CrewBase
Automation of the seafarer database for crewing companies
Transform your sailor database from email and spreadsheets into a single system for searching, communicating, and selecting candidates
If your company has been in business for many years, you've likely accumulated tens of thousands of emails, resumes, certificates, and communications with sailors. This data is often stored in Gmail, folders, Excel files, instant messaging apps, and managers' personal archives.
As a result, finding candidates takes time, employees work differently, some information is lost, and filling vacancies occurs more slowly than it could.
We develop customized CRM and HRM systems for crewing companies, allowing them to consolidate their entire seafarer database into a single interface and automate their teamwork.
A unified database of seafarers instead of email, Excel, and manual work
The system integrates:
- email (Gmail / Google Workspace);
- resumes and application forms;
- certificates and documents;
- communications with candidates;
- internal employee notes;
- search and filter by database.
After implementation, employees work in a single interface and have quick access to all information.
Importing an existing database from Gmail
If the database is stored at the post office today, there is no need to transfer it manually.
We can implement automatic import:
Mail → Data Extraction → Seaman's Card → Unified Database
The system automatically:
- receives letters and attachments;
- recognizes resumes and questionnaires;
- extracts key data;
- creates candidate cards;
- links documents and correspondence history;
- eliminates duplicates.
This way, your long-standing database begins to function as a full-fledged CRM.
Quick search for candidates by any parameters
When a new vacancy appears, the manager does not have to go through hundreds of emails.
The system allows you to search by a combination of parameters:
- position (Captain, Chief Officer, ETO, etc.);
- vessel type (Bulk Carrier, Tanker, LNG, Container);
- salary expectations;
- experience;
- certificates;
- accessibility;
- nationality;
- history of communications;
- Tags and custom categories.
For example:
Captain + Bulk Carrier + Salary 8000–10000
or
Chief Engineer + Available + STCW valid
Seaman's Card - All the information in one place
Each candidate receives his own card.
You can store inside:
- contact details;
- resume;
- certificates;
- documents;
- history of changes;
- correspondence;
- managers' notes;
- AI fields and additional attributes.
Instead of searching through folders, the employee opens one page and sees all the information about the candidate.
Communications from a single window
The system can become a center of communication with sailors.
Work is supported via:
- Email;
- WhatsApp;
- Telegram.
The manager can see the entire communication history within the CRM without switching between services.
This is especially convenient if several employees work with the same database.
Tags and database segmentation
As your candidate base grows, it becomes important to structure your candidates properly.
For this, the following tags are used:
- Tanker;
- Bulk Carrier;
- LNG;
- Fast Hire;
- Senior;
- Certificates Ready;
- Custom categories.
Tags allow you to quickly create selections and find the sailors you need.
Document and Certificate Management
The system allows for centralized storage of:
- CV;
- passports;
- medical documents;
- certificates;
- additional files.
You can see document expiration dates, track updates, and quickly access the materials you need.
Analytics and team performance monitoring
The manager receives a separate dashboard:
- base size;
- number of new imports;
- active candidates;
- selection funnel;
- employee activity;
- effectiveness of communications.
This helps you make decisions based on data rather than intuitively.
Scalable to your company's processes
This system can be expanded with additional modules:
- crew management;
- rotation planning;
- vacancies;
- binding of sailors to ships;
- automatic notifications;
- AI search;
- integration with internal systems.
Want to understand how this could work in your company?
We can provide a short demonstration, show a sample interface, and discuss how to migrate your existing sailor database into a single system without any manual work.
