Ship Crew Management System & Payroll (CMS)

Power that makes Crew Management - Child’s play!

SBN Technologics>>Crew Management System

Our feature rich Crew Management System and Payroll Software for Ships, addresses both basic and advanced needs of Ship Fleet Owners, Ship Managers (main fleet, offshore, tugs and boats) and Manning/Crewing companies (main fleet, shipyards and yachts) alike. The product is used by Small, Medium and Large fleet owners and is highly flexible.The product supports Crewing and its related operations like Planning, Crew appraisals, Allotments, P & I both in your offices as well as onboard your vessels. A Payroll module can be integrated with the crewing module and helps in crew payroll related calculations such as crew wages, overtime, leave pay, cash to master, allotment and various other expenses. Filipino wage computation as per POEA is also taken care off. SHIPMATE Crew Management System offers the versatility to control all operations distinctive to Western or Eastern ship management styles.

Features of SHIPMATE Crew Management System and Payroll Software for Ships

  • Storing and managing Seafarer’s basic data such as CVs and crew list
  • Print any format of CVs and crew lists
  • Create employement contracts in seconds using predefined templates
  • Manage briefing, Debriefing and pre- departure crew lists
  • Managing, storing and emailing scanned documents
  • Sends alerts when crew certificates are expiring
  • PR computation (Salary based & Contract based) is with 100% accuracy and done on time
  • Graphical planning - planning of seafarers graphically based on DOA/Relief due up to a time frame of 3 years. Integrates with Seafarer OCIMF (experience) matrix
  • Analysis of compliance requirements related to company, flag, owner, vessel type, STCW.
  • Manage performance appraisal, promotion/demotion of seafarers
  • Data analysis & MIS reporting
  • Medical insurance of seafarer
  • Organize training for seafarers
  • Manage and track Illness/Injury, P&I claims and their status
  • Design forms, reports and letters based on customer requirements
  • Automate new applicant data processing
  • Directly integrate new crew applications coming from your website with SHIPMATE database
  • Manage allotment processing of seafarers with remittance facility
  • Fillipino wage Computation meeting POEA requirements
  • Manage users with appropriate access controls in place

Interface with

  • Ticketing systems of travel agents- including INSTONE, VCK Travel & Griffins etc
  • Seagull, Videotel Training System
  • DG Shipping
  • OCIMF and Q88 for uploading matrix
  • Banks and Financial softwares for payment and transaction records

On Vessel functions for

  • Uploading seafarer personnel info
  • Seafarer performance appraisal
  • Manage Payroll Computation and Master's Cash Account
  • Perform Sign on/Sign off
  • Record Vessel D&A, Illness/injury

Industry Compliance

  • ILO/MLC 2006
  • SEPA

Additional Plug- Ins

“Specialized tools for specific needs”

SHIPMATE Plug-Ins add power to our solutions which are already installed at your end by addressing your needs such as New Applicant Management, Graphical Planning, Ticketing, Rest Hour- Work Hours Management, and Seafarer Appraisal Management.

“Advanced management of prospective crew pool”

Designed to store records of applicants, who may either apply offline. The transfer of data for applicant database to the main database when an applicant is selected is a single click operation.


  • User-friendly interface
  • Easy data entry and maintenance
  • Automated workflow that advances candidates through the hiring process
  • Seamlessly integrate an interactive careers section into your existing website.
  • Jobs are automatically updated without IT or webmaster intervention. HR controls it all!
  • Helps in storing info, review and follow-up of the applications received
  • Store interview details and also maintains the scanned CV of the seafarer.
  • Reporting and Analysis
  • Duplicate Candidate Prevention

“Planning a seafarer’s voyage for better management”

Designed to graphically plan a seafarer’s next tour of duty. Helps in planning of seafarers based on DOA/Relief due up to a time frame of 3 years. As the data displayed is in a graphical mode, it is relatively simpler to understand and also to plan the seafarer’s schedule. This allows in better batch planning and rotation planning


  • Simplifies planning process and saves a lot of time
  • Helps to identify best possible replacement for on board crew
  • Helps to plan considering what-if scenarios with respect to regulations and requirements
  • Drag and drop tool allows rank based or vessel based crew planning

This module enables users to manage P & I cases. The workflow starts from the illness/injury report.


  • Records all expenses related to an incident
  • Records repatriation and joiners expenses
  • Case remains open till the claim amount is recovered or closed
  • Provision to attach scanned copies of supporting documents
  • Generates automatic reminder/ follow-up message
  • Provision to electronically file cases in the future
  • Provision to query the records based on various filters

“Seamless integration for better seafarer travel management”

Designed to automate the ticket booking process for seafarers.


  • Generate booking request for multiple seafarers at a time
  • Review quotations, choice of routes and select suitable options
  • Manage approval of bookings, handover of tickets, and management of invoices from travel agent
  • Book and cancel tickets with refund tracking
  • Track refund status for cancellations
  • Interfaces with accounting software
  • Interfaces with travel agent software like INSTONE, VCK Travel and Griffins making it convenient for both the manning office and the travel agent to track ticket requests made from office

"Work & Rest Monitoring made easy”

From the Ship owner to the Captain, everybody understands the importance of rest hours for the crew and the detrimental effects if they are not followed according to the set rules. A viable, transparent and systematic system tool is what we have for better management of rest hours.

SHIPMATE Work and Rest Hours the Master can keep track of the schedules of Seafarers and avoid huge penalties caused due to the violation of seafarer work hour regulations . It can be adapted for STCW / ILO or MLC 2006 requirements. The module can be resident on board and can communicate with an office module (if desired) so that office can also monitor the information on all vessels.


  • In compliance with - Maritime Labour Convention 2006, ILO Convention (No. 180), STCW -2010 (Standard of Training, Certification and Watch Keeping) including Manila ammendments and US OPA 90 (Oil Pollution Act of 1990).
  • Maintain and generate crew lists, individual crew records and generate IMO crew list.
  • Can handle International Date Line crossing
  • Can be installed independently on one or more PCs
  • Facility to maintain Ship Schedule and settings
  • Time Adjustment Hour feature (+1 and -1 hours in a day)
  • Facility to calculate and export overtime records and integrate with payroll
  • Enter default shift patterns to simplify the logging of daily work or rest hours for each seafarer - only adjustments to the default shift pattern needs to be made.
  • Enhanced overtime feature enabling companies to easily analyze detailed overtime costs.
  • Highly simplified data entry
  • Equips the Master with the capability to identify crew members who can be used for a task (say bunkering) without violating the act
  • Additional activities(custom) will be highlighted in the Time Entry
  • Checks compliance with intricate rules that are difficult to calculate manually, including exceptions to the basic rules.
  • Allows crew work/rest hour records to be maintained electronically and helps to demonstrate compliance with rest hour regulations
  • Permission and controls can be enabled to secure data in the timesheets.
  • Maintains Audit details

“Understanding the system inside out for rewarding performance”

Unlike many others, we understand the fact that performance appraisal systems for seafaring professionals is totally different from those on the shore. Our system helps in identifying the right personnel, managing performance targets and rewarding the performers.

  • Entry of appraisals through Excel, Direct form entry and scanned entry
  • In case of an open appraisal system, crew comments can be entered by the seafarer on board
  • Define workflow for process of reviewing appraisal in office
  • Track and ensure the appraisal process and the training requirements for each seafarer has been completed

SHIPMATE’s interactive module for Seafarers.


  • Can be accessed through computers, smartphones and tablets
  • Seafarer can view:-
    • Alerts
    • vessel plan
    • travel itinerary
    • allotment status
    • payslips,
    • training reservations
  • They can
    • Enter feedbacks
    • reply to letters
    • inform date of availability
    • submit expense claims
  • Upload scanned certificates

The data entered though this module needs to be approved by the designated users for being accepted into SHIPMATE database.

Flag State Document Tracking System

This module provides guidelines for applying for a new seafarer document and keeps track of the same. Each document can be associated with a defined process and the time required for each process is alsocaptured in the system. The system calculates the number of days due for completion of each process andif the process is not completed within the stipulated time frame, reminders are automatically sent todesignated users. Once the documents are received, the system automatically updates the seafarer’s records.