How to Fill the Crew List in the Agent Form

This guide walks you through the complete process of handling and submitting a crew list via the agent form in a Port Call. Let’s get started!

Access the Vessel’s Port Call

1. Navigate to the chosen vessel in the system.

2. Open the Port Call dossier for that vessel.

Step 1: Go to the Crew Section

1. Once inside the dossier, click on the Crew section.

2. You will see two tabs:

   • Arrival

   • Departure

⚠️ These two crew lists are independent of each other.

Step 2: Decide on Crew List Source

You now have two options to populate the crew list:

✅ Option A: Use Previous Crew List

1. Check the box labeled “Use last available crew list”.

2. Once selected, you will see:

   • Port of last submission

   • Submission date

   • Number of crew members

⚠️ Choosing this option will lock the crew form.
Any further changes must be requested via email.

✅ Option B: Use New Crew List from the Captain

1. Wait for the Captain to upload the new crew list through the Master Form.

2. Once uploaded, you'll find the file under “Update Crew List”. This is typically an Excel file.

   ➕ Optional: The captain may also upload a signed & stamped PDF version.

Step 3: Convert and Review Excel Crew List

1. Click on the Convert and Review button within the Excel component.

2. This will parse and display the data in the Crew section.

⚠️ If the Captain needs to upload a new crew list using the Master form, first delete the existing uploaded crew list from the Agent form. Once the previous file is removed, the Master form will automatically allow the Captain to upload a new crew list. 

Step 4: Edit Crew List via Google Sheets

1. Click on Open Editor to launch a Google Sheets version of the parsed list.

2. Make any required edits directly in this sheet.

   ⚠️ Do NOT close the Google Sheet tab yet.

Step 5: Import Finalized Crew List

1. Go back to the Port Call crew list tab.

2. Click Import from Editor to pull your edits into the system.

3. Your crew list is now updated and visible in the agent form.

Step 6: Submit Crew List to Port Authority

1. Once the list is confirmed and updated, click Submit Crew List.

Step 7: Export or Generate Documents (Optional)

       A- If you need a CSV file:

• Click Export Crew List to download it in PCS-compatible format.

       B- If you need an IMO-standard PDF:

• Click Arrival Crew Documents

• Then choose Update Documents

• The system will generate a formatted document using:

  • The data from the table

  • Captain's signature and vessel stamp (if uploaded)

✅ You're Done!

The crew list is now correctly submitted and stored. You've either reused a previous list or processed a new one with validation and editing.

Note: