New Joiner
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.
Request Approval to recruit
Get in touch with the VCS team requesting approval to recruit. You will need to provide the crew members full name, email address and crew rank
Crew Member is Added to Workrest
Once approved to recruit, the crew member is added to Workrest by the team.
Once added they will receive an email.
For new Workrest users – This will invite them to create their password and account.
For existing Workrest Users – This will be a notification email letting them know that they have been added.
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.
You can track the progress of this in the user management.
For more information on this please see ‘Updating Your profile information’.
Add the crew members contract information
You (as a payroll admin user) will need to add all the crew member's contract information to the platform.
Crew members cannot add their own contract information.
For more information on this, click here.
The SEA is created
The SEA is issued based on the information uploaded within the contract and crew profile.
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.
Crew Termination
If a crew member is leaving the vessel you will need to end their contract and finalise their termination within the platform.
End the crew member’s contract
There are multiple ways to do this:
User Management - Navigate to user management, locate the crew member, at the end of the user line click the three dots and click remove.
User Profile – Navigate to the crew profile by clicking on their name from the leave or payroll tables. At the top right of the page you will see a red button labelled remove.
User Contract – Navigate to the contract area for the crew member, either by clicking on their name from the leave or payroll tables, then click contracts. Click into the contract end date box.
Any of the above steps will lead to a pop-up box where you will need to input the crew members final day on board, the reason for their leaving the vessel and an option to add any relevant attachments.
Add final salary adjustments
Navigate to the payroll table for the current month and add any payout or salary adjustments that may be necessary.
Payout Types –
Leave payout - to payout for any remaining leave
Notice payout - to pay the days left in the notice period in lieu of working a notice period.
More information can be found in the salary adjustments section of ‘Submitting payroll’
Finalise the Termination
In the Actions column, you will see a person Icon labelled finalise termination when havered over. Click this to open the termination pop-up.
This pop-up will display a read-only summary of the crew member’s details, including name, position, department, termination date, adjustments and final payment breakdown. If anything here is incorrect, close by clicking the ‘x’ and modify the applicable information.
After checking the information is all correct, you can add any optional comments then Select Finalise Termination. This will then notify the team at Voly crew, who will follow up on this.
The system will prevent finalisation if the crew member has any unapproved leave.
Once finalised, the crew member’s row is automatically locked to preserve the finalised payroll figures.
Reversing a Termination
If a crew member’s row is later unlocked, the termination finalisation is automatically reversed. The person icon reappears in the Actions column, indicating that the termination must be reprocessed.