Sealogic Ltd

Why Certification Tracking Matters

Expired CoC, medicals, or flag endorsements can lead to refusal of boarding, findings in SIRE 2.0 inspections, and even vessel delays. Manual spreadsheets make it easy to miss critical dates, especially when crew change plans move forward or contracts are extended.

Operators must juggle STCW compliance, MLC rules and individual flag-state requirements across an entire fleet. At the same time, vetting and oil major audits expect evidence that crew certification is always in order and that risks are actively controlled.

With E-CMS, you turn reactive fixes into automating compliance: crew and document data live in one place, and gaps are highlighted before they affect a voyage or a charter.

How E-CMS Solves It

E-CMS connects crew profiles, certificates and planning into a single crew certification tracking flow. Operators see the same truth in the profile, in planning, and in reports — without re-entering data.

Automated expiry alerts

Expired certificates are highlighted in red on the crew profile and planning views, while document expiry reminders nudge operators and crewing teams before dates are missed. During crew change planning, the system checks validity through the contract end date and flags gaps immediately.

Centralized certificate repository

All crew documents live in a centralized repository with versioning, so seafarer certification records are consistent across profiles, planning and reporting. This keeps seafarer certification management auditable and reduces time spent hunting for scanned copies or email attachments.

OCIMF officer matrix & SIRE 2.0 readiness

At the planning stage, E-CMS calculates the OCIMF officer matrix based on current crew selections, including competent crew certificate (CoC) details and flag endorsements. Gaps that could impact SIRE 2.0 readiness are shown before the voyage plan is locked.

Audit trail & sealed records

Every change to crew certificates and statuses is logged, giving you a clear audit trail for external inspections and internal QA. Sealed records help demonstrate compliance automation to vetting teams and reduce preparation time for audits and inspections.

Key Features & Capabilities

Certificate tracking system views

Profile and list views give a real-time picture of crew certification with clear Valid / Expiring soon / Expired statuses.

Contract-end validation in planning

For each assignment, certificate expiry dates are checked against planned contract end dates so crew are compliant for the whole rotation.

OCIMF matrix & SIRE 2.0 reports

Generate OCIMF officer matrix and SIRE 2.0 readiness reports directly from E-CMS without re-entering crewing data.

CoC & flag endorsement checks

Automatically verify that CoC and flag-state endorsements meet vessel and flag-administration requirements.

Actionable operator alerts

Focused alerts specify which seafarer and which document is affected, supporting proactive document expiry reminders.

Centralized storage & versioning

Centralized document storage and versioning keeps fleet-wide crew certification in sync across teams and systems.

Business Benefits

Reduce inspection failures and avoid costly charter disruptions by catching certification risks before a vetting visit or SIRE 2.0 inspection.
Cut manual compliance admin and audit prep time with a single source of truth for crew certification and fleet management certification evidence.
Improve crew readiness and reduce last-minute crew changes caused by overlooked expiries or missing flag endorsements.
Demonstrate structured compliance automation to charterers, oil majors and internal management.

Integrations & Security

E-CMS uses the same underlying crew database across planning, payroll and certification, so integrations do not require duplicate data entry. Where needed, APIs can exchange crew and certification information with existing fleet management or HR systems.

Security is enforced through role-based access control, encryption in transit and at rest, and audit logging. Only authorised roles can edit crew certification data, while management and auditors can review read-only records when required.

Social Proof & Case Snippet

“After moving crew certification tracking into E-CMS, our vetting team cut SIRE 2.0 preparation time by almost 30%. The OCIMF matrix is ready in minutes, and we no longer discover expired documents on the eve of inspection.”

— Operations Manager, medium-size tanker fleet

FAQ

Does E-CMS block planning if a certificate will expire?

E-CMS alerts the operator during planning when a certificate will expire before contract end. Whether planning is blocked depends on your operational policy and configuration, so the system can support both advisory and strict compliance modes.

When is the OCIMF officer matrix calculated?

The OCIMF officer matrix is calculated at the planning stage. The matrix reflects the currently selected officers and highlights any gaps that could affect SIRE 2.0 readiness.

What exactly is checked for endorsements?

E-CMS checks that each officer’s competent crew certificate (CoC) and required flag-state endorsements match the vessel’s flag requirements, supporting STCW compliance and flag inspections.

How fast is onboarding from Excel?

Most operators import existing crew certification data from Excel in a few hours. Our team helps map your current spreadsheets into E-CMS templates so you can start using the certificate tracking system without rebuilding everything from scratch.

Try E-CMS with Crew Certification Tracking

Explore the live demo or book a tailored walkthrough. We’ll walk you through certificate tracking, OCIMF matrix checks and SIRE 2.0 readiness reports.

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