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

Note that your company might have implemented other user processes and procedures that would fit your company best.

Company vs. Vessel as open client

The main difference between having a vessel as the open client and a company is that the views display persons based on a Dynamic-link vs. a Static-link.

A static link means something that rarely changes, which in normal cases is a person’s employment with a company. It is a person's link to the company in the Personal Details | Employment tab, that decides if he is part of the crew list view when you select it as an open client. When choosing a company it will display all persons employed within or below the company, but taking into consideration any other limitation given in the view selection itself.

A dynamic link means something that can change often, which is the case with persons that moves from one vessel to another. It is a person's link to the vessel via their activities that will decide if the person will be included in the view when opening the vessel as a client, taking into consideration any other limitation given in the view selection itself.

Open Client Logic Description

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

As you know, Adonis provides the Open Client Function.

Open

Open

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

Crew List View selections of persons

When a crew pool that is defined as a company, e.g. an office/ agency is opened as a current client, the system will open all persons belonging, that is, linked to this client in Personal Details, to this organization.

The crew list views names are usually intuitive:
The “Standard” view will display all persons belonging to the current client and having base information like name, address, passport, phone number, etc.

While the “Expiry” view will display all persons belonging to the current client and will show info on the expiration date of various documents of these persons.

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

• Firstly, based on the current client you chose.

• Secondly, by 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 activities/contracts/history on the vessel. It depends on the set up, but in most cases, having the vessel as a current open client is mostly convenient for vessel users - to find out who is planned to be onboard, or to see the crew currently onboard.

The below describes what is best to use on which occasion.

Creating new person records

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

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

Updating personal profiles

The same logic can be used when updating personal profile when adding various documents and scans: Crew Pool/office/agency should be used as the current client and the 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 the Crew List views

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 the 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 not be available). If not found, you should contact someone inside your organization e.g. the office as it might be the person’s profile was not updated correctly or there is a replication issue, thus the person is not seen on the vessel.

The number of persons can vary

Different numbers for different views under the same client

You might find it weird that the number of persons varies from one crew list view and organization to another.

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

Different numbers for the same views under different clients

The number 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 numbers are not supposed to be the same as they will contain different persons.

If we speak of comparing numbers on crew pool and vessel, the difference in numbers still can be correct. As mentioned above, crew pools and vessel pools have different rules on how to build their crew list - based on belonging to Personal Details for the crew pools and based on onboard activities/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. The vessel pools will show you all 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. The number of persons in the system does not equal nr of persons onboard. Besides, if the crew list views shown displays future activities, this view might contain the same person several times in the view if a person has multiple future onboard assignments. The same counts for the Missing Requirements view - it can display the same person several times because he/she misses several documents.