Employee Management

Manage your complete crew roster with comprehensive employee profiles, document tracking, and status management.

Adding a New Employee

Employee Profile

Viewing Employee Details

Each employee profile displays:

Overview Tab:

• Employee photo (optional)
• Employee number
• Current status badge
• Position and department
• Contact information
• Hire date and tenure

Employment Tab:

• Contract type and status
• Hire date
• Contract start/end dates (if applicable)
• Manager assignment
• Employment history

Financial Tab:

• Base salary
• Payment frequency
• Bank account details
• Tax information
• Allowances and benefits

Documents Tab:

• All uploaded documents
• Expiry status indicators
• Download/view options
• Upload additional documents

Emergency Contact Tab:

• Contact details
• Relationship
• Alternative contacts

Employment Status

Available Statuses

SOPHIOS tracks six employment statuses:

Changing Employee Status

1. Open employee profile
2. Click “Change Status”
3. Select new status
4. Add reason/notes (required for Suspended/Terminated)
5. Set effective date
6. Confirm change

Contract Types

PERMANENT

Long-term employment with no defined end date.

Characteristics:

• No contract end date
• Full benefits package
• Standard notice period (typically 30-90 days)
• Most stable employment type

Best For:

• Senior crew (Captain, Chief Engineer, Chief Stewardess)
• Year-round operations
• Core team members
• Career positions

Creating Permanent Contract:

• Select “Permanent” contract type
• No end date required
• Set probation period (optional, typically 90 days)

TEMPORARY

Fixed-term employment with specific end date.

Characteristics:

• Defined contract end date
• Limited or no benefits
• Automatically expires on end date
• No renewal obligation

Best For:

• Project-based work
• Covering leave (maternity, sabbatical)
• Special events or seasons
• Trial before permanent

Creating Temporary Contract:

• Select “Temporary” contract type
• Set start and end dates
• System alerts before expiration
• Option to convert to permanent

SEASONAL

Recurring employment for specific seasons.

Characteristics:

• Predictable seasonal work
• Return year after year
• Flexible scheduling
• Typically 4-8 month contracts

Best For:

• Mediterranean season (May-October)
• Caribbean season (November-April)
• Ski season staff
• Summer estate staff

Creating Seasonal Contract:

• Select “Seasonal” contract type
• Define season dates
• Set expected return date
• Historical seasonal employees tracked

TRIAL

Probationary period before permanent employment.

Characteristics:

• Typically 30-90 days
• Evaluation period
• Easier termination terms
• Lower notice period

Best For:

• New hires being evaluated
• Unproven crew members
• Position fit assessment
• Skills verification

Creating Trial Contract:

• Select “Trial” contract type
• Set trial period (30, 60, or 90 days)
• Automatic reminder before expiry
• Convert to permanent upon success

Document Management

Document Types

SOPHIOS supports 9 document types:

🛂 Passport:

• Valid passport copy
• Must have 6+ months validity
• Multiple passports supported (dual citizenship)
• Tracks expiry dates

📜 Visa:

• Work visas and permits
• Multiple visas per employee (different countries)
• Country-specific tracking
• Renewal reminders

⚓ STCW Certificate:

• Standards of Training, Certification & Watchkeeping
• Required for maritime crew
• Various STCW levels supported
• Revalidation tracking

🩺 Medical Certificate:

• ENG1 or equivalent
• Fitness for duty certification
• Typically valid 2 years
• Required for seafarers

🪪 Seaman’s Book:

• Official discharge book
• Maritime service record
• Required for professional seafarers
• Country of issue tracked

📑 Contract:

• Signed employment contracts
• Amendments and addendums
• Version history
• Digital signatures supported

🎓 Training Certificates:

• Safety training (fire, first aid, etc.)
• Security training (ISPS)
• Specialized skills certifications
• Continuing education

🆔 ID Card:

• Government-issued ID
• Driver’s license
• National ID cards
• Crew ID cards

📄 Other:

• Any additional documents
• References and recommendations
• Background checks
• Insurance documents

Uploading Documents

Document Expiry Tracking

Color-Coded Status:

• 🟢 Valid - More than 90 days until expiry
• 🟡 Expiring Soon - 30-90 days until expiry
• 🟠 Urgent - 7-30 days until expiry
• 🔴 Expired - Past expiry date

Automatic Alerts:

• Email notifications before expiry
• Dashboard alerts
• Weekly digest of upcoming expiries
• Configurable reminder periods

Compliance Reports:

• All document expiry dates
• Upcoming renewals
• Expired documents
• Missing documents by employee

Editing Employee Information

Updating Profile

1. Open employee profile
2. Click “Edit” button
3. Modify any field except:
   • Employee number (permanent)
   • Hire date (contact admin to change)
4. Click “Save Changes”

Edit History:

• All changes logged
• Timestamp and user recorded
• Previous values preserved
• Audit trail maintained

Updating Salary

1. Navigate to employee profile
2. Go to “Financial” tab
3. Click “Edit Salary”
4. Update base salary amount
5. Set effective date for change
6. Add reason for change
7. Save

Salary History:

• All salary changes tracked
• Effective dates recorded
• Historical rates preserved
• Used for reporting and analysis

Terminating an Employee

Termination Process

Bulk Operations

CSV Import

Import multiple employees at once:

Process:

1. Click “Import” button
2. Download CSV template
3. Fill template with employee data
4. Upload completed CSV
5. Review validation results
6. Confirm import

Template Columns:

• First Name*, Last Name*, Email*, Phone*
• Position*, Department*, Hire Date*, Contract Type*
• Base Salary*, Currency*
• Date of Birth, Nationality
• Bank Name, Account Number
• Emergency Contact, Emergency Phone
• Notes

* = Required fields

Validation:

• Email uniqueness
• Valid dates
• Valid departments
• Required fields present
• Duplicate detection

CSV Export

Export employee data:

Export Options:

• All employees
• Filtered employees (by status, department, etc.)
• Selected employees only

Exported Data:

• All profile fields
• Employment details
• Salary information (if permitted)
• Document status
• Contact information

Use Cases:

• Backup employee data
• Share with external systems
• Create reports in Excel
• Compliance audits

Filtering and Search

Filter Options

By Status:

• Onboard only
• On Vacation
• All active (excludes Terminated)
• All statuses

By Department:

• Select one or more departments
• “No Department” option

By Contract Type:

• Permanent
• Temporary
• Seasonal
• Trial

By Document Status:

• Expiring soon
• Expired documents
• Missing documents
• All valid

Search Functionality

Search employees by:

• Name (first or last)
• Employee number
• Email address
• Position
• Nationality

Advanced Search:

• Combine multiple filters
• Date ranges (hire date, etc.)
• Salary ranges
• Custom field searches

Employee Permissions

Who Can Do What

⚠️ = Requires approval from Owner/Admin

Best Practices

Onboarding

1. Complete Profile - Fill all fields, don’t leave gaps
2. Upload Documents Immediately - Don’t wait until expiry
3. Set Up Alerts - Enable document expiry notifications
4. Assign Department - Proper organization from day one
5. Verify Banking Details - Avoid payroll issues
6. Add Emergency Contact - Critical for safety

Maintenance

1. Regular Reviews - Check profiles quarterly
2. Update Status Promptly - When employees take leave
3. Monitor Documents - Act on expiry alerts quickly
4. Keep Notes - Document important events and changes
5. Review Contracts - Check expiring contracts monthly
6. Verify Information - Periodic data quality checks

Compliance

1. Document Everything - All certifications and licenses
2. Track Expiries - Never let critical docs expire
3. Maintain Records - Keep historical data
4. Audit Trail - Review change history regularly
5. Data Protection - Limit access to sensitive info
6. Backup Data - Regular exports for safety