When you are recruiting a new crew member, there are steps that must be followed so that the SEA can be created and the crew member is paid at the end of the period.
Step 1: Request to Recruit
Click the button 'Request to Recruit'. This can be found at the top right of the page and looks like a '+' next to the settings cog icon.
You will then need to fill in the information for the crew member you are requesting the approval to recruit for.
When completed, click 'Send Request'. This will send the completed recruitment request and any attachments to the Voly Crew team for their approval. The person who has submitted the form along with any admins (with payroll permission for the account) will be in copy to that email.
You will be able to see all open requests within the invitations tab of the 'User Management Page.
Step 2: Request Approval or Denial
When a request to recruit is approved or denied, an email notification is sent to the person who submitted the request, along with all payroll admins for the vessel.
When a request is approved, the crew member is automatically added to the vessel and sent an email:
For new Workrest users – This will invite them to create their password and set up their account.
For existing Workrest Users – This will be a notification email letting them know that they have been added to a new vessel.
Step 3: Crew member adds their profile information
The crew member will need to go to their profile and fill out their profile, medical, documents and bank account information. For more information on this please click here.
You can track the progress of this in the user management. For more information on this click here.
Step 4: Add the crew members contract information
A basic contract will have been created for the crew member with the information from the approved request. You can see the completed percentage of the contract within the 'User Management' page.
This will show in the contract area of the user profile and you (as a payroll admin user) will need to add the additional information to complete the contract. You can do this by clicking into the contract percentage value. This will take you to a contract review page where you can click the pencil icon to update the relevant sections.
Note: Crew members cannot add or update their own contract information.
Step 5: The SEA is created
The SEA is issued based on the information uploaded within the contract and crew profile.
Step 6: Add their Leave and Payroll information
Once the contract is added you can begin adding leave for the crew member using the leave table. For more information on this, click here.
The crew member will also be visible within the payroll table for any pay period with an active contract. You will be able to add any salary adjustments for them here. For more information on this, click here.