vessel. It depends on the set up, but in most cases vessel as a current client is mostly convenient for vessel users - to find out who is planned to be onboard, or to see the crew onboard currently.

So lets discuss what is best to use in which occasion.

Creating new person records

We recommend creating new person records when Crew Pool is opened as a current client. This means: an office, agency etc organization unit needs to be opened as a current client. Remember that the system will automatically suggest linking the new person to this organization in Personal Details. You will have a possibility to choose something else depending on your access rights. It is a good practice to use the same organization opened as a current client, as the organization the person needs to be linked to.

Note: we do not recommend having a vessel opened as a current client when creating new person records.

The view to use when creating a new person should be Standard. It contains basic criteria of displaying persons, so when a new person record is created, you will see him/her right away in the view.

Updating personal profiles

Same logic can be used when updating personal profiles, when adding various documents and scans: Crew Pool/office/agency used as a current client and Standard view as an active crew list view.

We do not recommend using a vessel as a current client, as the vessels in most cases are set up to display persons based on their onboard contracts. While the person whose profile is being updated, might be not planned onboard yet, so you might not find the person under a vessel.

Searching for persons in Crew List

If you have issues with finding a person in Crew List, the best practice would be to search for him/her under Standard view under the office / agency you have access to, or under upper level in the organization structure.

Remember to search within All persons - including Employed and Terminated.

If you only have access to a vessel, you can search for the person under any of the views (Standard might be not available). If not found, you might need to contact someone inside your organization e.g. the office as it might be the person’s profile was not updated correctly / there is a replication issue, thus the person is not seen on the vessel.

Nr of persons varies

You might find it weird that nr of persons veries under various crew list views and organizations.

First of all, if it is the same open client but you click between views and see the different nrs: that is fine, as the views have various rules behind, based on which they display nrs. E.g. for a Standard view showing base info on the person, the nr of persons might be exact. While e.g. Missing Requirements view, that builds crew list based on the fact if they miss a certificate, plus a person will be displayed as many times as many certificates he is missing. Thus it is natural that the nrs on different views will be different within the same open client.

The nr of persons can differ for different organization units, even if the same crew list view is opened.

If we speak of 2 different offices or 2 agencies, the nrs are not supposed to be the same - there can be twice as many people working in one office compared to the other one.

If we speak of comparing nrs on crew pool and vessel, the difference in nrs still can be correct. As mentioned above, crew pools and vessel pools have different rule how to build their crew list - based on beloning to Personal Details for the crew pools and based on onboard contracts for the vessel pools.

Office or mother company for all offices will show you nr of persons linked to one of the offices/pools in Personal Details. Vessel pool will show you persons onboard on a vessel/all vessels below. Based on the crew list view chosen it will be either all crew onboard or all planned onboard etc. Nr of persons in the system does not equal nr of persons onboard. Besides, if the crew list view shown displays future contracts, this view might contain the same person several times in the view if a person has multiple future onboard assingments. Same counts for Missing Requirements view - it can display the same person several times because he/she misses several documents.

What is correct nr then?