Crew Planner

Some vessels plan crew time off on a board rather than through leave

requests. On those vessels the Crew menu shows Planner instead of

Leave, and this guide applies instead of Leave Management.

Planner or Leave?

Every vessel runs in one of two modes, set per vessel under

Settings → Vessel Settings (click the vessel's name to see every setting with its explanation). Look at your Crew menu to see which you are on.

Switching a vessel between modes keeps existing records and can be reversed at

any time. Hours of Rest behaves the same in both modes — a day covered by

planner time off is exempt exactly as approved leave is, so compliance is

unaffected by which mode a vessel uses.

Who Can Edit the Board

Viewing the Planner comes with normal crew access. Changing it — adding

time off, dragging bars, building rotations, editing manning targets —

requires either Can Edit Crew Profiles or Can Approve Leave. Without

one of those the board is read-only: no Add Leave, Build rotation, Export or

Configuration.

The Two Views

Open Crew → Planner. There are two views of the same schedule, plus a

configuration tab for editors.

Timeline

A year of the vessel across the top, one row per crew member down the side,

with a coloured bar for every period off.

• •Year / Month buttons zoom between the whole year and one month at full width.
• •The arrows and Today move you through the year; the month scrubber underneath jumps straight to a month.
• •On-board toggles the grey blocks that fill the space between someone's time off — the periods they are actually aboard.
• •All departments and Search crew narrow the rows.
• •Manning gap rows appear in red where a position drops below its headcount target. Click a red band to see the gap.

Manning (or Monthly Calendar)

A month at a time. Crew with manning access see the Manning view with

headcount by position; everyone else sees the Monthly Calendar of who is

off on each day.

Adding Time Off

The quick way — drag on the timeline

Drag across empty space in a crew member's row. The Add Leave form opens with

those dates already filled in. Confirm and it is on the board.

The form

Click Add Leave. Because this is the Planner, the form is deliberately

short — there is no balance, no deduction figure, no flights, and no approval:

• •Crew Member
• •Leave Periods — one or more dated blocks, each saved as its own bar.

Use one period per movement: rotation leave, then a travel day, then

rotation again, rather than one long block.

• •Leave Type — see below
• •Note

Click Add Leave (or Add 3 Periods, and so on) and the board updates

straight away.

Planner leave types

The Planner uses the day-code names rather than the standard leave names:

Every one of them counts as off board, including a single travel day — a

crew member with a bar covering today shows as On Leave on the crew list

whatever their stored status says. None of them touches a leave balance,

because the Planner does not keep one.

Editing the Board

• •Move a bar — drag it left or right.
• •Change its length — drag either end.
• •Open it — click it, to edit the type, dates or note, or to delete it.

Every change is confirmed before it saves, and writes immediately — there is

no approval queue behind it.

If a crew member comes back early, toggling them On board from the crew

list ends the bar that covers today rather than leaving it running.

Building a Whole Rotation at Once

Build rotation lays out a two-person rotation across months in one action

instead of adding each stint by hand.

• •Click Build rotation.
• •On board first and Relief (swaps in) — the two crew who share the slot.
• •Rotation pattern — pick 2:2, 3:3 or 6:6, or type a custom stint in weeks or months (1–24).
• •[Name] joins — the anchor date the first person comes aboard.
• •Plan until — how far ahead to lay the rotation out.
• •Handover overlap — 0–5 days where both are aboard at each changeover.
• •Click Build rotation.

The two crew are written as alternating off-stints, so one of them is always

aboard. Watch them interlock on the Timeline with On-board switched on.

This replaces existing rotation leave for both crew inside the date range.

Other leave types are left alone, but any rotation bars already in the window

are cleared and rebuilt — so set Plan until to the period you actually

mean to redraw.

Manning Targets and Gaps

The Configuration tab sets the headcount each position should have aboard.

The Timeline then draws a red manning gap band on any date where the crew

actually aboard falls below that target, and puts a red dot on the month

scrubber so you can find the gap without scrolling the year.

The gap rows and the on-board blocks are worked out from the same data, so

they can never contradict each other.

Exports

Export offers three reports:

• •Crew Rotation Schedule (Excel)
• •Crew Rotation Schedule (PDF)
• •Manning Gap Report (PDF)

Tips

• •Enter one period per movement rather than one long block — the board reads as the real sequence of joins, travel and time off, and the exports follow it.
• •Turn On-board on before checking a rotation. Gaps between two people's time off are the point of the board, and they are invisible with it off.
• •Set the manning targets in Configuration first. Until a position has a target there is nothing for a gap to be measured against, so no gap will ever show.
• •Build rotation is destructive to rotation bars in its window — check Plan until before confirming.
• •The Planner keeps no leave balance. If a vessel needs balances, MLC accrual tracking and the Leave Balance report, it wants Leave mode instead — see the Leave Management guide.