My Crew: setting up your crew list and their documents

A captain at the bridge looking at a crew list with document expiry dates on a screen

My Crew is for the person who has to know that everyone on board is in date: the captain, the mate, the chief stew, the purser or the manager ashore.

What you get

One page listing your crew and the certificates and documents each of them stores on Crew HQ: what is valid, what expires in the next 90 days and what has run out, with each file ready to download when a port, a flag state or an owner asks.

Setting it up

Open My Crew. The page shows an example crew list before you pay anything.
Choose the number of seats. It is priced per crew member, monthly or yearly, and the page shows the current price.
Add each crew member by email address. If you run more than one boat, tag each person with theirs.
Each crew member gets an invitation and chooses to accept. Nothing is shared until they do.
Set the documents you require from everyone, for example STCW, medical, passport, visa and certificate of competency, and see who is missing what.

What your crew get

Premium on their own profile for as long as they hold a seat, including document storage and expiry reminders.
You see the documents they store. Nothing else changes about who can see their profile.
They can leave your list at any time, and their documents stay on their account.

On accepting, a crew member's availability is set to "Currently employed", which takes them out of crew search. They can change it whenever they like.

Day to day

Crew HQ reminds each crew member three months before a document expires.
You get a weekly email listing what has expired, what is about to and what is missing.
Ask a crew member to update a document with one click.
When someone leaves, take them off the list and reuse the seat. You can write them a reference on the way out.

Changing or cancelling

Add or reduce seats, or cancel, on the same page. When a seat ends, your access to that person's documents ends with it and they are told.

Questions people ask

Is Crew HQ a crew agency?

No. Nobody sits between crew and the person hiring. Employers search, open a profile and get in touch directly. There is no placement fee and no commission, for crew or for employers.

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How do I post a job?

The quickest way is by email: write the position as you would in a message, or forward one you already have, to [email protected] from the email address of your Crew HQ account. It is laid out as an advert on your account, with the vessel, start date, salary and qualifications picked out. The first time, Crew HQ emails you to confirm it is you; after that your jobs go live when you send them.

Or add it on the site. Posting is free on every membership.

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What does it cost to hire through Crew HQ?

Posting a job is free, and crew who are interested reach you with their profile, CV and references. There is no placement fee. Professional Membership (£150 a year or £25 a month) opens every crew profile in full, with CV downloads, checked references and direct contact, so that you can search and approach crew yourself.

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Can I search the crew database?

Yes: search crew by position, experience and location. Anyone can search and see photos, first names and positions. Full profiles, CVs and contact details open with Professional Membership.

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I am always looking for good crew. Can I say so without posting a job?

Yes. On Edit profile, under Recruitment, tick the positions you hire for and add the yacht type and size. You are then listed under "Who is hiring" on the jobs page and on the job map, and matching crew are shown to you.

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