Visa Application - Process
This article describes how Visa applications can be set up and followed up in Adonis
This process only works if persons are planned into the Rotation or Crew Change before in advance, and the vessels must have the itinerary added to the Crew Change module
Define requirements per Port
Go to Portal under Modules.
Find the applicable Port and click Open
Go to the folder “Required for Travel” and click on Item List
Move required Travel or medical documents to the right-side field
Create a Customized Datagroup for the Visa process
You can create your own Datagroup with needed fields as needed.
Sample of a new datagroup:
Visa process history
Each time the person responsible for following up the Visa creates a new record it will be saved into the data group, and the full history can always be viewed.
View Travel Documents and Visas
The user can have both the Visa Follow-up data group and the data group containing the actual travel documents, open at the same time.
The crew list view can be “docked” so that it is easy to switch between different persons.
Visa Follow-up Overview
A Crew List Views can be customized to display the wanted information, and any fields containing a date can be set to be highlighted in yellow or red color on fixed days intervals before or after a given date.
Visa Required
A Crew List view can be customized to display all joiners missing a required visa, or you can have crew list views showing all joiners and give another warnings if a person is missing the visa.
Validity of Passport or other travel documents
A crew list view can include information about other travel documents the person holds, e.g. Passport, Seamans book, etc.
The Travel doc expiry date can be highlighted if it e.g. is expiring within the next 18 months.
Informing the crew to apply for a visa
Informing crew that is missing a visa that they need to apply for can be done via automated email notifications or via manual email sending from the system. The same email can be set up to go to the user.
If it is to be done automatically, we suggest having a checkbox in the customized customer’s wish.
Informing others internally if the crew doesn’t reply
Automated emails can also be set up to be sent to other internal users if the crew doesn’t return with a valid visa.
Same as above, it can either be a fully automated process where the system sends out an email if it is a set number to the person is to join, but there is not a valid visa yet. Or, it can be a checkbox in the customized data group that the user working with the visa process goes in and sets.
Reporting
Any of the items described above can be taken out in reports. These reports can be anything from listing the number of persons where the visa was canceled, how many days from informing the crew until the visa was received back, or other items that are needed.
The reports are fully customizable to fit each customer’s individual needs.