User Settings
This module provides administrators with comprehensive tools to manage and configure user profiles, permissions, and settings.
Overview
The User Settings module manages various aspects of user accounts, including access permissions, personal information, and documentation. This module ensures that each user has the appropriate access to perform their tasks efficiently and securely.
Key Features
User Roles and Permissions
Account
Change Password
Personal Info
Address
Employment
Certificates
Leave
Emergency Contact
File Manager
Feature 1 : User Roles and Permissions Overview User Roles define the access levels and permissions assigned to each user within the system. This feature ensures that users have the appropriate rights to perform their tasks while maintaining data security and integrity.
Key Functions
Role Definition – Create and define user roles based on job functions and responsibilities.
Permission Settings – Assign specific permissions to each role, controlling access to various modules and features.
Role Assignment – Assign roles to individual users, determining their access level within the system.
Role Hierarchy – Establish role hierarchies to reflect organizational structures.
Step-by-Step Guides
Access User Roles
Navigate to the User Settings module.
Select "Roles".
Create a New Role
Click on "Add New Role".
Enter the Role Name (e.g., Administrator, Manager, Crew Member).
Define the Role Description.
Set Permissions
Assign permissions by selecting the modules and features the role can access.
Use checkboxes to grant or restrict specific actions (e.g., view, edit, delete).
Save the Role
Click "Save" to create the new role.
FAQs
Q: Can a user have multiple roles?
A: No, a user cannot be assigned multiple roles.
Q: How do I modify an existing role?
A: Select the role from the Roles list, make the necessary changes, and save the updates.
Feature 2: Account Overview Manage basic account settings such as profile picture, name, and contact details. This feature ensures that each user's account information is up-to-date and accurate.
Key Functions
Profile Picture – Upload or change the user's profile picture.
Name – Set or update the user's name.
Contact Information – Update email addresses and phone numbers.
Step-by-Step Guides
Access Account Settings
Navigate to the User Settings module.
Select "Account" from the menu.
FAQs
Q: Can I change my username after setting it?
A: Yes, you can update your username at any time through the account settings.
Feature 3: Change Password Overview The Change Password feature allows users to update their account passwords, enhancing security and preventing unauthorized access.
Key Functions
Password Update – Change the current password to a new one.
Step-by-Step Guides
Access Change Password
Navigate to the User Settings module.
Select "Change Password" from the menu.
FAQs
Q: How often should I change my password?
A: It's recommended to change your password every 3-6 months for optimal security.
Q: What should I do if I forget my password?
A: Use the password recovery option on the login page, answer your security questions, and follow the prompts to reset your password or contact our Customer Support Team.
Feature 4: Personal Info Overview Manage all personal information, including passport, visa, and seamans book details. This feature ensures that all critical personal data is updated and synced with the Crew Management module.
Key Functions
Personal Details – Store personal information such as name, date of birth, and nationality.
Passport and Visa – Enter and track passport and visa information.
Seamans Book – Record seamans book details and validity.
Step-by-Step Guides
Access Personal Info
Navigate to the User Settings module.
Select "Personal Info" from the menu.
Update Personal Details
Enter information such as name, date of birth, and nationality.
Enter Passport and Visa Details
Click on the "Passport and Visa" tab.
Enter passport number, issue date, expiry date, and visa details.
Record Seamans Book Details
Click on the "Seamans Book" tab.
Enter the seamans book number, issue date, and expiry date.
Save Changes
Click "Save" to update personal information.
FAQs
Q: Can I upload digital copies of my passport and visa?
A: Yes, you can upload digital copies within the relevant sections.
Q: How do I sync this information with the Crew Management module?
A: The information is automatically synced with the Crew Management module upon saving.
Feature 5: Address Overview Store and manage the crew member's address information. This feature ensures that all address details are updated and readily available.
Key Functions
Primary Address – Enter and update the crew member's primary residential address.
Step-by-Step Guides
Access Address Settings
Navigate to the User Settings module.
Select "Address" from the menu.
Enter Primary Address
Fill in the fields for street address, city, state, postal code, and country.
FAQs
Q: How do I update my address information?
A: Access the address settings, make the necessary changes, and save the updates.
Feature 6: Employment Overview The Employment feature manages all employment-related information, including contracts, leave, bank details, and payslip history. It ensures that crew members' employment records are up-to-date and accessible, facilitating smooth HR operations and compliance with labor regulations.
Key Functions
Contract Management – Store and manage employment contracts.
Leave Management – Track and approve leave requests.
Bank Information – Maintain bank details for salary payments.
Payslip History – View and generate payslips.
Leave Balance – Monitor leave balances and entitlements.
Step-by-Step Guides
Access Employment Settings
Navigate to the User Settings module.
Select "Employment" from the menu.
Manage Contract Deatils
Enter contract details, including Position, Start Date, End Date, Salary, and Terms.
Save the contract to the user's profile.
Track Leave
Go to the Leave tab within the Employment settings.
Review leave balance and history.
Approve or deny leave requests submitted by the crew member.
Update Bank Details
Click on the "Bank Information" tab.
Enter bank details, including Bank Name, Account Number, IBAN, and SWIFT/BIC.
Save the information for salary payments.
View Payslip History
Navigate to the Payslip History tab.
View and download previous payslips.
Click "Payslip" on the top of the page, to create a new payslip for the current pay period.
FAQs
Q: Can crew members view their own payslip history?
A: Yes, crew members with appropriate permissions can access their payslip history in their personal user settings.
Feature 7: Certificates Overview The Certificates feature provides a structured system for tracking crew certifications, ensuring compliance with regulatory requirements and avoiding operational disruptions.
Key Functions
Certification List – Maintain a centralized database of all required certifications.
Expiration Alerts – Receive notifications for upcoming certification expirations.
Renewal Management – Track the renewal process and store updated certificates.
Step-by-Step Guides
Access Certificate Settings
Navigate to the User Settings module.
Select "Certificates" from the menu.
Add a New Certificate
Click on "Add".
Enter certification details, including Certification Type, Issuing Authority, Issue Date, and Expiry Date.
Upload a digital copy of the certification.
Set up notification date for renewals by specifying a notification.
Save the certification record.
Monitor Certification Status
Review the Certificates in Crew Management to check the status of all certifications.
FAQs
Q: How do I get notified of expiring certifications?
A: The system will automatically alert you when certifications are approaching expiry based on the notification date you set.
Q: Can I upload digital copies of certificates?
A: Yes, all certificates can be uploaded and stored within the system.
Feature 8: Leave Overview The Leave feature allows crew members to request leave and view their leave history. This ensures that leave entitlements and balances are managed effectively, promoting fair and transparent leave policies.
Key Functions
Leave Requests – Submit and approve leave requests.
Leave History – Access a record of all past leave taken.
Step-by-Step Guides
Submit a Leave Request
Navigate to the Leave section in the User Settings.
Click on "Leave".
Enter leave details, including Start Date, End Date, and Leave Type (e.g., Vacation, Sick Leave).
Submit the request for approval.
Approve or Deny Leave Requests
In the Crew Management, go to the Leave tab.
Review pending leave requests.
Approve or deny the request, providing any necessary comments.
FAQs
Q: How do I know if my leave request has been approved?
A: You will receive a notification once your leave request is reviewed and a decision is made.
Q: Can I see how much leave I have remaining?
A: Yes, the Leave section in Crew Management will show your current leave entitlements and remaining balance.
Feature 9: Emergency Contact Overview The Emergency Contact feature ensures that important contact information for emergencies is stored and readily accessible. This information is crucial for the safety and well-being of crew members.
Key Functions
Contact Information – Store and update emergency contact details.
Relation – Specify the relationship to the emergency contact.
Multiple Contacts – Add more than one emergency contact if needed.
Step-by-Step Guides
Add an Emergency Contact
Navigate to the Emergency Contact section in the User Settings.
Click on "Add Emergency Contact".
Enter contact details, including Name, Relationship, Phone Number, and Email Address.
Save the contact information.
FAQs
Q: Can I add more than one emergency contact?
A: Yes, you can add multiple emergency contacts if needed.
Feature 10: File Manager Overview The File Manager feature allows you to store and manage important crew documents securely. This centralized repository ensures that all relevant documents are easily accessible and organized.
Key Functions
Document Upload – Upload and store various types of crew documents.
Folder Organization – Create folders to categorize documents logically.
Step-by-Step Guides
Access File Manager
Navigate to the File Manager section in the User Settings.
Upload a Document
Click on "Upload".
Select files from your device or drag and drop them into the upload area.
Assign the document to an appropriate folder.
Save the document.
Organize Folders
Create new folders by clicking "New Folder".
Name the folder and save.
Drag and drop documents into the correct folders.
FAQs
Q: What types of documents can I store in the File Manager?
A: You can store various file types, including PDFs, Word documents, images, and more.
Q: Can I restrict access to certain documents?
A: Yes, you can set permissions to control who can view or edit specific documents.
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