Crew certificates answer two questions: **what must a person of this rank hold**, and **is
what they hold still valid**. Both sides are covered here — the requirements are defined
once, the certificates are recorded per person, and traffic lights show what is missing or
about to expire.

## Defining the requirements

The catalogues live under **Configuration** (right-controlled):

- **Certificate Groups** — the grouping used in all overviews.
- **Certificates** — the certificate types. Besides name, abbreviation and group, a type
  carries the rules that drive the traffic lights later: whether an **expiry date is
  required**, the **pre-warning days** (how early "will expire" turns orange), whether an
  **issue date is required** and how old it may be ("not older than"), the expected validity
  ("expected expiry date in months") and the importance level (*must be valid* / *must be in
  process*). Types can be chained via a **parent** certificate, and system certificates
  cannot be deleted.
- **Assign Certificates to Jobs** — the requirement matrix: which certificates a rank must
  hold. Both directions are supported (several certificates to one job, one certificate to
  several jobs), and an assignment can be copied to other jobs. This matrix is the basis of
  every "missing" message. In addition, extra requirements can be assigned to an individual
  crew member.

See also [Configuration > Crewing](/Administration/Configuration/Crewing.md).

## Recording a certificate

Select the crew member, ribbon tab **Certificates**, and click `Add` — or click the `Assign`
link directly in a *[Missing]* row of the overview.

The dialog records the certificate, **issue date**, where and in which country it was
issued, the **document number**, the **expiry date** and remarks. Two helpers:

- `Get` calculates the expiry date from the issue date plus the expected validity of the
  certificate type.
- Fields that the certificate type declares as required are marked with `*` and enforced on
  saving (an expiry date cannot lie before the issue date, an issue date not in the future).

**Attachments** — the scanned certificate — can be added directly in the dialog, via the
Attachments group in the ribbon, or by drag & drop onto the certificate view.

If the certificate type has connected sub-certificates, ZeeBORN offers to copy the new
dates to them after saving.

`Renew` replaces a certificate: the old one is set inactive (its documents remain stored),
and a new one is recorded. `Show History` lists every change of a certificate.

## Reading the traffic lights

The **View** selection on the Certificates tab offers three views:

View | Content {class="compact"}
---|---
Overview | All certificates required for the person's rank plus everything recorded, with two traffic-light columns: one for *presence*, one for the *expiry state*.
Details | The certificate tree with the full details of one certificate.
Missing or Overdue Only | The same table as Overview, reduced to the problem rows.

Colour | Meaning {class="compact"}
---|---
Green | Present and not due to expire.
Orange | Will expire — the expiry date lies within the pre-warning days of the type.
Red | Missing, expired, or a required date (issue/expiry) is not recorded.
Grey | Inactive (e.g. replaced by a renewal).

A paperclip in the first column shows that documents are attached. Which of the columns
(issue data, expiry date, document number) appear is a configuration setting; whether the
tab opens on *Overview* or *Details* is a per-user setting (`Crew Certificates - show
Details Tab per default`).

The `Missing or Overdue Only` view can be shared as a file, and the missing entries can be
copied to the clipboard (right-click > `Copy Data to Clipboard`).

## Checking the whole crew

Fleet-wide monitoring is done in the Crewing module itself:

- **`Check all Certificates`** runs over the entire active crew and lists every *missing*,
  *expired* and *will expire* case with name, rank and department — shareable as a file.
  Note: this check evaluates the requirements of the **rank**; extra requirements assigned
  to an individual person appear in that person's overview, not in this fleet check.
- **`Certificates`** (report) filters by certificate, rank and expiry date — for example
  "everyone whose certificate X has expired" or "all certificates required for rank Y that
  are missing".
- **`Certificates (per Issue Date)`** lists all certificates issued in a chosen time frame.
- **`Overview per Rank`** builds a matrix of certificates against selected crew members of
  one rank.

## Rights

The Certificates tab, the editing buttons, the configuration entries and each of the
fleet-wide reports carry their own right — if something described here is not visible,
check the rights first.

*[PO]: Purchase Order  
*[AZA]: local folder
*[(PO]: Purchase Order  
*[RQ]: Requisition  
*[(RQ]: Requisition  
*[RfQ]: Request for Quotation  
*[(RfQ]: Request for Quotation  
*[SO]: Service Order  
*[(SO]: Service Order  
*[SQ]: Service Requisition  
*[(SQ]: Service Requisition  
*[SRfQ]: Service Request for Quotation  
*[OoB]: Open on Board  
*[(OoB]: Open on Board 
*[ART]: Average Running Time (operation hours per day) 
*[MC]: Master Contract
*[ADS]: Advantage Database Server (database engine used in previous versions of the ZeeBORN software)
*[.replic]: file extension for replication files (aka data transfer files)