Planning and deployment
The Crew Planner brings vessel ETA and ETD together with scheduled rotations, so conflicts appear before they become last-minute problems.
Crew management
Crew Management Software for Crew Planning and Vessel Readiness
PRIME Marine Crew Management helps maritime fleets plan crew movements, manage seafarer records, monitor certificate and document validity, and maintain crew readiness across vessels. As part of PRIME Marine Vessel Management Software, it connects crew planning with assignments, compliance, payroll, vessel operations and shore-based crew management.
- Vessel ETA and ETD alongside scheduled crew rotations in the Crew Planner
- Certificates, medical records and training with renewal alerts
- Work and rest hours calculated against STCW and MLC 2006
Crew processes aligned with
- STCW
- MLC 2006
- TMSA 3 Element 6
- RightShip matrix
- ISO/IEC 27001
- GDPR
One connected crew process
Crew planning that keeps your vessels ready
Managing crew across a fleet means keeping people, documents, certifications and vessel schedules aligned. PRIME Marine Vessel Management Software brings those processes into one connected crew management system, giving shore teams visibility of crew readiness and of what is coming next. From crew planning and deployment to certification, compliance, payroll and reporting, crewing teams manage the complete crew process from one platform.
Certification and compliance
Certificates, medical records and training held centrally, with automated validation, renewal alerts and STCW and MLC 2006 calculation.
Payroll
Contracts, wage scales, allotments and payslips on the same crew record, through Crew Payroll.
Reporting and retention
A seafarer’s journey from hiring through sign-off, with retention analysed by rank and vessel type.
Reported results
Make crew planning more predictable
Crew planning becomes easier to predict when vessel schedules, rotations and document validity sit on the same record. The alternative is separate spreadsheets that have to be reconciled before every crew change.
99.2%Document and certificate compliance
35%Fewer last-minute crew changes
83%Faster rotation planning
27%Manning and travel cost savings
How it works
From the plan to the gangway
An assignment names who should join a vessel. Readiness decides whether they can. These five areas of PRIME Marine Crew Management hold both, on one record.
Plan crew changes with greater visibility
Vessel schedules can change quickly, and when they do, planned crew movements are affected. The Crew Planner brings vessel ETA and ETD information together with scheduled crew rotations, which helps teams identify conflicts before they become last-minute problems.
When schedules shift, crewing teams can assess alternative crew-change ports, review the cost implications, coordinate with port agents and travel providers, and review upcoming crew movements across the fleet.
- Voyage contract planning — for deep-sea vessels on voyage contracts, plan replacements before a seafarer’s contract ends so a suitable relief is identified and scheduled in advance
- Rotation planning — for liner, cruise, offshore and yacht operations on permanent rotations, manage recurring schedules such as six months on and six months off, with the next assignment scheduled before the current rotation ends
- Travel and visa administration — passport validity, Seaman’s Discharge Book and visa validity managed alongside the crew record
Keep certificates and documents ready for every crew change
Certificate and document validity directly affects vessel readiness. PRIME Marine Crew Management keeps certificates, medical records, training information and other crew documents in a centralised database, with automated validation and renewal alerts.
The centralised seafarer database holds personal details, next-of-kin information, sea service records, training history, performance reviews, and certificates and documents. Seafarers can also reach their own records through the Seafarer Portal, which resolves missing or expiring documents without a round of messages through the crewing team.
- One record per seafarer, carried across contracts and vessels
- Automated validation and renewal alerts before a crew change is confirmed
- 99.2% document and certificate compliance reported across the fleet
Support STCW and MLC 2006 compliance
Crew readiness goes beyond certificates. The Work & Rest Hours functionality lets onboard crew record working hours while the system calculates compliance against STCW and MLC 2006 requirements.
Non-conformities and insufficient rest can be flagged, which gives teams visibility of compliance before it becomes a larger operational concern. The platform also supports structured training plans and competency matrices aligned with TMSA 3 Element 6 and RightShip matrix requirements.
- Hours recorded onboard, compliance calculated by the system
- Non-conformities and insufficient rest flagged for review
- Training plans and competency matrices for TMSA 3 Element 6 and RightShip
- Connected with QHSE so drills, audits and incident participation reach the seafarer record
Connect crew management with payroll
Crew information and payroll work closely together. What payroll depends on — who was assigned, to which vessel, in which rank, joining and signing off on which dates — is crew management information. The maritime payroll engine supports multiple collective bargaining agreements, wage scales, overtime rules, leave-pay calculations, allotment schedules, cash-to-master arrangements and multi-currency payments.
Each seafarer can have their own allotment schedule, including cash-to-master arrangements and payments in more than one currency. Payslips provide a clear, auditable calculation, which keeps the crew record and the payroll process on the same figures.
Give seafarers access to their information
The Seafarer Portal gives crew members, including vessel masters, secure access to their own information. Personal information updates can be submitted to the crewing manager for approval, which keeps crew records accurate while reducing administrative work for shore-based teams.
- View their documents
- Check payslips
- View scheduled rotations
- Update personal contact information, for crewing-manager approval
- Record work and rest hours
Beyond the crew change
The parts of crewing that sit either side of the assignment
Recruitment, competency, retention and the move from an existing system are all part of crew management, and all of them leave a record worth keeping.
Manning agencies
Agencies can be given limited access to propose candidates and upload initial documentation. The company keeps control over its data and its hiring decisions while agencies take part in the relevant stages of recruitment.
Competency and vetting
Competency matrices by rank, including required training and sea-service experience for specific vessel types. The system identifies competency gaps and generates compliance reports that can support vetting requirements.
Retention
A seafarer’s journey is tracked from hiring through sign-off, so retention can be analysed by rank and vessel type. Reasons for leaving are recorded, which is how trends become visible rather than anecdotal.
Migration and integration
Historical crew records, certificates and documents can be migrated from existing systems or spreadsheets through extraction, cleansing, validation and import. A documented REST API connects existing accounting or payroll systems where required.
Connected modules
One connected view of your crew
Crew records become more valuable when they connect with the wider PRIME Marine Vessel Management Software. The platform connects crew information with other areas of fleet operations, so ship and shore work from the same record.
Crew Management
Crew records, rotations, assignments, certificates and documents.
Crew Payroll
Contracts, wages, allotments and payslips on the crew record.
Seafarer Portal
Individual access to documents, payslips and rotations.
QHSE
Audits, drills and incident participation linked to the seafarer.
Vessel operations
Assignments and competency connected to vessel activity.
Proven results
Crew management on real fleets
Three crewing operations, three different problems. Each figure below is that customer’s own reported result.
Bismark Maritime
100% accuracy in ensuring joining crew members had the correct visas and documentation.
Kyoei Tankers
5% reduction in annual crew travel costs through improved crew-change coordination.
H.H. Brothers
15% increase in crew retention through improved crew management and tracking.
Your fleet
Bring your own crew matrix, rotation pattern or agreement and work through it on the call.
Security and at a glance
Keep crew information secure
Crew records hold personal data, so the controls around them matter as much as the workflow. PRIME Marine infrastructure is aligned with ISO/IEC 27001 and supports GDPR-compliant handling of personal data.
- Crew information encrypted in transit and at rest
- Role-based permissions
- Multi-factor authentication
- Recurring independent penetration testing
| Module | Crew Management |
|---|---|
| Module group | Crew & Operations — Crew Management, Seafarer Portal, Crew Payroll |
| Planning | Crew Planner with vessel ETA and ETD, voyage contract planning and permanent rotation planning |
| Seafarer database | Personal details, next of kin, sea service, training history, performance reviews, certificates and documents |
| Document and certificate compliance | 99.2% |
| Reduction in last-minute crew changes | 35% fewer |
| Faster rotation planning | 83% |
| Manning and travel cost savings | 27% |
| Regulatory alignment | STCW, MLC 2006, TMSA 3 Element 6, RightShip matrix, GDPR |
| Security | ISO/IEC 27001-aligned infrastructure, encryption in transit and at rest, role-based permissions, multi-factor authentication, recurring penetration testing |
| Migration and integration | Extraction, cleansing, validation and import; documented REST API |
| Fleet scale | 1,800+ vessels managed |
| Pricing | Custom plan per fleet |
Book a demo
Ready to improve crew readiness across your fleet?
Bring crew planning, seafarer records, certificates, compliance, crew movements, competency, payroll and crew portals into one connected workflow. Tell us your fleet size and vessel types, and we will show how PRIME Marine Vessel Management Software supports your ship and shore teams.
- Bring a real rotation pattern or crew matrix
- We reply within one business day
- No credit card and no obligation
Answers
Frequently asked questions about crew management software
How does PRIME Marine handle work and rest hour requirements under MLC and STCW?
The Work & Rest Hours functionality allows onboard crew to record their working hours. PRIME Marine calculates compliance against the relevant requirements and flags non-conformities or insufficient rest.
Can seafarers access their own information, such as payslips or upcoming assignments?
Yes. Through the Seafarer Portal, crew members can view their documents, check payslips, view scheduled rotations and update personal contact information for crewing-manager approval.
How does PRIME Marine help when crew changes are affected by vessel schedule changes?
The Crew Planner shows vessel ETA and ETD alongside scheduled crew-change dates. When schedules shift, potential conflicts can be identified and alternative crew-change ports can be assessed, including their cost implications.
Can manning agencies work within PRIME Marine?
Yes. Manning agencies can be provided with limited access to propose candidates and upload initial documentation, while the company retains control over data and hiring decisions.
How does PRIME Marine support crew competency and vetting requirements?
PRIME Marine can create competency matrices by rank, including required training and sea-service experience for specific vessel types. The system can identify competency gaps and generate compliance reports that can support vetting requirements.
How can I monitor crew retention across the fleet?
PRIME Marine tracks the seafarer’s journey from hiring through sign-off, allowing retention information to be analysed by factors such as rank and vessel type. The system also records reasons for leaving, which helps teams identify retention trends across the fleet.
Can PRIME Marine connect with our existing payroll or accounting system?
Where required, PRIME Marine can connect with existing accounting or payroll systems through a documented REST API, so crew information and payroll-related processes work alongside the systems you already run. See third-party integration.
Ready when you are
Book a PRIME Marine Crew Management demo
Bring your current crew management requirements and see how the platform supports your fleet.