Housekeeping

To be able to work with the Cabin Allocation module you need to create cabins, lifeboats and fire stations and link them to vessels.
Perform the following steps:

Create Cabins

Go to Setup > General Codes > Vessel > Cabin, click New and create required codes for cabin records (cabin types):

Code is a unique Adonis code.
Text is the descriptive name.
You can name your cabin types as you wish, for example SINGLE, DOUBLE (2 BERTH).
OR even give more detailed description by indicating upper/lover berthes, for example:

DOUBLE (UP) – 2 Berth (upper);
DOUBLE (L) – 2 Berth (lower).

Then when adding cabins to vessel you can indicate Cabin No, e.g.:
100A and link it to code DOUBLE(UP);
100B and link it to code – DOUBLE(L)
And so on.

Sort is sorting of the code in drop-down list. The codes with the smallest number will be shown first, the ones with biggest number will be shown last.

• '0' means the very first.

Is Passive: set to make this code passive (hidden in drop-down). 

You can define a Capacity to each cabin type.

Click OK to save.

Create Lifeboats

Go to Setup > General Codes > Vessel > Lifeboats/Raft, click New and create all required codes:

Code is a unique Adonis code.
Text is the descriptive name.
Sort is sorting of the code in drop-down list. The codes with the smallest number will be shown first, the ones with biggest number will be shown last.

• '0' means the very first.

Is Passive: set to make this code passive (hidden in drop-down).
You can define a Capacity to each lifeboat code.

Click OK to save.

Create Fire Stations

Code is a unique Adonis code.
Text is the descriptive name.
Sort is sorting of the code in drop-down list. The codes with the smallest number will be shown first, the ones with biggest number will be shown last.

• '0' means the very first.

Is Passive: set to make this code passive (hidden in drop-down).

Click OK to save.

Link Cabins, Lifeboats, Fire stations to the Vessel(s)

You should first:

1. Add Lifeboats to the vessel;
2. Add Fire stations to the vessel;
3. Add Cabins to the vessel and link Lifeboats/Fire stations to cabins.

Go to properties in Organization Structure > Vessel > Safety > Rescue Stations, click Add button:

Select Lifeboat Type (previously created in General Codes), define Lifeboat number/name, Description and Location.
Capacity is non-editable field (can be defined while creating lifeboat type in General Codes).
To remove the record, select it and click Delete Rescue Station.
Add all lifeboats available on this vessel in the same way.

Click Apply to save data.
Go to properties in Organization Structure > Vessel > Safety > Fire Stations, click Add button:

Select Fire Station (previously created in General Codes), define Fire Station number/name, Description and Location.
To remove the record, select it and click Delete Fire Station button.
Add all fire stations available on this vessel in the same way.

Click Apply.
Go to properties in Organization Structure > Vessel > Safety > Cabin, click Add button:

Type Cabin Number and select Cabin Type (drop-downs in Type field will display a list of records that you defined in the General Codes).

Capacity is non-editable field (can be defined while creating cabin types in General Codes).

Define Name, Location.

Link Lifeboat and Fire Station to the cabin (drop-downs will display lists of records that you previously added to this vessel in Safety > Rescue Stations/Fire Stations).

To remove the record, select it and click Delete Cabin button.
Add all cabins available on this vessel in the same way.

Click Apply.

User Interface

You can open Cabin Allocation Module on Modules ribbon, by clicking icon or using Ctrl+Alt+N hotkeys.
After entering the module, you can see 4 different views at the left part of the window: Allocation, Current, Planned and Historical:

1. To start, select the Vessel that you will be working on.
   Date is by default today's and is not selectable on Allocational and Current views.
   This field is editable only on Planned and Historical views.
   
   
2. Allocation is a page where all the main work is done. 

   On the right, you can see grid displaying all current and planned records/allocations registered for selected vessel here or via Crew Change or Rotation Planning modules.
   This is the current data on today's date.
   Grid displays all record details:

   cabin with type and description, if it's free or occupied;

   linked lifeboat with description;

   assigned person's pin, name, rank, nationality and gender;

   activity information.
   
   

   You can change the grid layout as you wish (move, hide, filter columns) – see Grid Customization section.
   
   Green font means planned record.
   Black font means current record.
   
   On this view, crew can be added to cabins, removed or moved between them (replaced).
   Current, Planned and Historical pages are used only to view corresponding allocations.
   
   

3. If there are plenty of records you can call Find Panel for quick search by cabin or name (pin), by clicking Find icon:
   
   
   
4. Under Print button, you can see/generate predefined Cabin Allocation List report.
   In report dialog box, you can define for which vessel and on which date you want to see all allocations (status and detailed info for all cabins):
   
   
   
5. By clicking  icon, you will be switched to The Cabin Allocation Module help manual.

See Functionality section.

Grid Customization

You have a possibility to customize your Cabins Grid layout as you wish. There are the available options:

Columns Ordering
You can move a column to a place you like. For that you need just drag and drop the column header:

Columns Sorting
To sort the records order alphabetically, right-click the column header, select Sort type:

Or you can just click the header:

• 1st click - ascending sorting;
• 2nd click - descending sorting.

Columns Filtering
It is also possible to filter data. For that: click the filter button that appears when you move the cursor on the column header.
You will find filter drop-down list containing available filter check-boxes.
In our example, we selected Master check-box. As the result, only cabins occupied by Rank=Master are shown in the table:

It can be convenient if there is a long list of records and a user wants to see only some of them.

Select (All) item in the drop-down list when you want to see all the records again.

Or just close the filter task at the bottom of your screen:

Columns Width
You can extend or reduce the column width by dragging the column border.
Or, not to do this manually, right-click any column header and choose option Best Fit (all columns) from the menu:

The program will remember this change if you switch to another module or even if you log off then log in again later.

Columns Grouping
There is a possibility to sort the Grid by columns. Right-click the column header and select Group By This Field option:

Or drag-and-drop needed column to the special place up:

In our example, we sorted the list by rank:

If you want to reset the settings, right-click any column and select Reset Grid Layout command.

Functionality

The Cabin Allocation Module is designed to be a simple and efficient tool for handling cabin allocation (berthing) for crew on ships, from the small supply ships to the large passenger ferries and cruise ships.
The module keeps track of all the cabins on the ship and who is located in which cabins.
It is easy to assign on-signing crew to cabins and to move people from one cabin to another.
Past and future Cabin Lists may be also reviewed and produced.

You can reach Cabin Allocation Module on Modules ribbon, by clicking icon or by pressing Ctrl+Alt+N hotkeys:

After entering the module, you can see 4 different views at the left part of the window: Allocation, Current, Planned, and Historical.
Allocation is a page where all the main work is done: crew can be added to cabins or moved between them.
Other 3 pages are used only to view current, planned and historical allocations.

Assigning Crew to Cabins

After selecting the vessel name from the vessel drop-down list, you will see the list of cabins for this vessel, each row displays info for one cabin.
You can see if it's free or occupied, who occupies it now, when he joined the vessel, when is planned to sign off, etc.
This is the current data on today's date.
Adding crew
To assign cabin to the person, please click needed free cabin > Add button:

A list of all onboard crew will be shown.

The rows in green indicate persons having planned onboard activities.
Rows painted black are persons who have a current onboard activity.

From ver. 2018.3, grid overview & person selection form display person's Organization (from Personal Details).

Select the correct person and click OK and Save. You can use Find Panel to simplify searching.

If Yes, the person will be moved from the cabin where he/she was before to the cabin you selected.

Watch
When a cabin is shared sometimes it is important that 2 persons with opposite or similar watches are assigned to the same cabin.
For example, a person on a 08:00 - 18:00 watch will share a cabin with a person on 18:00 - 08:00 watch, etc.
For this purpose, there exists a lookup column Watch where a user can set a value (pre-defined in General Codes/Cabin Allocation):
A watch for crew member can be assigned directly here, or can be updated from Crew Change module.

• Watch codes should be previously added in General Codes > Cabin Allocation > Watch Codes.

The system allows adding/changing Watch from Cabin Allocation:

Select needed watch, click OK and Save.
Corresponding value in Activity record will be updated.

But if watch is changed from Crew Change module, value will be updated in activity details and in Cabin Allocation module.

 All the changes made in the Cabin Allocation module are reflected as read-only fields in a corresponding activity record in Activities datagroup > Sea Service section:

If corresponding activity is linked to crew change module, assigned cabin can be seen also in Crew Change module> On-Signing tab:

If activity/crew change is linked to Rotation plan (shift), assigned cabin can be displayed also in Rotation Planning module> Shift Details tab:

Removing/Replacing crew
If you select a cabin which is occupied now, two other options become enabled - Replace and Remove:

1. Replace command will display the same window with crew onboard, and you will link the correct person to the cabin, while the person currently linked to this cabin will be removed.
2. Remove command will remove the person linked to the cabin.

Click button when you are done.

1. On the Current page you can see all the crew members currently assigned to cabins.Viewing Current, Planned and Historical Allocations
   Current, Planned, and Historical pages show a corresponding view of allocation.
   Date in the top of the screen is fixed and indicates today's date. 
   
   
   

   In case a sign-off date equals today's date, a crew member does not appear on the Current tab.
2. The Planned page shows planned cabin allocations to a specific date.
   You can change a date in the top of the screen and a list of all people who are planned to occupy cabin on this date will be loaded.
   This means that the program checks all the planning activities on the date inputted.
3. On the Historical page you can view who was onboard in which cabin on a certain date.

Assigning via Crew Change Module

Any crew manager making crew activities in the Crew Change module may also assign crew to a cabin during planning process.
Note: Before assigning cabin to a person:

1. All needed cabin codes need to be added in General Codes > Vessel;
2. All available cabins for this vessel need to be added in Organization Structure > Vessel Properties > Safety > Cabin
   
   For all details - see Housekeeping section.

To access Crew Change module, click icon on Modules ribbon or press Ctrl+Alt+C hotkeys.

You can add/assign an On-Signer to a Cabin only before you confirm On-Signers.
At On Signing tab, select crew member and click 3 dots in Cabin field.
In the screen that pops up, select a free cabin:

Click OK.
Then you can see assigned Cabin in crew change record grid and in activity details (Activities datagroup > Sea-service > Onboard Details).
You will be able to see an overview of crew members assigned to Cabins in Cabin Allocation module.

Assigning via Rotation Planning Module

It is also possible to assign person to a cabin using Rotation Planning module.
Note: Before assigning cabin to a person:

1. All needed cabin codes need to be added in General Codes > Vessel;
2. All available cabins for this vessel need to be added in Organization Structure > Vessel Properties > Safety > Cabin:

For all details - see Housekeeping section.
To access Rotation Planning module, click icon on Modules ribbon or press Ctrl+Alt+O hotkeys.

Assigning person to a cabin is only possible for a person assigned to a shift with corresponding activity created.

1. Select shift with assigned person.
2. You may find Cabin selection under Shift Details tab.
   Cabin cell shows if a person is already linked to a cabin.
   You can call standard selection form by clicking 3 dots.
3. In Select Cabin form, you can assign person to any available cabin.
   Click OK.

This info will be populated to activity & crew change details.
You will be able to see an overview of crew members assigned to Cabins in Cabin Allocation module.