Crewing software for Indonesian manning agencies
Ready to join.
Ready for audit.
Ready to bill.
CrewSoft brings crew profiles, documents, trips, and principal billing into one system. Your agency knows who is ready to join, which documents are missing, and what to bill this month.
Free assessment, no commitment. Features and modules are tailored to your needs.
For licensed (SIUKAK) manning agencies supplying crew to domestic and foreign principals.
1.55 millionseafarers registered with the Ministry of Transportation
No. 3seafarer supplier worldwide (ICS)
Why CrewSoft
Crewing still runs on Excel, WhatsApp, and shared folders
While the data stays scattered, simple questions from principals take a long time to answer.
Expired certificates surface right before joining
An expired BST or medical only shows up when the principal asks for documents.
Every principal has different requirements
Each principal keeps its own document list per rank and vessel type. Often that list lives only in a senior staff member's head.
Crew data is typed again and again
Application forms, SEA contracts, crew lists, and visa forms are filled in from scratch for every trip.
Agency fees are calculated by hand every month
Service days are pieced together from scattered sign-on and sign-off records. A one-day difference turns into a debate with the principal.
One record, every document
Frequent data errors?
Entering the same data again and again?
CrewSoft keeps crew data centralized in one place. From that single record, CrewSoft generates the contracts, forms, and documents you need, with no retyping.
Generated from the same record
- SEA contract (MLC 2006)
- IMO crew list
- Guarantee letter
- Visa form
- Principal forms
- Principal invoice
How it works
From crew profile to invoice, one flow
Each step reuses data from the step before, so far less gets retyped.
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Step 1
Profile and documents
Create a profile, or import one from a DOCX application form; the import is set up to match your format. Upload up to 20 files at once; OCR helps fill in numbers and dates, and staff review before saving.
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Step 2
Checks and readiness
Documents are matched against the principal's requirements for the rank and vessel type. Genuine certificates are verified automatically with DGST, so checks take far less time.
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Step 3
Trips and sign-on
Prepare each seafarer with a checklist for principal approval, documents, medical, and tickets. Sign-on is blocked when dates overlap or the seafarer is medically unfit. At sign-off, the trip becomes sea service history.
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Step 4
Principal billing
Each month's onboard service days become a draft invoice per principal. Issue it with an official number, print it in English, then record the payment.
Features
Your crewing team's core work, in one app
Crew and assignments
- Crew database with filters for principal, availability, status, pool type, and department.
- Crew profile: readiness summary, personal data and next of kin, documents, sea service, issued documents, and audit trail.
- Trips and onboard: prepare, sign on, transfer between vessels, promote, sign off.
- Crew planning: roster per vessel, sign-off schedule, positions needing relief within 30 days, shortlists from the pool.
Principals and fleet
- Document requirement matrix per principal, rank, and vessel type. Changes apply right away to all of that principal's crew.
- Profiles and fee policies: agency fees for officers and ratings, union dues, mobilization costs, payment terms.
- Fleet: particulars (IMO, MMSI, call sign, flag, GT/DWT) and minimum safe manning checks.
- Versioned CBAs and wage scales. Crew contracts always reference the version in force when they were signed.
Compliance and documents
- Certificate validity for all crew: COC, COP, seaman's book, medical. Alerts for anything expiring within 90 days.
- DGST verification: genuine seafarer certificates can be verified automatically, so checks take far less time.
- Company licenses: SIUKAK, MLC, ISO, ISM Code, with audit and renewal schedules.
- Document templates: upload your agency's DOCX templates or PDF forms (SEA MLC 2006, crew list, guarantee letter, visa form), map the fields once, then fill them from crew data. Empty fields are flagged, and every issued document is saved as a frozen snapshot.
Finance and reports
- Principal billing: drafts from monthly onboard tracking, issued with official numbers, payment status through to paid.
- Crew reports: sea days, number of trips, average trip length, and returning crew.
- Operations and management dashboards: crew onboard and on standby, document alerts, manning per vessel, crew distribution by principal.
- Two languages: Indonesian or English interface; documents for principals are printed in English.
Ready for audit
Genuine certificates, verified automatically
DGST verification checks seafarer certificates for authenticity right from CrewSoft. Checks that used to take time are done much faster, and the result is recorded on the crew profile.
For quality audits, the QMS module keeps your manuals and procedures with a full revision trail and evidence. It is a separate module you can add when you need it.
- Holder
- Rizky Pratama
- Checked
- 12 Oct 2026 · 09:41
- Verification
- Automatic
- Result
- Genuine, recorded on profile
Received 3 Oct 2026 · applies to all vesselsEmail evidence (PDF)
6 documents · used for new crewSample data
Ready to bill
Service days become invoices, with no re-tallying in Excel
Every sign-on, sign-off, and vessel transfer flows into monthly tracking. Agency fees are calculated as monthly rate × service days ÷ calendar days; joining and leaving days both count, and one-off costs apply only at the first sign-on.
Data security
Crew data belongs to your agency
Passports, seaman's books, medicals, and crew bank details are personal data protected under Indonesia's Personal Data Protection Law (UU 27/2022). In CrewSoft, each agency's data is kept in a separate database and is not shared without your permission.
Your data is not shared with any company, including our affiliates, without your permission.
- One agency, one databaseEach agency gets its own instance. Your data is never mixed with another agency's.
- Audit trailWho changed what and when, including when crew data was opened. The log is append-only and cannot be edited.
- Individual staff accountsEach staff member signs in with their own account, so every change is recorded under their name. Only a Super Admin can force-delete records and manage users. Crew bank account numbers are masked on screen.
- Tested backupsBack up the database and all document files in one click, with the restore tested right away.
Built at the crewing desk, not in a meeting room
CrewSoft grew out of day-to-day crewing operations that place crew with foreign principals, including audits by those principals. Its core workflow is already in daily use, from application forms to agency fee invoices.
The logo comes from signal flag C (Charlie) in the International Code of Signals, which means "yes". That is the answer you want to give every time a principal asks whether the crew is ready.
Plans & pricing
Plans that scale with your agency
Every plan includes the core modules. Choose by the number of vessels and crew, then add the QMS module or on-request modules if you need them. Features can still be customized.
Starter
Small agencies
IDR 2.5M/month
- Vessels
- Up to 5
- Seafarers in database
- 300
- Staff users
- 3
- Core modules
- Included
- QMS module
- Add-on
- On-request modules
- By quote
Basic
Growing agencies
IDR 5M/month
- Vessels
- Up to 15
- Seafarers in database
- 1,500
- Staff users
- 7
- Core modules
- Included
- QMS module
- Add-on
- On-request modules
- By quote
Pro
Established agencies
IDR 12M/month
- Vessels
- Up to 50
- Seafarers in database
- 5,000
- Staff users
- 20
- Core modules
- Included
- QMS module
- Add-on
- On-request modules
- By quote
Enterprise
Large agencies, dedicated server
Contact us
- Vessels
- More than 50
- Seafarers in database
- Flexible
- Staff users
- Flexible
- Core modules
- Included
- QMS module
- Add-on
- On-request modules
- By quote
Setup and data migration start at IDR 10 million, paid once, depending on your data and templates. Pay annually and get 12 months for the price of 10. Prices exclude VAT.
What each module covers
Core modules
The foundation for every agency
- Crew database and profiles
- Documents, validity, and DGST verification
- Principal requirements and join readiness
- Trips, sea service, and crew planning
- Contracts, crew lists, and forms from templates
- Agency fee billing to principals
- Company licenses and dashboards
QMS module
A separate module for quality audits
- Versioned quality manuals and procedures
- Revision trail with email evidence
- Crew briefing packs
- Manual chapters and files in one place
On-request modules
Built and customized for your agency
- Automatic crew reminders: expiring certificates and joining schedules, via WhatsApp or email.
- Crew payroll: from CBA wage scales, prorated by days onboard.
- Recruitment: seafarer talent pool, online tests, and candidate import into crew profiles.
Scope and timeline are agreed together before work starts.
Free assessment
Tell us about your agency's crewing challenges
We look at your agency's workflow and pain points, then show you how CrewSoft solves them. If it fits, you can subscribe. If not, that's fine: no commitment.
- A demo with sample data, following your agency's workflow.
- Features and modules tailored to your needs.
- A written plan proposal, with no obligation to subscribe.
Tanjung Priok, North Jakarta 14330, Indonesia
FAQ
Frequently asked questions
- Is our agency's data kept separate from other agencies?
- Yes. Each agency gets its own instance and database. CrewSoft never stores data from several companies in one database.
- Can we move over from our existing Excel files and folders?
- Yes. During setup, we help move your crew, documents, vessels, and principals over from Excel and your folders.
- How does DGST certificate verification work?
- Genuine seafarer certificates can be verified automatically right from CrewSoft, so checks take far less time. The result is recorded on the crew profile.
- Our principals use different forms and contracts. Will they work?
- Yes. Your DOCX templates and PDF forms are mapped to CrewSoft data, including rules per principal, vessel, and rank. Crew data only needs to be entered once for every document.
- Can the features be tailored to our needs?
- Yes. Features and modules are customized to your agency. Modules for automatic crew reminders, crew payroll, and recruitment are built on request.
- Is there a trial period?
- We start with a free assessment: we learn about your agency's challenges, show you CrewSoft with sample data, and propose a plan. If it fits, you subscribe. If not, that's fine. No commitment.
- How much does it cost?
- Plans start at IDR 2.5 million per month for agencies with up to 5 vessels. Setup and data migration start at IDR 10 million, paid once. The QMS module and on-request modules are priced separately; see Plans & pricing for details.
- Is it available in English?
- Yes. The interface can be switched between Indonesian and English at any time. Invoices and documents for principals are printed in English.
- How do we get started?
- Fill in the form above or message us on WhatsApp. We will show you CrewSoft with sample data, then discuss the modules and plan that suit your agency.
Ready to join. Ready for audit. Ready to bill.
See CrewSoft with sample data in a free, no-commitment assessment.