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Notifying crew

Overview

The Notify crew page is used to send email reminders to crew members whose documents need attention.

You can use it to:

  • find crew members with matching document issues
  • select who should receive a reminder
  • send document reminder emails
  • see when a crew member was last notified

[Add screenshot: Crewing sidebar with "Notify crew"]

Where to find it

Open the Crewing module and select Notify crew.

Which crew members appear here?

The page shows crew members whose documents match the selected filters.

You can filter by:

  • Status

    • Missing
    • Expired
    • Due

  • Due date

  • Document templates

Only crew members with matching document issues are listed.

[Add screenshot: Notify crew page overview]

Selecting crew members

Each crew member entry can show:

  • full name
  • contact email address
  • number of missing documents
  • number of expired documents
  • number of due documents
  • date last notified
  • the list of matching document issues

If a crew member has a contact email address, they can be selected for notification.

If a crew member does not have a contact email address:

  • they cannot be selected
  • the system will show that the email address is missing

There is also a checkbox to:

  • Select all sendable crew

[Add screenshot: Notify crew list with selected crew members]

Sending notifications

To send notifications:

  1. Open Notify crew
  2. Set the filters you want to use
  3. Select one or more crew members
  4. Click Send notification

The system sends the email only to selected crew members who have a contact email address.

After sending:

  • the notification date is stored
  • the crew member shows a Last notified date

If selected crew members do not have an email address, they are skipped.

What the crew member receives

The notification email explains that one or more crew documents are:

  • missing
  • expired
  • due soon

The email includes a table with:

  • document name
  • document status
  • expiry date

The email also asks the crew member to send updated documentation to the office or crew manager.

[Add screenshot: Example crew notification email]

Notes and limitations

  • Only crew members with a contact email address can be notified.
  • The notification date is stored so you can see when someone was last reminded.
  • The Notify crew page only shows crew members who match the current filters.
  • Changing the filters changes which crew members can be notified.

Troubleshooting

A crew member cannot be selected

This usually means the crew member does not have a contact email address.

A crew member does not appear on the Notify crew page

This usually means:

  • they do not match the selected filters, or
  • they do not currently have matching missing, expired, or due documents

No notifications were sent

This usually means:

  • no crew members were selected, or
  • selected crew members did not have a contact email address

Quick example

A common workflow:

  1. Open Document status
  2. Set the due date filter to +3 months
  3. Review the results
  4. Open Notify crew
  5. Keep the same filters
  6. Select all sendable crew
  7. Click Send notification

This is a quick way to remind crew members about documents that require attention soon.

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