Manager Website Documentation

Create and Manage Job / Promotion Applications

Anastasios Papatheou

Create and Fill a Job/Promotion Application (Internal)

  1. From the left sidebar, navigate to your Dashboard.
    A screenshot of a computer AI-generated content may be incorrect.
  2. Under the Recruitment & Promotion category, select Job Application.
  3. To create a new application, click New job application.
  4. The application form will appear. Fill in all the required fields:
    Note: If you click Cancel at any step, the application process will be terminated, and no data will be saved.
  5. Personal Details:
    • Date – Automatically filled with the application’s creation date. (This field cannot be edited.)
    • Position Applied – Mandatory. Select the position you are applying for.
    • Alternative – Optional. Enter a different position if applicable.
    • Surname and First Name – Mandatory
    • Middle Name – Optional
    • Date of Birth – Mandatory
    • Place of Birth (P.O.B.) – Mandatory. Enter the city or town where you were born.
    • Country – Mandatory. Select your country of nationality or residence.
    • Sex – Mandatory. Choose from:
      • Male
      • Female
      • Other
    • Civil Status – Mandatory. Choose from:
      • Single
      • Married
      • Divorced
      • Widowed
    • Children – Mandatory. Indicate whether or not you have children.
    • Upload your Photo:
      • Upload a clear and visible photo of yourself.
      • You can drag and drop the file into the designated area or click Choose File to upload from your device.
      • The photo must be in one of the accepted formats (as listed under the upload area) and must not exceed 10MB.
  6. Address:
    • Complete the following mandatory fields:
      • Street Address
      • City
      • Country
      • Airport
      • Phone Number
      • Email
    • Optional fields:
      • Landline Number
      • Fax
    • Next of Kin:
      • Provide details about your next of kin, which includes your closest living blood relative, spouse, or adopted family members. This section can be completed later using the Edit option.
    • National Identity Documents / VISA. Enter your information for the following as applicable:
      • Passport
      • Seaman’s Book (SB-Book)
      • US-VISA
      • Other Visas
    • Languages:
      • Select your Level of English.
      • Enter your Mother Language.
      • Add any Other Languages you speak. You may add more than one in the Other Languages field.
      • Medical Examination Certificate:
        • Indicate whether you possess a Health Certificate.
        • Enter the Issue Date and Expiry Date, if applicable.
      • Vaccinations (Valid for Duration of Contract):
        • Indicate whether you are vaccinated for each listed illness.
        • For Hepatitis B, if you select Yes, you will also need to specify how many shots you have received.
  7. Click Next to continue.
  8. Experience Section:

    Vetting and Port State Experience:
    • Last Two PSC (Port State Control) Inspections:
      You must provide information for two Port State Control experiences (or indicate no experience):
      • Location #1 – Enter the inspection location, or type No if none.
      • Date #1 – Enter the inspection date, or leave it as today’s date if you selected No in Location.
      • Location #2 – Same as above.
      • Date #2 – Same as above.
    • Last Two Vetting Inspections:
      You must provide information for two vetting inspections (or indicate no experience):
      • Inspection Name #1 – Enter the inspection name, or type No if none.
      • Location #1 – Enter the location, or type No if none.
      • Date #1 – Enter the inspection date, or leave as today’s date if you selected No in both previous fields.
      • Inspection Name #2 – Same as above.
      • Location #2 – Same as above.
      • Date #2 – Same as above.
    • Last External Class Audit:
      • Location – Enter the audit location, or type No if no experience.
      • Date – Enter the audit date, or leave as today’s date if No was selected.
    • Last External Class Survey:
      • Location – Enter the survey location, or type No if no experience.
      • Date – Enter the survey date, or leave as today’s date if No was selected.
  9. Training Courses:
    • For each of the following courses, select Yes or No:
      • Bridge Resource Management.
      • Ship Handling.
      • ECDIS.
      • Cargo and Ballast Handling.
      • Safety Officer.
      • Risk Assessment.
      • Incident Investigation Training.
      • Crane Handling Simulator.
      • Hatch Cover Maintenance.
      • Heavy Lift Course.
      • Securing of General and Heavy Lift Cargoes for Officers.
      • Crane Troubleshooting.
      • Engine Resource Management.
      • Main Engine Training.
      • You may also click the + icon to add additional training (specify Training Name, Issue Date, and Issued by) or click the – icon to remove a training entry.
  10. Graduated From:
    • Enter your Academy or University Name and your Year of Graduation.
  11. Form of Education:
    • Indicate whether you had Formal Education. Select Yes or No.
  12. Working Clothes:
    • Fill in the following (can be updated late via the Edit option):
      • Overall Size.
      • Safety Shoes Size.
      • Height.
  13. Years in All Ranks:
    • Enter the total number of years of experience across all ranks.
  14. Sea Service by Vessel Type:
    • Select Yes or No for each type of vessel you’ve worked on:
      • Oil Tankers.
      • LPG Tankers.
      • Oil/Chemical Tankers.
      • Bulk Carriers.
      • Container Vessels.
      • Other Types of Vessels.
  15. Sea Service by Engine Type (Engine Officers only):
    • Enter Years of Experience with each Main Engine Type.
    • Enter Years of Experience with each Auxiliary Engine Type.
  16. Complete Sea Service (Optional):
  17. For each vessel you’ve served on, fill in the following details:
    • Vessel Name.
    • Flag.
    • Year Built.
    • Type.
    • GRT.
    • Engine.
    • KW.
    • Company.
    • Crew Agent.
    • Rank.
    • Sign-On (S/On) Date.
    • Sign-Off (S/Off) Date.
    • Duration (Months/Days).
    • Use the + icon to add another vessel and repeat the process.
  18. Click Next to continue.
  19. Qualification STCW:
  20. Basic Safety Training STCW (A-V/1) (Revalidation is not required):
    • In this tab, select Yes or No for each of the following mandatory courses:
      • Personal Survival Techniques.
      • Elementary First Aid.
      • Fire Prevention and Fire Fighting.
      • Personal Safety and Social Responsibilities.
  21. STCW – Additional Training (A-VI/2 ~ A-VI/4) (Revalidation not required unless otherwise stated):
    • All fields in this tab are optional. Select Yes or No for any of the following qualifications:
      • Proficiency in Survival Craft and Rescue Boats (other than Fast Rescue Boats).
      • Ship Security Officer.
      • Security Awareness Training.
      • Advanced Fire Fighting.
      • Medical First Aid.
      • Medical Care.
      • Safety Officer.
      • ECDIS (Generic).
      • Designated Security Duties.
      • HAZMAT (Hazardous Materials Training).
  22. Certificate of Competency (A II/1-4, A III/1-4) – Officers & Watchkeeping Ratings:
    • This tab is optional and includes:
      • Capacity – Enter your certificate capacity or role.
      • GMDSS – Select Yes or No to indicate if you hold a valid GMDSS certificate.
  23. Other Certificates:
    • This tab is optional. Select Yes or No for the following specialized certificates:
      • Ballast Water Treatment System (BWTS).
      • Exhaust Gas Cleaning System (EGCS).
      • High Voltage (HV) Systems.
      • IMO Model Course 1.22 – Ship Simulator and Bridge Teamwork.
  24. Special Requirements – Tanker Certification (A-V/1):
    • This tab is optional. Indicate Yes or No for each of the following tanker-related qualifications:
      • Basic Oil & Chemical Tanker Cargo Operations.
      • Advanced Oil Tanker Cargo Operations.
      • Advanced Chemical Tanker Cargo Operations.
      • Basic Liquefied Gas Tanker Cargo Operations.
      • Advanced Liquefied Gas Tanker Cargo Operations.
      • Basic IGF Code Training (Gas-Fueled Ships).
      • Advanced IGF Code Training.
  25. Ice-Class & Polar Waters Training:
    • This tab is optional. Select Yes or No for:
      • Ice Navigation (Ice-Class Vessels).
      • Basic Training for Ships Operating in Polar Waters.
      • Advanced Training for Ships Operating in Polar Waters.
      • Cold and Heavy Weather Navigation.
  26. Additional Qualifications:
    • This tab is optional:
      • Use the Any Other Additional Qualifications field to list any extra certifications not covered above.
      • At the end of this section, confirm your input by selecting I declare that the above information is true and correct. Choose Yes or No.
  27. Click Next to Submit the Form.
  28. You will be redirected to Job Applications Management page:
  29. On this page, you can view, create, invite, edit, delete, or export job applications:
    • Preview – Click the Preview button to review the application before submitting.
    • Download Excel – Use this button to export the application in Excel format for external use or recordkeeping.
    • Edit – Allows you to:
      • Fill in missing information.
      • Correct existing details.
    • After making changes, click Save Changes to apply your updates.
    • Delete – Permanently remove the application from the system. Deleted applications cannot be recovered.

Invite an External User to fill a Job Application

  1. From the left sidebar, navigate to your Dashboard.
    A screenshot of a computer AI-generated content may be incorrect.
  2. Under the Recruitment & Promotion category, select Job Application.
  3. Click Invite for Job Application.
  4. Enter the email address of the person you wish to invite and click Send.
  5. The invited person will receive an email with a link labeled Complete your job application.
    • Upon clicking the link, they’ll be redirected to a page where they can fill out and submit their application form.
    • The invitation link is single-use and expires after 4 days.
    • The invited user does not need an account on the platform to access the form.
    • Remind them to check their Spam or Junk folder if they do not see the email in their inbox.
  6. Once the external user submits their application, you can find it in the Job Applications Management Page (Management Dashboard > Recruitment & Promotion > Job Application). On this page, you can view, create, invite, edit, delete, or export job applications:
    • Preview – Click the Preview button to review the application before submitting.
    • Download Excel – Use this button to export the application in Excel format for external use or recordkeeping.
    • Edit – Allows you to:
      • Fill in missing information.
      • Correct existing details.
    • After making changes, click Save Changes to apply your updates.
    • Delete – Permanently remove the application from the system. Deleted applications cannot be recovered.