Built at sea · Audit-ready · GDPR-compliant · Flat-rate from €200/mo
Built for the role
Built for crewing managers, not generalists.
Most crew databases are HR systems with a maritime skin. They track people. They do not track the things that make a maritime record actually useful at audit time: which certificates match which vessel, whether a sign-on is on the wrong side of an STCW expiry, whether a sea-service line ties back to a real contract.
RiteCrew was built at sea, by people who have run crewing operations. Every field exists because someone, somewhere, had to find it during a Port State Control inspection at 2 am. Nothing is generic. Everything is connected.
The Seafarers module
One profile, eight ways to use it.
Every seafarer in RiteCrew has a single profile with eight purpose-built tabs. They are not modules glued together - they share data, they enforce each other, and they keep your records consistent without you having to think about it.
Profile and search
Find any seafarer in under three keystrokes
Filter by rank, availability, vessel, citizenship, or any combination - then jump straight into their profile. The search is not a wrapper around a spreadsheet column. It indexes every field that crewing managers actually search by, including next-of-kin name, passport number, and last-known port.
Each profile carries the full operational state: current rank, availability status, assigned vessel, active contract, and the next certificate expiry. One screen. No tab-switching to answer "is this person ready to fly tomorrow."
Seafarer search · 8-tab profile
Crew document compliance
One place for every document. Linked to vessel requirements.
Every document - passports, seaman's books, visas, training certificates, medical fit-to-work - lives in one place, with category, expiry date, and a direct link to the vessel and rank requirements that need it.
When a document is 30 days from expiry, the system flags it. When 14 days. When zero. The alerts are not just calendar reminders - they connect to the vessel manning matrix, so you see "Master STCW expires in 12 days AND vessel ABC requires STCW for the next rotation." That is the alert that prevents a vessel sailing short.
- Categories covered: Identity, Medical, Contracts, Visas, Training, Appraisals, Certificate, Renewal, Other.
- Expiry tracking: Per document, per rank requirement, per vessel requirement.
- Audit trail: Every upload, every change, every deletion is logged with who, when, and what was there before.
Documents tab · expiry badges (30 / 14 / 0)
Performance reports
Extracted from PDF. Automatically.
Most operators receive crew performance evaluations as scanned PDFs from the vessel. The standard workflow: open the PDF, retype 30 fields into a spreadsheet, file the PDF in a folder no one will open again. RiteCrew skips the middle step.
Upload the PDF. The system reads it - the seafarer's name, vessel, rank, evaluation date, all ten competency scores, the head-of-department comment, the master's comment, and the four reemployment recommendations. The structured data is written to the seafarer's Performance tab. The PDF stays attached for the audit trail. You have not retyped anything.
Behind the scenes, RiteCrew uses Anthropic's Claude model to read the document. Every extraction is logged so you can verify what was pulled and from where.
PDF upload → Performance tab field-by-field populate
Sea service history
Every contract becomes a sea-service line. Automatically.
Every contract a seafarer has ever served on becomes a sea-service line. The math - total months at sea, time on the current rank, time on the current vessel type - is calculated for you. No more "let me check her old spreadsheet."
Sea service ties back to the original contract: the vessel, the BOC/EOC dates, the rank, the sign-on and sign-off ports. When a flag-state inspector asks for proof of service, you produce one screen, not a binder.
Sea Service table · 1,247 days at sea total
Contracts and assignments
Every contract on one profile. Live-linked to payroll.
Every contract a seafarer signs - past, current, or planned - lives on their profile. Each one is more than a PDF. The contract defines the wage structure, the BOC/EOC dates, the vessel assignment, the rank, the joining and signing-off ports, the employer entity. All of it feeds payroll directly when the contract goes live.
Need to issue a new contract? Pick a template. The seafarer's certificates are checked against the vessel's manning matrix automatically. If anything fails the check, you see it before the contract is signed - not afterwards on the bridge.
Contracts tab · active / draft / completed badges
Notes and next of kin
Institutional memory, not in someone's head.
A crewing manager's institutional memory should not live in their head. Notes captures every conversation, performance flag, employer feedback, and disciplinary record - timestamped, attributed, and searchable.
Next-of-kin contacts sit on the profile in their own tab: name, relationship, phone, address, citizenship. One screen, no scavenger hunt, no "let me find the form they filled out last year." Critical when a vessel calls at 04:00 with an incident.
Notes timeline · NOK contacts split view
Crew list exports
Immigration, IMO, and office crew lists in one click.
Every port call needs paperwork. Some ports want the Immigration crew list in their specific format. Flag-state inspectors want the IMO crew list. Your office wants the same data in a clean spreadsheet for the operations dashboard. Three different documents, same underlying data, three different tools to produce them - that is the spreadsheet era.
RiteCrew generates all three from the same crew list. Select the vessel. Select the period. Click export. The Immigration PDF, the IMO PDF, and the Excel sheet are produced from the live record - no copy-paste, no version drift.
Immigration crew list (PDF)
Generated to the format expected by port immigration authorities. Includes passport details, seaman's book, joining and signing-off ports, and signature blocks.
IMO crew list (PDF)
Compliant with IMO FAL form 5 conventions. Auto-populated from your active vessel assignments. No retyping, no template hunting.
Office crew list (Excel)
Clean, structured spreadsheet ready for your operations team, your accountant, or your client. One click. Always current.
Comparison
How RiteCrew compares to spreadsheets and legacy tools.
| Capability | Spreadsheets | Legacy crew systems | RiteCrew |
|---|---|---|---|
| Unified seafarer profile (8 linked tabs) | Partial | ||
| Certificate expiry tied to vessel requirements | Partial | ||
| Automatic sea-service generation from contracts | |||
| PDF performance report extraction (AI) | |||
| Immigration + IMO + Excel crew list in one click | Partial | ||
| Full audit trail per record | Partial | ||
| Flat-rate pricing (no per-vessel multiplier) | n/a | ||
| Modern web UI (no installation) | Spreadsheets |
The middle column is being generous. Most legacy tools were built in the early 2000s and still require an installation, a database administrator, and a five-figure annual licence.
FAQ
Frequently asked questions about the Seafarers module.
How long does it take to migrate our existing crew records into RiteCrew?+
Most operators are live within 4-6 weeks. The data audit takes the first week. After that, our team imports profiles, certificates, and sea-service history directly from your existing spreadsheets - no manual re-entry. Free data migration is included when you pay upfront for 3 or more months.
What document categories does the Documents tab support?+
Out of the box: Identity, Medical, Contracts, Visas, Training, Appraisals, Certificate, Primary, Supporting, Renewal, Profile Picture, Signature, Initials, Performance Report, and Other. Custom categories can be added on request.
Do you really extract data from scanned crew evaluation PDFs?+
Yes. RiteCrew uses Anthropic's Claude vision model to read uploaded performance evaluation PDFs and write the structured data directly into the seafarer's Performance tab. Ten competency scores, master and head-of-department comments, and reemployment recommendations are all extracted automatically. The original PDF stays attached for the audit trail, and every extraction is logged.
Can we control who sees what?+
Yes. Role-based permissions are configured per entity (seafarer, vessel, contract, payroll, certificate, etc.) with create / read / update / delete granularity. Auditors can read everything; junior crewing assistants can be restricted to their assigned vessels. Every read and write is recorded in the audit log.
Does it work offline or on a vessel with poor connectivity?+
RiteCrew is a web application designed for the office. The vessel side is supported through PDF crew lists and document uploads that work whenever connectivity is available. Vessel-side mobile is on the roadmap for late 2026.
How is this priced?+
€200 per month for the Starter plan (up to 10 users), €400 per month for the Performance plan (unlimited users). Flat rate either way - no per-vessel multiplier, no per-seafarer fee. See the pricing page for the full breakdown.