Notifying crew

Overview

Notifying crew

The Notify crew page issends useddocument toreminder send email reminderse-mails to crew membersmembers.

whose

Use it when crew documents needare attention.missing, expired or due soon.

You

Opening can use it to:

• findNotify 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"]

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Where to find it

Open the Crewing.

module and select

Click Notify crew.

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Selecting

Whichcrew

Use the filters to decide which document issues should be included.

Select the crew members appearthat here?should receive a reminder.

The page shows crewCrew members whosewithout documentsan matche-mail address cannot receive a reminder.

Sending notifications

Check the selected filters.crew members.

YouClick canthe filtersend by:

• Status

  • Missing
  • Expired
  • Due

• Due date

• Document templates

Only crew members with matching document issues are listed.action.

[Add screenshot: Notify crew page overview]

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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]

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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 systemMarlinspike sends thereminder emaile-mails 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.

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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]

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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.

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

issues.

NoLast notifications were sentnotified

This usually means:

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

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Quick example

A common workflow:

1. Open Document status
2. SetUse the duelast-notified date filterinformation to +3avoid months
sending
3. Reviewrepeated thereminders results
too
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.often.