Crew Scheduling: Create and Edit Crew Changes

You plan crew changes on shore, then publish them to your assets so your crew can complete them onboard. If your approval policy requires shore approval, completed crew changes then wait on the Pending tab for someone on shore to approve or deny them. Payroll starts counting a crew member's time onboard once their crew on is approved. For more about approval policies, see "Crew Scheduling: Set Up Approval Policies."

You can plan crew changes on the Personnel > Schedule > Crew Changes tab, or by drawing schedules on the Personnel > Schedule > Schedule tab. Both tabs show the same crew changes, so a crew change you create on one also appears on the other. For more about the Schedule tab, see "Crew Scheduling: Create and Edit Schedules."

Create a Crew Change

You can use a crew change to crew people on, crew people off, or both.

To create a crew change

1. Go to the Personnel > Schedule > Crew Changes tab.
2. (Optional) From the Asset Groups list, select an asset group to narrow down the assets displayed in the Asset list.
3. From the Asset list, select the asset for which you're making the crew change.
4. Click New Crew Change.
5. In the Planned Date and Time fields, enter when the crew change is planned to happen.

   NoteWhen your crew complete the crew change, they'll enter the actual date and time.

6. (Optional) From the Location list, select where the crew change takes place.
7. (Optional) In the Description field, enter a description of the crew change. Your crew can see the description on the crew change onboard.
8. To plan a crew on, do the following. Crew On already lists the position groups and positions for the asset, and you can add or remove crew members, positions, and position groups as needed.
   1. For each position, select a crew member from the Crew list.
   2. (Optional) Click the double arrow icon to the right of each position to enter more information about each position, such as cost center, payroll class, and any custom fields.

   NoteIf a crew member doesn't hold the position you've chosen, "Person doesn't have position" appears under their name.

9. To plan a crew off, do one of the following:
   • Click Current Crew to crew off everyone who is onboard the asset right now (whether or not they crewed on during the previous crew change).
   • Click Last Crew Change to crew off everyone who crewed on during the previous crew change.
   • Select the checkbox next to each crew member you want to crew off.
10. For each crew member, whether they're crewing on or off, you can also do the following:
    • (Optional) Use the Decline or Acknowledge icons to decline or acknowledge the crew change on behalf of a crew member. Crew members can also respond from their crew change notification.
    • (Optional) Use the notes icon to add notes about a crew member. Notes can be added on shore or onboard.
11. (Optional) Click Save to save the crew change without publishing it.
12. When you're ready for the crew on the asset to see and complete the crew change, click Publish, then click Publish again to confirm.

You can publish a crew change even if some of its positions don't have a crew member yet. For more about publishing, see "Crew Scheduling: Publish Crew Changes." If your tenant uses automatic crew change notifications, publishing a crew change notifies your crew. If it uses manual notifications, you send the notifications yourself. See "Crew Scheduling: Notify Crew of Changes."

Edit a Crew Change

Saved crew changes are listed on the Crew Changes tab under Unpublished Changes, and published ones under Published Crew Changes. You can edit either kind.

To edit a crew change

1. Go to the Personnel > Schedule > Crew Changes tab.
2. From the Asset list, select the asset.
3. Click Edit on the crew change you want to change.
4. Make your changes.
5. Click Save. If the crew change is already published, click Publish instead, then click Publish again to confirm.

Your crew can also change the crew members and positions on a published crew change onboard. See "Crew Scheduling: Complete Crew Changes on the Crew Changes Tab."

Delete a Crew Change

Deleting a crew change also removes its schedules from the Schedule tab.

To delete a crew change

1. Go to the Personnel > Schedule > Crew Changes tab.
2. From the Asset list, select the asset.
3. Click Edit on the crew change you want to delete.
4. Click Delete.
5. When you're asked "Delete this crew change?", click Delete.