Documents: Adding and Profiling

The following document types can be uploaded to your Profile:

• ✅ PDF files
• ✅ JPEG images
• ✅ PNG images

The following are not currently supported:

• ⚠️ HEIC images
• ⚠️ TIFF images

We categorise documents as one of 4 types Certificates, Passport, IDs & Visa or Other

We'll help you identify the document but it's your responsibility to make sure it is right.  It's worth taking the time to profile the Document accurately as this could be the last time you ever upload the Document to a system... 

💡 TIP: each Document can have multiple pages, but it's important you profile each Document or Qualification separately

Use the New Document quick link on your homepage or go to Docs and tap + Add a new document

Just take a photo of the document or upload a file or photo already saved on your device.

You can add multiple documents at one time by selecting multiple photos or files 🤩

Make sure that the Document is the right orientation and easily readable. Use the Crop/rotate function to add additional pages, edit, resize or crop the images. Click Next

🤖 Our system will then scan your document and help categorise it as either a Certificate, ID& Visa, Passport or Other

Certificate: maritime qualifications including Discharge Books.  Crewdentials is designed to manage and share crew qualifications. If the document you are uploading is a maritime certificate, our system should recognise what it is, and auto profile it. Please submit unrecognised or mis-recognised certificates using the link provided

ID&Visa*: eg: Driving licence, National ID card, visas (Schengen, B1/B2, C1/D)

Passport

Other* CVs, References 

Ensure that the correct document type is selected and change if need be.  

* once you select one of these document types, we will give you some suggested document descriptions to choose from.  Please try and use these to help the businesses you share your documents with. 

Public Profile

When you upload a Document you get to choose whether it features on your Public Profile.  The Document is not made available publicly.  Your Public Profile is a way to share information about your qualifications in a privacy respecting way more details here.  People who access your Public Profile see an overview of your qualifications but can't view or download your Documents.

💡 TIP: you can change whether the Document appears on your Public Profile at any time. 

Check out our tips below about the different Document types.

Once you've checked all of the details are correct and all of the mandatory fields are completed simply press the Submit button

If you press the Cancel button you can finish profiling it later, or delete out of the system

If the scanner doesn't auto-profile the certificate, click on the "start typing" box and search for your certificate type. We have a comprehensive database of maritime certificates.  If the qualification you are trying to upload is not listed let us know using the link provided.  Leave the Certificate in a pending state and we will let you know once its ready to profile.

For certificates that represent more than one qualification (eg security duties, basic safety training) the document is profiled multiple times as the separate qualifications.  This allows certificates that represent a mix of expiring or infinite qualifications to be profiled accurately.  More details about STCW Basic Safety Certificates is in this article 

For certificates with multiple qualifications you can add or remove a qualification type by using the bin or plus button as shown below

Mandatory fields: Certificate name, issue date.  

💡 TIP: Some qualifications have a set validity period in accordance with regulations, even if there is no expiry date on the certificate. Our system will automatically populate the expiry date field based on the issue date.  For those certificates, the expiry date is also mandatory

Try and use one of the suggested document names - let us know if any need adding.

Mandatory fields: Document Name and issue date

Mandatory fields: Passport number, issue date, expiry date and passport nationality are mandatory 

💡 TIP: in the nationality box, try using the 3 letter code towards the top of the photo page of your passport 

Use for CVs, References and other documents 

Try and use one of the suggested document names - let us know if any need adding.

Mandatory field: Document name