The same data is entered three times
A CV goes into a spreadsheet, then into a contract, then into an invoice. In Crewvector the profile is created once and travels through matching, planning and finance as the same record.
Maritime Crew Management System
Crewvector is cloud-based crewing software that keeps one seafarer record from the first application to sign-off – recruitment, compliance, planning, payroll and invoicing in a single system.
- One seafarer record from application to assignment
- Company and vessel certificate matrices
- Explainable candidate matching
- Cloud-based, no installation
Trusted by Crewing Teams in Over 10 Countries
Crewing agencies, manning companies and ship managers around the world use Crewvector for their daily crewing operations.
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MCL International
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Mobicacrew
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Poseidon Maritime
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V-Isea Vietnam
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Aries Navigation
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Marlog Service Limited
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NRS Romania
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Nembe Crude Oil Export Terminal Ltd.
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Ocean Crewing Congo
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Seapal Marine Services
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Sunrise Manpower
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Trinidad Mooring and Launch
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Marlog Guyana Inc
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TRACODI SONG DA JSC
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iCrew Sdn Bhd
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Seventy Seven Consulting
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Connect Energy Services
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Neopoint
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SVS Management
Who is Crewvector for?
Crewvector works as crew management software for shipping companies that operate their own fleet, and as a daily tool for agencies that supply crew to other people's vessels.
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Crewing and manning agencies
You recruit seafarers and supply them to your principals' vessels. You work with several clients at once, keep your own candidate pool and report back to the shipowner on who is ready to join.
- Vacancies and online applications
- Candidate matching
- Secure profile sharing
- Invoicing per principal
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Ship managers and owners
You operate your own fleet and answer for manning and compliance on every vessel. You need to know who is on board, who is due for relief and whose documents will not last until the next port.
- Vessel-specific certificate requirements
- Crew planning and rotations
- Fleet compliance status
- Payroll and contracts
Crewing Problems Crewvector Solves
Crewing teams rarely lose time on difficult decisions. They lose it on re-typing the same data and chasing documents that already exist somewhere. A crewing management system removes that layer of work.
Certificates expire unnoticed
Nobody checks validity until the gangway or an inspection. Our system verifies documents against the joining date before an assignment is confirmed and sends notifications long before anything runs out.
Requirements differ from vessel to vessel
A tanker needs one set of endorsements, a bulker another. The certificate matrix places vessel-specific rules on top of company rules, down to the minimum validity required at embarkation.
Shortlists depend on who comes to mind
Good candidates stay unnoticed in a database of several hundred. Crewvector ranks candidates against the vacancy automatically and shows matching and missing criteria on each card.
Payroll and invoices are calculated twice
The same contract terms are entered once for wages and again for the client invoice. In our system both are built from a single contract, created automatically when a seafarer is assigned.
Shipowners ask for crew lists by email
Every question turns into a message and an attachment that is outdated on arrival. The shipowner portal gives each principal direct access to their own crew, with permissions set by your administrator.
See how it works with your own crewing process
Request a DemoOne Record: From Application to Sign-on
Every step below uses the same seafarer record. Information collected during recruitment continues into planning, compliance checks, documents and finance – nothing is entered twice.
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Collect applications
Seafarers submit their profile through your online form, or your team uploads an existing CV.
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Extract candidate data
AI-assisted import reads the profile, sea service, certificates and document details and presents them for review before saving.
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Match candidates
The system ranks your internal pool against the vacancy and shows matching and missing criteria on each candidate card.
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Move a candidate to planning
A recruiter selects the candidate and chooses the stage: Planning, Joining or On Board.
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Validate documents
Crewvector checks company-wide and vessel-specific requirements, including the minimum validity a certificate must have at embarkation.
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Complete pre-joining work
Assign a checklist and track completed and outstanding items on the planning board.
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Generate crew documents
Create crew lists, crew change reports, Letters of Guarantee and exports based on your own templates.
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Prepare payroll and invoices
Contract terms and additional charges turn into accruals, payslips, billing records and client invoices.
See this workflow in action
Request a demo to explore how Crewvector can support your team's crewing process.
Features of Crewvector Maritime Crewing Software
Crewvector is ship crew management software built around seven connected areas, from recruitment and seafarer records to finance and shipowner collaboration.
Recruitment
Create a vacancy with the rank, vessel, joining date and salary range, then publish it on your own website through a ready-made element or share it on LinkedIn and Facebook. Seafarers apply through the online form, and their profiles land directly in your database. At the same time, the system searches your existing pool and shows candidates with a score you can explain to your principal.
- Vacancy management
- Online application form
- Candidate matching
Seafarer Records
One profile holds documents, sea service, education, appraisals, references and next of kin. AI-assisted import adds data from a CV or a certificate without overwriting what is already there – it fills the gaps and leaves the rest untouched. Certificates are controlled by a matrix built on ranks, so you see at a glance who is ready and who is not.
- Seafarer profiles
- AI CV import
- Documents & compliance
- Certificate matrix
- Secure profile sharing
Vessel Requirements
Every vessel gets its own set of document requirements on top of your company rules. Inside a ship crew management system this matters more than it sounds: the same rank can need different endorsements on a tanker and on a bulker. The vessel view shows the current crew, their document numbers and dates, and marks what is missing or about to expire.
- Vessel crew
- Vessel certificate matrix
Planning
A visual timeline shows who is on board, who is joining and who is due for relief. Assignments are moved by dragging, and the board warns you when a seafarer does not meet the vessel requirements. Crew lists, Letters of Guarantee and preliminary reports are generated straight from the planning view.
- Crew planning
- Crew rotation
Finance
The employment contract is created automatically when a seafarer is assigned, with separate accrual periods for travel, quarantine and time on board. Payroll and client invoices are calculated from the same contract, so the wage sheet and the invoice can never disagree.
- Maritime payroll
- Contracts
- Billing & invoices
Reports and Documents
Crew lists, crew change reports, Letters of Guarantee and PEME referrals are generated from current data in seconds. Beyond the standard set, you can build your own templates in Word, Excel or PowerPoint, so every document that leaves your office keeps your company format.
- Crew list
- Document generation
Shipowner Portal
Shipowners see the crew assigned to their vessels without asking you for a list. Your administrator creates roles, defines what each role can view or edit, and assigns them to users – so one principal never sees another principal's vessels.
Interactive product tour
See Crewvector in Two Minutes
Open the interactive tour to see how recruitment, compliance, planning and finance connect inside the product. No registration and no credit card required.
Why Choose Crewvector Crewing System
Enter data once, keep work moving
Keep recruitment, planning and finance working from the same seafarer record. Spend less time copying details between files and more time preparing crew for their next assignment.
Find the right candidates faster
Start with a ranked shortlist from your existing database. See why each candidate matches and what still needs checking before you put them forward.
Resolve document gaps before joining
Know which certificates are missing or will expire before embarkation. Give your team time to resolve issues before they disrupt a crew change.
Keep payroll and invoices aligned
Calculate wages and client invoices from the same contract terms. Keep both sides consistent without entering and checking the same figures twice.
Spend less time answering status requests
Give shipowners direct access to the crew information they are allowed to see. Reduce routine emails and keep everyone working with current information.
Send documents in your company’s format
Generate crew lists, contracts and other documents using your own templates. Deliver consistent paperwork without rebuilding it for every assignment.
See what Crewvector can change in your daily work.
Request a DemoImplementation and Integration
Switching maritime crew management software is usually a project with a manager, stages and a timeline. With Crewvector it is closer to opening an account.
Start the same day
If you do not need to import existing data, setup takes a few hours – a working day at most.
Free data migration
Moving your records from Excel or another system costs nothing. You send us the files or the database, and we handle the rest.
Large imports take up to two weeks
For a full migration from an old system, allow up to two weeks depending on the volume and quality of the data. Your team's part is to send the files and check the result.
No setup fee
There is no separate implementation charge. You pay for the subscription and nothing else.
Training when you need it
A full user guide is available online. If your team prefers a walkthrough, we run a video call and show the system on your own data.
Support in English
Email and WhatsApp, in English.
Where Your Data is Stored and Who Can Access It
Your maritime crewing system holds passports, medical certificates and bank details for hundreds of people. Here is exactly where that data lives and who can reach it.
Servers in the EU
All data is hosted in Germany and the Netherlands, within EU jurisdiction.
A separate database for every client
Each customer runs on their own database. Your records are never stored alongside another company's data.
Daily backups, kept for 15 days
Database backups are created every night and retained for fifteen days.
Continuous replication
Changes are replicated to a separate database server during the day, so the system can be restored quickly if the main server fails.
Access defined by you
Your administrator creates roles, sets view and edit permissions for each of them, and assigns roles to users. Nobody sees more than their role allows.
A record of what was done
User actions are logged, so you can always see who changed what and when.
Your data can leave with you
If you decide to stop using Crewvector, we prepare a full copy of your database and files on written request and send you a download link. It normally takes one to two days.
How Pricing Works
Most crew software for the maritime industry is priced per vessel, which makes budgeting hard for an agency that does not own a single ship. Crewvector is priced per user.
You pay for your team, not your fleet
The subscription depends on how many people in your office use the system. The number of seafarers in the database and the number of vessels you serve do not change the price.
Discounts for longer terms
Paying for three, six or twelve months in advance reduces the rate.
Discounts for larger teams
The price per user goes down as the number of users grows.
No setup fee and free migration
There is no implementation charge, and moving your existing data into the system is included.
FAQ
How does the system know a seafarer matches a vacancy?
Crewvector ranks candidates from your database against the vacancy requirements and shows which criteria match and which are missing. The score considers vessel experience, engine type, DWT range, salary expectations, English level, documents, visas and availability for the joining date.
Can we use our own document templates?
Yes. Crew lists, contracts, invoices and profile exports can be generated using your own Word, Excel and PowerPoint templates, so documents keep your company’s format.
Can seafarers update their own data?
Yes. Seafarers can return to the online application form to update their details or add documents. New submissions remain separate until your team reviews them.
Does Crewvector work on mobile devices?
Yes. Crewvector works in a mobile browser with a responsive interface. There is no separate mobile app, and an internet connection is required — offline use on board is not supported.
Do you have an API for custom integrations?
Yes. Crewvector is built on an API architecture, and custom integrations can be discussed for your setup. Ready-made connectors to accounting systems, email and calendars are not currently available.
Can we try it before making a decision?
Yes. We provide access to a demo environment for one to two weeks, so your team can explore the system and work through typical crewing scenarios before deciding.
Ready to see Crewvector on your own crewing process?
Tell us how your team works today and we will show how the same process runs in Crewvector. No obligation, and no credit card to get started.
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Read Our Blog
26.06.2026
Crew Availability Management: Building a Crew Pool You Can Actually Deploy
A practitioner guide to crew availability management — the gap between a seafarer being in your database and being genuinely deployable. It breaks down the layers that decide real availability (status and leave, certificate validity, visa/medical readiness, willingness), shows where pools quietly go stale, and explains how to keep one current. Includes a nominal-vs-deployable comparison table, an audit checklist, and a section on why offshore and deep-sea behave differently. Education-first, with Crewvector kept to two light contextual mentions near the end.
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