Certificates
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):
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Certificate Groups — the grouping used in all overviews.
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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.
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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.
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:
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Getcalculates 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:
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:
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Check all Certificatesruns 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 Rankbuilds 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.