Seafarer certificate tracking with expiry alerts before sign-on
See every crew member's certificates in one place, and get a warning when a medical, STCW course or endorsement expires before the planned sign-on date.
Certificates expire at the worst possible moment
Found at the gangway
A lapsed medical or refresher course is often discovered when travel is already booked, and the crew change falls apart.
Spreadsheets don't send warnings
Expiry dates copied into a spreadsheet are out of date as soon as a seafarer renews something without telling the office.
Same problem for applicants and relief crew
New candidates and your existing pool need the same checks, but they often live in different systems.
How certificate tracking works in Marvatis
Valid, expiring or missing at a glance
Each profile lists certificates with a clear status, so you see in seconds whether someone can sign on.
Alerts tied to sign-on
Marvatis warns you when a certificate expires before the planned sign-on date, not only when it expires in general.
Requirements per position
Set the required certificates when you create a position. Applicants who miss one are flagged automatically.
Crew keep their own documents current
Seafarers upload renewed certificates to their own profile and get reminders before anything expires, so your data stays current without chasing.
Certificates crewing teams typically track
Requirements vary by flag, vessel type and rank. These are some of the most common:
| Category | Covers | Notes |
|---|---|---|
| Basic Safety | STCW VI/1 – personal survival, fire fighting, first aid, PSSR | Refresher every 5 years |
| Medical certificate | ENG1 or national seafarer medical | Usually valid for up to 2 years |
| Certificate of Competency | STCW II/1–II/3, III/1–III/3 with flag-state endorsement | Revalidation every 5 years |
| GMDSS | GOC or ROC radio certificate | Revalidation every 5 years |
| DP certificates | DP Induction, Simulator, Unlimited or Limited | Logbook and sea time requirements |
| Vessel-specific | Tanker, high voltage, ECDIS type-specific, security | Depends on vessel and company |
Why certificate tracking belongs in recruitment
Most shipping companies already track certificates somewhere. The problem is that the check usually happens too late: after the candidate is selected, travel is booked and the vessel is waiting.
In Marvatis the certificate check happens at the start. When you open an application or search your relief pool, you see immediately who is valid for the planned sign-on date. A medical that expires in 42 days is fine for a short trip, and a problem for a longer assignment, so the warning is tied to the date that matters.
Because seafarers maintain their own profile and receive reminders before anything expires, the data in your system stays current between rotations without the crewing office having to chase anyone.
Built by people from the industry. Marvatis is founded by Edgar Eidsheim, Master Mariner, former Chief Officer and senior DP Operator, together with Asgeir Sognefest, MSc in informatics specialising in AI.
Frequently asked questions
Which certificates can Marvatis track?
Any certificate, course or endorsement with an expiry date: STCW certificates of competency and proficiency, medicals, GMDSS, DP certificates, GWO and offshore safety training, and company-specific courses.
How does Marvatis warn about expiring certificates?
It compares each certificate's expiry date with the planned sign-on date and flags anything that expires before or during the assignment.
Who keeps the certificates up to date?
Seafarers update their own profile and get reminders before anything expires. The crewing team can also add or verify documents.
Does this work for our existing relief crew?
Yes. The same checks apply to applicants and to crew already in your relief pool.
See it with your own crewing flow
A 30-minute demo, built around how your team recruits today. Tell us a little about your fleet and we'll get back to you.
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