In this guide, you will get to know how to configure the Adonis Personnel Portal modules and make them operate based on your needs.

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.
  
  

  Open

  

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:

Open

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, see 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.

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:
   
   

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, nagivate 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 from Access Control > Users.

This functionality allows an administrator to access accounts of crew assigned to different organization units (vessels). 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:

• On the workspace, navigate to Configurations > Time Zones.

• On the main menu, select Configuration > Time Zones.

Within the displayed Time Zone Settings page, click New to view the fields to be filled out:

• Vessel. Select a vessel for which you want to add a time zone.

• New time zone. Specify the UTC offset you want to apply.

• Date of change. Select the date from which to apply the time zone change. The date of time zone change applies at midnight considered the start of a new day.

On completing, click Save and view the newly added time zones in the grid:

Timeline Crossing

Double Day

A vessel may cross the UTC+12 and UTC-12 time zones which cover the same area, but the time zones are 24 hours apart. This causes a double day to appear in the time registration report.
The example below illustrates how to correctly set up the duplication.
Let us suppose that a vessel crosses the UTC+12 and UTC-12 time zone on 05/15/2021. Then you need to make the following setup:

1. Set the UTC+12 time zone to 05/14/2021 (the date which comes before the double day):
   
   

2. Click Save to update the time zone grid.

3. Set the UTC-12 time zone to 05/16/2021 (the date which comes after the double day):
   
   

4. Click Save to update the time zone grid.

As a result, the time zone grid shows the double day which corresponds to 5/15/2021:

Skip Day

Crossing the UTC-12 and UTC+12 time zones, which cover the same area, causes a skip day to appear in the time registration report. The example below shows you how to correctly set up the day to be skipped under the time zone with such offsets.
Suppose that a vessel crosses the UTC-12 and UTC+12 time zone on 05/22/2021. Then you need to make the following setup:

1. Set the UTC-12 time zone to 05/21/2021 (the date which comes before the date to skip):
   
   

2. Click Save to update the time zone grid.

3. Set the UTC+12 time zone to 05/22/2021 (the date to be skipped):
   
   

4. Click Save to update the time zone grid. 

As a result, the time zone grid shows the skip day which corresponds to 5/22/2021:

WDA & Travel Expense Settings

The WDA and Travel Expense module is specifically designed for registering expenses incurred when traveling away from home on business.
Before starting to work with the module, it is recommended to configure the settings. To do this, log into the Administrator Portal and use one of the following tips:

• On the workspace, navigate to Configurations > WDA & Travel Expense.

• On the main menu, select Configuration > Travel Expense & WDA.

Within the module, you can:

• 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 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.

Define Rates

To access travel allowance rates use one of the tips below:

• On the toolbar, click Rates.

• On the main menu, select Travel Expense & WDA > Rates.

Before getting started, define the organization and period for which you want to define the rates.
To define a period, click the New period button. This opens the New rates period dialog:

Within the dialog, define the following fields:

• Create a template. From the drop-down list, select one of the following options:

  • New. Select to create a period from scratch.

  • Copy from the company. Select to duplicate the rates defined for a certain company. Selecting the option offers you to select the company from which you want to duplicate the rates. To do this, in the Organization field, select the company.

  • Copy from the previous period. Select to duplicate the rates defined in the previous period.

• Period start date. Select the start date of the period. By default, the current date is defined.

As a result, a newly created period will be available in the Rates period start menu.
To define an organization, select it on the left-hand side Organization pane.

Transportation

In the application, you can view the transportation types defined by default. To do this, switch to the Transportation tab:

The default settings are subject to modifications and deletions. For this, click Edit or Delete, accordingly.

Besides, you can add the transportation means to be used when traveling. For this, in the Transportation types grid, click New. On clicking, the following fields become available:

Fill in the fields as described below:

• Code is a unique alpha-numeric APP code.

• Type contains a list of predefined transportation types based on which you can specify the rates for calculating the amount of compensation. For more information, see Transportation Types.

• The description is a name of a transportation means.

• SortNo is an order number of a record in the grid (where 0 means the first record in the list).

• Alternative is an alternative name for a transport mean. An alternative name is typically used if a description name is specified in a language other than English.

• 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.

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

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

• Payroll Category 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 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:

Own car is a transportation type that enables you to define various rates at which the charge will be calculated:

• Up to 10.000 km. Enter a rate for the distance of up to 10.000 km.

• Over 10.000 km. Enter a rate for the distance of over 10.000 km.

• Forest road. Enter a rate for the travels through a forest road.

• Driving Abroad. Enter a rate for overseas travel.

• Passenger. Enter a rate per passenger.

• Tromso. Enter a rate for traveling in Tromsø.

• Trailer. Enter a rate for riding in a trailer.

The Motorboat rates are defined based on the motorboat capacities:

• Up to 50 hp. Enter a rate for a boat having up to 50 hp.

• From 50 hp. Enter a rate for a boat having from 50 hp.

The Motorcycle rates are defined based on the motorcycle engine capacities:

• Until 125 ccm. Enter a rate for a motorcycle with an engine capacity up to 125 ccm.

• Over 125 ccm. Enter a rate for a motorcycle with an engine capacity of over 125 ccm.

Other allows defining rates for various transportation means:

• Scooter. Enter a scooter rate.

• Electric Car. Enter a rate for an electric car.

• Other. Enter a rate for any other transportation means.

Allowances

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:

• create new allowance rates

• copy the rates defined for another organization

• copy the rates defined in the previous period.

To create new allowance rates based on the travel duration, click New and specify the following:

• Minimum hours. Enter the lower limit of the travel duration in hours.

• Maximum hours. Enter the upper limit of the travel duration in hours.

• Allowance rate. Enter the allowance rate for domestic travel which falls within the time frame.

• Taxable. Enter the tax rate which may be imposed.

• Is Overnight. Select the option if a trip involves an overnight stay.

When completed, click Save to proceed.

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

Within the dialog, proceed as described below:

1. Select the organization from which you want to copy the rates.

2. Click Copy to proceed.

The copied rates are subject to modifications or deletions. Besides, you can update the list with new rates.

To copy the rates defined in the previous period, click Copy from the previous period. Once clicked, the records are then fetched to the grid.

The copied rates are subject to modifications or deletions. Besides, you can update the list with new rates.

Abroad Rates

To define the allowance rates for international trips, go to Allowances > Abroad and choose whether you want to:

• create new allowance rates

• copy the rates defined for another organization

• copy the rates defined in the previous period.

Under some Regulations, you can set different allowance percentage rates depending on the duration of a trip. You can define this percentage in the Allowance Percentage grid. To do this, click New and specify the following:

• Minimum hours. Enter the lower limit of the travel duration in hours.

• Maximum hours. Enter the upper limit of the travel duration in hours.

• % of allowance rate. Enter the percentage of the allowance rate for foreign travel which falls within the time frame.

• Compensation. Enter an extra reimbursement rate for foreign travel.

• Tax-free rate. Enter the compensation rate that is not taxed.

When done, click Save to proceed.

The allowances for foreign travel may vary based on the destination country and city. To set the allowance rates by countries and cities, switch to the Countries Allowance Rates grid, click New and specify the following:

• The country is a destination country.

• Maximum allowance is the maximum reimbursement rate for travel to a foreign country.

• A city is a city in a destination country.

• An allowance race is an allowance rate for travel.

To proceed, click Save.

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

Within the dialog, proceed as described below:

1. Select the organization from which you want to copy the rates.

2. Click Copy to proceed.

The copied rates are subject to modifications or deletions. Besides, you can update the list with new rates.

To copy the rates defined in the previous period, click Copy from the previous period. Once clicked, the records are then fetched to the grid.

Meal

You can define daily meal allowance rates for foreign and domestic travels, separately. To do this, switch to the Meal tab:

Now, choose whether you want to define meal rates for domestic or foreign travel by selecting Domestic or Abroad, accordingly.
For domestic and/or foreign travels, indicate a percentage for each of the regular meals:

• Breakfast(%)

• Lunch(%)

• Dinner(%)

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:

• define the allowance rates for a guest house

• set the limit per night for an accommodation

• define the accommodation allowance rate in case any lodging is not specified.

Unauthorized Accommodation allows defining the accommodation rate in case any lodging is not specified.
Guest House Allowances allow defining the allowances for a guest house based on the following options:

• Kitchen included. Define an accommodation rate for a guest house with a kitchen.

• Kitchen not included. Define an accommodation rate for a guest house without a kitchen.

• Taxable. Define a tax rate for a guest house with/without a kitchen.

Accommodation per night limit allows setting the maximum allowable amount for accommodation per night. To do this, proceed as follows:

1. Select Enable limit.

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

Set Travel Reason

You can define the travel reasons that will be available for a traveler when preparing a travel expense report.

To access the travel reasons, use one of the tips below:

• On the toolbar, click Travel Reasons.

• On the main menu, select Travel Expense & WDA > Travel Reasons.

Within the Travel reasons grid, you can see a list of predefined reasons which may be edited or removed. You can also update the list with new reasons for travel.
To create a reason, click New and specify the following:

• Code is a unique APP code.

• Name is a name of the reason.

• Porto is an order number of a record in the grid (where 0 means the first record in the list).

In the Include section, select the options to be included in a traveler's report:

• Allowance calculation, if selected, displays the allowance rate to be paid.

• Meals deduction, if selected, displays the amount that is to be deducted from the meal daily allowance.

• Advance, if selected, displays the amount provided to a traveler in advance before the travel.

In the Mandatory fields section, select the fields you want to appear in a traveler's report as required to be filled in:

• Department

• Cost place

• Project

• Vessel

In the Permission section, from the drop-down list, select the user groups to which you want to provide permissions.

In the Options section, select an option to indicate whether a travel reason:

• Is default which sets the record to default.

• Is passive which makes the record unavailable. It is recommended to select the option if you consider the travel reason will no longer be in use.

On defining the travel reason settings, click Save. As a result, a new travel reason will then become available in the Travel reasons grid.

To modify the settings of the existing travel reason, in the Travel reasons grid, click Edit next to the selected reason:

Now, modify the settings based on your needs and click Save to confirm the changes.

To remove a travel reason, in the Travel reasons grid, click Delete next to the selected reason. The system will then display the confirmation alert before deleting the selected record:

Click Delete to confirm.

As a result, the row will become unavailable in the Travel reasons grid.

Define Accommodation

You can define the accommodation types that will be available for a traveler when preparing a travel expense report. To access the accommodation types, use one of the tips below:

• On the toolbar, click Accommodation.

• On the main menu, select Travel Expense & WDA > Accommodation.

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

• Code is a unique alpha-numeric APP code.

• The description is the name of an accommodation type.

• Type is an accommodation type. Select it from the drop-down menu.

• Is Passive, if selected, makes the record unavailable. It is recommended to select the option if you consider the accommodation 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 accommodation type will appear in the grid.

To introduce any modifications to the existing accommodation types, in the Accommodation types grid, click Edit next to the selected type:

Now, update the fields based on your needs and click Save to confirm the changes.

To remove an accommodation type, in the Accommodation types grid, click Delete next to the accommodation type you want to remove. The system will then display the confirmation alert before removing the selected record:

Click Delete to confirm and make the record unavailable in the Accommodation types grid.

Set Outlay Types

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.

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

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

• Code is a unique alpha-numeric APP code.

• The description is a name of an outlay type.

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

• The deduction allows defining a deductible outlay 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 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 type will appear in the grid.
To introduce any modifications to the existing outlay types, in the Outlay types grid, click Edit next to the selected type:

Now, update the fields based on your needs and click Save to confirm the changes.

To delete an accommodation type, in the Accommodation types grid, click Delete next to the accommodation type you want to delete. The system will then display the confirmation alert before deleting the selected record:

Click Delete to confirm and make the record unavailable in the Accommodation types grid.

Define Settlement Types

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 types, use one of the tips below:

• On the toolbar, click Settlement Types.

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

To introduce any changes, select a settlement type in the grid and click Edit next to it:

Now, update the fields based on your needs:

• The description is a name of a settlement type.

• Sort Nr is an order number of a record in the grid (where 0 means the first record in the list).

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

• Payroll Category1/Payroll Category2 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 to confirm the changes.

Define Travel Activities

Adonis Employee Portal allows keeping records of expenses associated with travel from his/her home to a workplace (further referred to as inbound and outbound activities).

As an administrator, you should first make sure the travel activities such as onboard and other activities (sick, leave, travel, etc.) are properly set up. To do this, in the APM application, go to Setup > General Codes > Activity Codes, click the New button on the ribbon to make the General Code Editor dialog appear:


Within the General Code Editor dialog, proceed as described below:

1. Enter a unique alpha-numeric Code for a new activity.

2. In the Text field, enter a name for a new activity.

3. In the APP Modules drop-down list, select the module(s) for which you want to enable the activity type. The following APP Modules are available:

4. In the Activity Type group, select an option to specify whether an activity belongs to an onboard or other activities type. To attribute an onboard activity type, select Sea Service; for other activities, select any other activity-specific types such as Leave, Sick, Training, Holiday, Travel, Discharge.

5. Click OK to add a newly created activity to the list of Activity Codes.

Upon completing, get back to the APP application and access the travel activities by using one of the tips below:

• On the toolbar, click Travel Activities.

• On the main menu, select Travel Expense & WDA > Travel Activities.
  
  

Within the Document Activities column, you can now view a list of activity types assigned to the Working Days Accounting APP module:

• Onboard activity is a sea-service activity type that assumes both inbound (Departure from home) and outbound (Arriving at home) travels are available for a traveler:
  
  

• Leave, Travel, Training are considered as other non-sea service activities which do not assume that outbound and inbound travels are obligatory available for a traveler:
  
  

To enable outbound and inbound travels, select the Create outbound and inbound travels for WDA documents for non-onboard activities option.

Within the Departure Activity and Arrival Activity groups, you can view the lists of activities assigned to the Travel activity type in APM. Such activities are required to define activity types at the final stage of processing a travel report. When a report is approved by a manager, the system then creates two new activities (inbound and outbound) which would correspond to the activities set in the Departure Activity and Arrival Activity groups.

Define Currencies

You can define the currencies that will be available for a traveler when preparing a travel expense report. To do this, click Currency on the upper right-hand side of the Travel Expense Settings window:

Within the appearing Currencies grid, you can see the predefined currency that may be edited or updated
To update the list, click New and fill in the fields:

• Code is a country-specific three-letter alphabetic code.

• Name is a currency name.

• Is Passive, if selected, makes the record unavailable. It is recommended to use the option if a currency is no longer in use.

On completing, click Save to confirm the changes.

To introduce any changes, select a currency in the grid and click Edit next to it:

Now, update the fields based on your needs and click Save to confirm the changes.

You can also set up the default currency that is used in calculations. To do this, switch to Module Options and select a currency unit from the Default Currency drop-down list. For more information, see Set Module Options.

Set Module Options

You can select the fields which you want to make available for a traveler when preparing a travel report. To do this, on the main menu, select Configuration > Travel Expense & WDA > Module Options:

Now, select the fields in the Show input fields and Show transportation fields groups based on needs.
Besides, you can define:

• unit for measuring distance. To do this, set your preferences in the Distance measurement group.

• default currency being used if no currency is set. To do this, set your preferences in the Default Currency group.

• the default language of the Travel Expense module and a travel report. To do this, set your preferences in the Default Language group. 

• default travel type. To do this, set your preferences in the Default type of travel group. 

• inheritance type of rates. In the Type of inheritance for rates/types in the period group, select the Inherit from the default settings checkbox.

• leave comments when approving documents. In the Comments when approving the document group, select the options: Comments are mandatory for rejection if you want to make the comments mandatory before rejecting a travel expense document; Allow show track, if you want to show the Track tab allowing you to keep track of the travel expense status.

When done, click Save to proceed.

Time & Attendance Settings

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, follow the steps below:

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

2. On the right-side menu, select Modules > Time And Attendance:

With the Time and Attendance commands, you can:

• Generate periods for timesheet reports. For more information, see Define Timesheet Periods.

• Create different activities and associate them with the predefined work types. For more information, see Define Work types.

• Activate the Electronic Signing module intended for signing documents. For more information, see E-Sign.

• Define custom settings which include but are not limited to drill duration, MLC non-conforming violations, workload approval documents, etc. For more information, see Module Options.

• Remove obsolete timesheets and time registrations. For more information, see Purge Time Sheets.

Define Timesheet Periods

Timesheet periods are date ranges that specify how frequently timesheets are submitted by a crew member. No timesheets can be created until a timesheet period is defined. You can either define a recurring timesheet period to have your timesheet regenerate at the selected time interval or a manual timesheet period to create a customized timesheet period with specific start and end dates. In addition, you can copy the periods from/to another organization.
Before getting started, make sure to switch to Periods on the toolbar:

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

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

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

   • Organization is the name of the organization for which you are creating 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 SUBMIT.

To create a manual timesheet period, click 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. 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 SUBMIT.

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

Fill in the fields:

• Organization is the name of the organization from 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 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 button. Clicking the button opens the Copy To dialog:

Fill in the fields:

• 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 to proceed. If successfully completed, the system then informs you:

As a result, the generated and/or copied periods appear in the grid:

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 Delete located 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.

Define Work types

Before starting to work with Time Clock and Crew Portal designed for registering crew members' working time, first, set up the work types that will be in use or, otherwise copy them from another organization.

To get started, open the Work Types workspace by using one of the following tips:

• Click Work Types on the toolbar.

• Select Work Types on the main menu.

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

• Code is a short name of a work type. The maximum allowed number of characters should not exceed 10.

• Name is a work type name that is displayed for crew members in the Time Clock pane or online Crew Portal.

• The organization includes a list of organizations/vessels set up in your APM organization structure. From the drop-down menu, select the organization/vessel for which you want to define a work type.

On defining a work type, you can now specify an activity type for each work type:

• Is Work, if selected, defines a certain work type as a work activity.

• Is Rest, if selected, defines a certain work type as a rest activity.

• Is Side Duty, if selected, defines a certain work type as a side duty activity.

• Is Work And Rest, if selected, the work type is considered as Work, if not – as Rest activity in the MLC Work&Rest Non-compliance reports and screens. E.g. you can set a Work type with the option Is Sideduty with the option Is Work and Rest, and then this Side Duty work type will be considered as Work in the MLC Non-compliance reports and screens.

• Is Drill, if selected, defines a certain work type as a drill activity.

• Is Meal, if selected, defines a certain work type as a meal activity.

• Is Sick, if selected, defines a certain work type as a sick activity.

Besides, you can define specific preferences for a work type:

• Hide In Time Clock, if selected, makes a certain work type unavailable.

• Hide In Manual, if selected, makes a certain work type unavailable in Crew Portal.

• Not Counted As Overtime (available only if Is Work is selected), if selected, considers working hours as non-overtime.

• Hide Zero Totals, if selected, makes certain work types hidden in the grid summary in case the work type Total is 0.

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

To permanently remove a work type, click 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 SUBMIT to confirm the applied changes.

To copy work types from a different organization, click the 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.

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 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.

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

E-Sign

To activate the Electronic Signing module, first, navigate to the E-Sign workspace. For this, use one of the tips below:

• Click E-Sign on the toolbar.

• Select E-Sign on the main menu.

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.

Module 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.
  
  

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.
  
  

  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, display the registered rest time in a timesheet. 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).

• 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 submit 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.

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

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

  • Comments are mandatory for violated time blocks

Purge Time Sheets

You can purge the grid if there are any outdated timesheet periods. To do this, click Purge Time Sheet on the toolbar:

On the Purge Time Sheet page, proceed with the following steps:

1. Click the Purge Time Sheets button. This evokes the Purge Time Sheets dialog:
   
   

2. In the dialog, enter the admin password to confirm you want to execute the operation.

3. Click Confirm.

This operation moves all outdated timesheets and time registrations (older than 2 years) to a separate database table.

Personal Information

You can set the default type of scanned documents. To access the Personal Details page, follow the tips below:

• On the workspace, navigate to Configurations > Personal Information.

• On the main menu, select Configuration > Personal Information.

In the Datagroups document type group, fill in the fields:

• The default for competence. From the drop-down list, select the default type for competence documents that may be attached as scans.

• The default for travel. From the drop-down list, select the default type for travel documents that may be attached as scans.

• The default for medical. From the drop-down list, select the default type for medical documents that may be attached as scans.

• The default for the enclosed document. From the drop-down list, select the default type for enclosed documents.

Notification Email

A notification email is an email that you will get based on modules. To access the notification emails configuration, follow the tips below:

• On the workspace, navigate to Configurations > Notification Email.

• On the main menu, select Configuration > Notification Email.

To create a new record, click New and fill in the fields below:

• Contact Person is the name of the contact person.

• Email is an email address of a contact person.

• The module is the name of the module you want to receive emails from. Select a module from the drop-down menu.

When done, click Save to view the record in the grid.

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

License Server

Adonis License Service provides access tokens to crew members' mobile phones to enable the Adonis Personal Portal application to run on them.

To access a list of URL addresses where the Adonis Personal Portal applications (vessel or office sites) are installed, use one of the tips below:

• On the workspace, navigate to Configuration > License Server.

• On the main menu, select Configuration > License Server.

Within the License Server page, you can add new URL addresses for vessels and office suites well as edit the existing data in the grid.