Crewing

• Crewing Basic vs Standard
• How do I add a new employee?
• What is the use of the field email for expiry?
• How do I know which of my employee's documents are about to expire?
• How do I create an appraisal?
• How do I fill the work- and rest hours?
• How do I accept the filled work- and rest hours?
• What do the colours in the work-rest hours mean?
• How do I add a comment to work- and rest hours?
• How do I make a planning?
• What do the colours mean in the planning?
• How do I register that an employee is not available?
• How do I add a note for an employee?
• When and how do I add a historical planning?
• How do I create a crew list?

Crewing Basic vs Standard

	Basic	Standard
General crew details
Work- rest hour registration
Next of kin registration
IMO crew list
Show all completed safety drills per crew member
Crew cash advances
Safe manning Checks
Planning
Crew history

How do I add a new employee?

1. Click on New... 
2. Complete all required fields
   
   
3. Click on Save & close 
4. The employee has now been added, but you probably still need to enter additional information in the additional tabs
5. Click on Save 

What is the use of the field email for expiry?

In the tab General you can enter an email address for expiry.

When an education, document or medical is about to expire, MXSuite will automatically send a notification email to the specified email address. The email will contain an overview of all available data that has expired or is about to expire.

In the configuration of the crewing module, also an office email address can be given. A copy of the notification email will be sent also to this email address.

How do I know which of my employee's documents are about to expire?

Warnings not only give you an overview of the documents that are about to expire but also provide additional information, such as birthdays and a list of people for whom the known qualifications do not correspond to the rank entered.

Tabs:

Employee expiry: This provides an overview of the employee's expired documents.
Birthdays: This view provides an overview of the employees born on this day. In the Crewing module, you can specify a certain period to create a list of all birthdays, such as the past seven days, today, and the next seven days.
Onboard expiries: This shows the expired documents of employees who are currently planned to be on board.
Ranks: This shows the employees whose rank as listed in the General tab does not correspond to their known qualifications and educations.
Planning: This shows the planning warnings, such as failure to meet the safe manning requirements.

How do I create an appraisal?

1. Select the employee
2. Click on the tab Appraisal
3. Click on New... 
4. Select the type of appraisal you want to complete from the available templates
   
   
5. Click on Save & close 
6. Complete the form
7. Click on Save & close 

How do I fill the work- and rest hours?

The tab Work/rest hours displays a monthly overview of the work and rest hours of the relevant person.

When a box (half-hour) is selected, this is considered as time worked. All empty boxes are therefore rest hours. The values in the fields work/rest hours and overtime hours are calculated automatically but can be edited by someone with sufficient user rights. The value will be recalculated once the number of hours worked is changed.

The overtime hours are calculated as follows: 

• Working more than X hours per day
• Working on a weekend
• Working on a holiday

When the hours are entered in the office version, it is assumed that the hours were worked on the ship selected at the top of MXSuite.

The work and rest hours will be checked against the actual work regime. If these do not meet the legal requirements, the corresponding period will be marked in orange. If you hover over the circle with the exclamation mark on an orange line, a notification will appear explaining why this line is orange.

 

How do I accept the filled work- and rest hours?

The work- and rest hour sheet can be approved by someone who has the proper user rights.

To approve the work- rest hour sheet for the month:

1. Select the employee and correct month you want to approve
2. Click on Approve
3. A message appears on top of the work- rest hour sheet:
   

   

   
   
4. The work- rest hour sheet is approved and cannot be edited by the employee
   

When you click at the blue i-icon, you get an overview of the approvals and reset approvals:

To re-open an approved work- rest hour sheet:

1. Select the employee and correct month you want to re-open
2. Click on Reset approval
3. The work- rest hour sheet can be edited again now by the employee

 

 

What do the colours in the work-rest hours mean?

MXSuite distinguishes between rest hours and short breaks.

According to MLC 2006 short work breaks are not considered as rest hours. Depending on the settings in MXSuite, a working interruption of a maximum of 2 hours may or may not be counted as rest hours.

Rest hours are indicated with a white background color.

Work hours are indicated with a dark blue background.

Short work interruptions that are not viewed as rest hours are indicated with shading.

How do I add a comment to work- and rest hours?

1. Right-click on a date and select Comment... 
   
   
   
2. Enter the comment and click on Save & close 

Another option is to enter the comment in the last column of the work- and rest hour page.

How do I make a planning?

The Planning section has an overview of the ships with the scheduled crew members listed by rank.

1. Right-click on a non-scheduled part of a rank and click on New... 
2. Complete all required fields
   
   
   
3. Click on Save & close or Save & Recurring 
   With the function Save & Recurring it is possible to create a recurring schedule
   
   
   
4. Enter the fields for recurring schedules and click on Save & close

If an employee cannot be scheduled on a specific ship, make sure the ship has been listed as one of the employee's preferred ships.

What do the colours mean in the planning?

When safe manning does not require a certain rank to be scheduled, this rank will be displayed as a white line.
A red line indicates that this rank is required according to the safe manning, but has not yet been scheduled.

How do I register that an employee is not available?

An employee can be registered as unavailable for planning using a note.

1. Select the employee
2. Click on the tab Activities 
3. Click on New and select New note
   
   
   
4. Complete all required fields 
5. Enter the date from when the employee is unavailable for planning
6. Enter the date until the employee is unavailable for planning
7. Select a reason
8. Click on Save & close

How do I add a note for an employee?

1. Select the employee
2. Click on the tab Activities
3. Click on New and select New note
   
   
   
4. Complete all required fields
5. Click on Save & close
   

When and how do I add a historical planning?

To get an idea of someone's experience level, it can be useful to add the accumulated sailing history. To do so, use the option of historical planning. Follow the steps to add a historical planning:

1. Select the crew member
2. Click on the tab Activities 
3. Click on New and select New archive
   
   
   
4. Complete all required fields
5. Unlike normal planning, which involves selecting a ship from the available ships in the license, this option allows you to enter the name of any ship
6. Click on Save & close

How do I create a crew list?

1. Click on Crew list 
2. Select the crew to display on the Crew list
   
   
   
3. Click on Print
4. Select the necessary data in the right-hand column