To save you time when you’re creating seafarer profiles, you can upload batches of seafarer data, documents, and notes into Martide in one go. We’ll cover all import types on this page, as well as the rules that must be followed for a successful import.
How to Bulk Import Seafarer Profiles
Login to your Martide account and go to Settings > Data Imports:
Click on Data Imports and you will see this page:
All the sections in a seafarer’s profile are listed. Click on the one you want to add data to. You will see something like this:
Click the Download Sample File button, and you will see this:
Open the spreadsheet and you will see this:
The columns are different depending on what data you are entering – the above example is for seafarers’ addresses.
All spreadsheets have a couple of example entries for you to follow. If a column has data in it, you must also enter that data. If a column is left blank in our example, it is not compulsory to enter data. For example, column G (address_street_2) can be left empty if your seafarer doesn’t have a second line of address.
How to Upload Spreadsheets when Bulk Importing Seafarer Data
When you have entered all your seafarers’ addresses, save the file and go back to the section you are uploading data to in Martide:
Click the Browse File button or drag and drop the spreadsheet into the system.
When you’ve done that, scroll down the page and you will see a preview of the first 10 rows of your spreadsheet:
Scroll along the preview to make sure everything is correct. If there is an error, it will show in red in the last column of the preview:
Click the Confirm Import button when you have fixed the errors, and the data will be imported into Martide. You will receive an email when the import is done.
A Couple of Notes About Importing Data into Seafarer Profiles
We highly recommend you start with importing seafarer profiles as this is the only way to create new seafarers and/or get access to existing ones.
You can upload a maximum of 500 entries at one time.
Imported data will not override the existing data. If required, you need to edit the data directly in Martide. The system will only add data if it is not set.
Rules for Importing Seafarer Profiles Successfully
The following are the different sections of a seafarer’s profile, plus whether that entry is required or optional, the rules for entering data and any reasons for possible errors.
General Errors for Bulk Seafarer Profile Imports
All imports must have an email, first name, last name and date of birth in order to add data for an existing profile. This data must match 100% with the existing profile, otherwise the system will show you the error: "Seafarer is not found."
If there is an existing profile with an email, first name, last name and date of birth, the system will give you access to the existing profile.
If there is an existing profile with a first name, last name and date of birth, but the email is different, the system will show you the error: "We detected a duplicate account with the same name and date of birth." Please contact Martide support.
If there is an existing profile with an email but either the first name, last name or date of birth does not match with a profile, the system will show you the error: "Email is already in use for another seafarer account."
If there are no accounts with the email, first name, last name and date of birth, a new seafarer account will be created.
You must add vessel data to create embarkations. See the Vessels section below for more rules.
Address
Required: Yes.
Rule: The email address must have at least one @ and one . (full stop/period.)
Reasons for errors: The email has not been entered or is invalid.
first_name
Required: Yes.
Rule: The entry must be text only.
Reason for errors: The name has not been entered.
last_name
Required: Yes.
Rule: The entry must be text only.
Reason for errors: The name has not been entered.
date_of_birth
Required: Yes.
Rule: Format must be dd/mm/yyyy
Reasons for errors: The date has not been entered or is entered incorrectly.
address_type
Required: Yes.
Rule: The entry must be one of the following: Home, Billing, Previous, Tax, Work.
Reasons for errors: The address type has not been entered or is invalid.
address_street_1
Required: Yes.
Rule: The entry must be text.
Reason for errors: The address has not been entered.
address_street_2
Required: No.
Rule: If entered, the entry must be text.
address_city
Required: Yes.
Rule: The entry must be text.
Reason for errors: The city has not been entered.
address_country
Required: Yes.
Rule: The entry must be the country’s ISO3 code. For example: PHL for Philippines – check Google if uncertain.
Reasons for errors: The code has not been entered or is invalid.
address_zip_code
Required: No.
Rule: The entry must be letters and numbers.
Reasons for errors: The zip code has not been entered or is invalid.
Bank Account
Required: Yes.
Rule: The email address must have at least one @ and one . (full stop/period.)
Reasons for errors: The email has not been entered or is invalid.
first_name
Required: Yes.
Rule: The entry must be text only.
Reason for errors: The name has not been entered.
last_name
Required: Yes.
Rule: The entry must be text only.
Reason for errors: The name has not been entered.
date_of_birth
Required: Yes.
Rule: Format must be dd/mm/yyyy
Reasons for errors: The date has not been entered or is entered incorrectly.
beneficiary_bank_account_type
Required: Yes.
Rule: The entry must be one of the following: Primary, Second, Third, Fourth.
Reasons for errors: The bank type has not been entered or is invalid.
beneficiary
Required: Yes.
Rule: The entry must be text.
Reason for errors: The bank type has not been entered.
beneficiary_iban
Required: Yes.
Rule: The entry must be a number.
Reason for errors: The IBAN has not been entered.
beneficiary_swift_bic
Required: Yes.
Rule: The entry must be text.
Reason for errors: The SWIFT/BIC has not been entered.
beneficiary_payment_split
Required: Yes.
Rule: The entry must be a number from 0 - 100.
Reason for errors: The payment split number has not been entered.
beneficiary_address_street_1
Required: No.
Rule: if entered, the entry must be text.
beneficiary_address_street_2
Required: No.
Rule: if entered, the entry must be text.
beneficiary_address_city
Required: Yes.
Rule: The entry must be text.
Reason for error: The city has not been entered.
beneficiary_address_country
Required: Yes.
Rule: The entry must be the country’s ISO3 code. For example: PHL for Philippines – check Google if uncertain.
Reasons for errors: The code has not been entered or is invalid.
beneficiary_address_zip_code
Required: No.
Rule: The entry must be letters and numbers.
Reasons for errors: The zip code has not been entered or is invalid.
beneficiary_bank_name
Required: Yes.
Rule: The entry must be text.
Reasons for error: The bank name has not been entered.
beneficiary_bank_city
Required: Yes.
Rule: The entry must be text.
Reasons for error: The bank city has not been entered.
beneficiary_bank_country
Required: Yes.
Rule: The entry must be the country’s ISO3 code. For example: PHL for Philippines – check Google if uncertain.
Reasons for errors: The code has not been entered or is invalid.
intermediary_bank_name
Required: Yes, if another intermediary has been set.
Rule: The entry must be text.
Reasons for error: The bank name has not been entered.
intermediary_iban
Required: Yes, if another intermediary has been set.
Rule: The entry must be a number.
Reasons for error: The IBAN has not been entered.
intermediary_swift_bic
Required: Yes, if another intermediary has been set.
Rule: The entry must be text.
Reasons for error: The SWIFT/BIC has not been entered.
intermediary_bank_city
Required: Yes, if another intermediary has been set.
Rule: The entry must be text.
Reasons for error: The bank city has not been entered.
intermediary_bank_country
Required: Yes, if another intermediary has been set.
Rule: The entry must be the country’s ISO3 code. For example: PHL for Philippines – check Google if uncertain.
Reasons for errors: The code has not been entered or is invalid.
Education
Required: Yes.
Rule: The email address must have at least one @ and one . (full stop/period.)
Reasons for errors: The email has not been entered or is invalid.
first_name
Required: Yes.
Rule: The entry must be text only.
Reasons for error: The name has not been entered.
last_name
Required: Yes.
Rule: The entry must be text only.
Reasons for error: The name has not been entered.
date_of_birth
Required: Yes.
Rule: Format must be dd/mm/yyyy
Reasons for errors: The date has not been entered or is entered incorrectly.
education_school
Required: Yes.
Rule: The entry must be text only.
Reasons for error: The school’s name has not been entered.
education_country
Required: Yes.
Rule: The entry must be the country’s ISO3 code. For example: PHL for Philippines – check Google if uncertain.
Reasons for errors: The code has not been entered or is invalid.
education_level
Required: Yes.
Rule: The entry must be one of the following: Postdoctorate, Certification, High School, Vocational, Associates, Bachelors, Masters, Doctorate.
Reasons for errors: The education level has not been entered or is invalid.
education_field_of_study
Required: Yes.
Rule: The entry must be text only.
Reasons for error: The field of study has not been entered.
education_grade
Required: Yes.
Rule: The entry must be text only.
education_from_date
Required: Yes.
Rule: Format must be dd/mm/yyyy
Reasons for errors: The date has not been entered or is entered incorrectly.
education_to_date
Required: Yes.
Rule: Format must be dd/mm/yyyy
Reasons for errors: The date has not been entered or is entered incorrectly.
Emergency Contact
Required: Yes.
Rule: The email address must have at least one @ and one . (full stop/period.)
Reasons for errors: The email has not been entered or is invalid.
first_name
Required: Yes.
Rule: The entry must be text only.
Reason for errors: The name has not been entered.
last_name
Required: Yes.
Rule: The entry must be text only.
Reason for errors: The name has not been entered.
date_of_birth
Required: Yes.
Rule: Format must be dd/mm/yyyy
Reasons for errors: The date has not been entered or is entered incorrectly.
emergency_contact_first_name
Required: Yes.
Rule: The entry must be text only.
Reason for errors: The name has not been entered.
emergency_contact_last_name
Required: Yes.
Rule: The entry must be text only.
Reason for errors: The name has not been entered.
emergency_contact_relationship_type
Required: Yes.
Rule: The entry must be text only.
Reason for errors: The relationship has not been entered.
emergency_contact_phone_number
Required: Yes.
Rule: The entry must be the full phone number, including + and country code.
Reason for errors: The number has not been entered or is entered incorrectly.
emergency_contact_phone_type
Required: Yes.
Rule: The entry must be one of the following: Home, Work, Fax, Mobile, Whatsapp, Telegram.
Reason for errors: The number has not been entered or is entered incorrectly.
emergency_contact_street_1
Required: Yes.
Rule: The entry must be text only.
Reason for errors: The street has not been entered.
emergency_contact_street_2
Required: No.
Rule: If entered, the entry must be text only.
emergency_contact_city
Required: Yes.
Rule: The entry must be text.
Reason for errors: The city has not been entered.
emergency_contact_country
Required: Yes.
Rule: The entry must be the country’s ISO3 code. For example: PHL for Philippines – check Google if uncertain.
Reasons for errors: The code has not been entered or is invalid.
emergency_contact_zip_code
Required: No.
Rule: The entry must be letters and numbers.
Reasons for errors: The zip code has not been entered or is invalid.
Employment
Required: Yes.
Rule: The email address must have at least one @ and one . (full stop/period.)
Reasons for errors: The email has not been entered or is invalid.
first_name
Required: Yes.
Rule: The entry must be text only.
Reason for errors: The name has not been entered.
last_name
Required: Yes.
Rule: The entry must be text only.
Reason for errors: The name has not been entered.
date_of_birth
Required: Yes.
Rule: Format must be dd/mm/yyyy
Reasons for errors: The date has not been entered or is entered incorrectly.
vessel_imo
Required: Yes.
Rule: Entry must be 7 numbers.
Rule: Entry must be the number of a vessel your company already has access to. In other words, you must run that vessel’s IMO via the vessel import.
Reasons for errors: The IMO has not been entered or is entered incorrectly.
seafarer_rank
Required: Yes.
Reasons for errors: The rank has not been entered or is entered incorrectly.
actual_left_home
Required: No.
Rule: Format must be dd/mm/yyyy
estimated_left_home
Required: Yes.
Rule: Format must be dd/mm/yyyy
Reasons for errors: The date has not been entered or is entered incorrectly.
actual_sign_on
Required: No.
Rule: Format must be dd/mm/yyyy
estimated_sign_on
Required: No.
Rule: Format must be dd/mm/yyyy
actual_sign_off
Required: No.
Rule: Format must be dd/mm/yyyy
estimated_sign_off
Required: No.
Rule: Format must be dd/mm/yyyy
actual_arrived_home
Required: No.
Rule: Format must be dd/mm/yyyy
estimated_arrived_home
Required: Yes.
Rule: Format must be dd/mm/yyyy
Reasons for errors: The date has not been entered or is entered incorrectly.
contract_termination_reason
Required: No.
Rule: Termination reason must match one of the reasons you have added to Martide.
Job Preference
Required: Yes.
Rule: The email address must have at least one @ and one . (full stop/period.)
Reasons for errors: The email has not been entered or is invalid.
first_name
Required: Yes.
Rule: The entry must be text only.
Reason for errors: The name has not been entered.
last_name
Required: Yes.
Rule: The entry must be text only.
Reason for errors: The name has not been entered.
date_of_birth
Required: Yes.
Rule: Format must be dd/mm/yyyy
Reasons for errors: The date has not been entered or is entered incorrectly.
preferences_availability_date
Required: No.
Rule: Format must be dd/mm/yyyy
preferences_vessel_types
Required: No.
Reason for errors: If entered, the vessel type is invalid.
preferences_min_dwt
Required: No.
Rule: Entry must be a number.
Reason for errors: If entered, the number is invalid.
preferences_max_dwt
Required: No.
Rule: Entry must be a number.
Reason for errors: If entered, the number is invalid.
preferences_min_engine
Required: No.
Rule: Entry must be a number.
Reason for errors: If entered, the number is invalid.
preferences_max_engine
Required: No.
Rule: Entry must be a number.
Reason for errors: If entered, the number is invalid.
preferences_salary_in_usd
Required: No.
Rule: Entry must be a number.
Reason for errors: If entered, the number is invalid.
preferences_contract_length_in_months
Required: No.
Rule: Entry must be a number.
Reason for errors: If entered, the number is invalid.
Phone
Required: Yes.
Rule: The email address must have at least one @ and one . (full stop/period.)
Reasons for errors: The email has not been entered or is invalid.
first_name
Required: Yes.
Rule: The entry must be text only.
Reason for errors: The name has not been entered.
last_name
Required: Yes.
Rule: The entry must be text only.
Reason for errors: The name has not been entered.
date_of_birth
Required: Yes.
Rule: Format must be dd/mm/yyyy
Reasons for errors: The date has not been entered or is entered incorrectly.
phone_number
Required: Yes.
Rule: The entry must be the full phone number, including + and country code.
Reason for errors: The number has not been entered or is entered incorrectly.
phone_type
Required: Yes.
Rule: The entry must be one of the following: Home, Work, Fax, Mobile, Whatsapp, Telegram.
Reason for errors: The number has not been entered or is entered incorrectly.
Seafarer
General error: We detected a duplicate account with the same name and date of birth or the email is already in use for another seafarer account.
Required: Yes.
Rule: The email address must have at least one @ and one . (full stop/period.)
Reasons for errors: The email has not been entered or is invalid.
first_name
Required: Yes.
Rule: The entry must be text only.
Reason for errors: The name has not been entered.
last_name
Required: Yes.
Rule: The entry must be text only.
Reason for errors: The name has not been entered.
middle_name
Required: No.
Rule: The entry must be text only.
date_of_birth
Required: Yes.
Rule: Format must be dd/mm/yyyy
Reasons for errors: The date has not been entered or is entered incorrectly.
master_status
Required: No.
Rule: Entry must be one of the following: Active, Applicant, Left, Medical, NFR, Rejected, Retired, Unavailable.
Reason for errors: The master status is invalid.
place_of_birth
Required: No.
Rule: The entry must be text only.
nationality
Required: No.
Rule: The entry must be the country’s ISO3 code. For example: PHL for Philippines – check Google if uncertain.
Reason for errors: The nationality/ISO3 code is invalid.
gender
Required: No.
Rule: The entry must be Male or Female.
Reason for errors: The gender is invalid.
salutation
Required: No.
Rule: The entry must be Mr, Mrs, Ms or Dr.
Reason for errors: The salutation is invalid.
marital_status
Required: No.
Rule: The entry must be Single, Married, In a relationship, Divorced, Widowed,
Reason for errors: The status is invalid.
seafarer_rank
Required: No.
Reason for errors: If entered, the rank is entered incorrectly.
local_airport
Required: No.
Rule: The entry must be the IATA code of the airport.
Reason for errors: The code is invalid.
blood_type
Required: No.
Rule: The entry must be one of the following: A, B, AB, O.
Reason for errors: The blood type is invalid.
eye_colour
Required: No.
Rule: The entry must be text.
hair_colour
Required: No.
Rule: The entry must be text.
length_unit
Required: Yes - if Height, Cap Size or Collar Size is set.
Rule: The entry must be in centimeters or inches.
Reason for errors: The unit has not been entered or is entered incorrectly.
height
Required: No.
Rule: The entry must be a number.
Reason for errors: If entered, the number is invalid.
cap_size
Required: No.
Rule: The entry must be a number.
Reason for errors: If entered, the number is invalid.
collar_size
Required: No.
Rule: The entry must be a number.
Reason for errors: If entered, the number is invalid.
weight_unit
Required: Yes, if Weight is set.
Rule: The entry must be in kg, lb.
Reason for errors: If set, the number is not entered or is invalid.
weight
Required: No.
Rule: The entry must be a number.
Reason for errors: If entered, the number is invalid.
overalls_size
Required: No.
Rule: The entry must be text.
shoe_size_unit
Required: Yes, if Shoe Size is set.
Rule: The entry must be a UK, US or EU shoe size.
Reason for errors: If set, the number is not entered or is invalid.
shoe_size
Required: No.
Rule: The entry must be a number.
Reason for errors: If entered, the number is invalid.
date_of_hire
Required: No.
Rule: If set, format must be dd/mm/yyyy
date_of_termination
Required: No.
Rule: If set, format must be dd/mm/yyyy
manning_agent
Required: No.
Rule: The name of the Manning Agent from Martide OR your company name as entered on your Company Profile page. For more about setting your Manning Agents in Martide, see this page and for more about your Company Profile, see this page.
Reason for errors: If entered, the Manning Agent is invalid.
Seafarer Pool
Required: Yes.
Rule: The email address must have at least one @ and one . (full stop/period.)
Reasons for errors: The email has not been entered or is invalid.
first_name
Required: Yes.
Rule: The entry must be text only.
Reason for errors: The name has not been entered.
last_name
Required: Yes.
Rule: The entry must be text only.
Reason for errors: The name has not been entered.
date_of_birth
Required: Yes.
Rule: Format must be dd/mm/yyyy
Reasons for errors: The date has not been entered or is entered incorrectly.
seafarer_pool
Required: Yes.
Rule: Use the Seafarer Pool name from Martide.
Reasons for errors: The date has not been entered or is entered incorrectly.
Social Media
General error: An entry with this data has already been created. Please update the information manually in Martide.
Required: Yes.
Rule: The email address must have at least one @ and one . (full stop/period.)
Reasons for errors: The email has not been entered or is invalid.
first_name
Required: Yes.
Rule: The entry must be text only.
Reason for errors: The name has not been entered.
last_name
Required: Yes.
Rule: The entry must be text only.
Reason for errors: The name has not been entered.
date_of_birth
Required: Yes.
Rule: Format must be dd/mm/yyyy
Reasons for errors: The date has not been entered or is entered incorrectly.
social_media_facebook
Required: No.
Rule: Format must be https://www.website.com/page
social_media_instagram
Required: No.
Rule: Format must be https://www.website.com/page
social_media_linkedin
Required: No.
Rule: Format must be https://www.website.com/page
social_media_x
Required: No.
Rule: Format must be https://www.website.com/page
social_media_vk
Required: No.
Rule: Format must be https://www.website.com/page
social_media_xing
Required: No.
Rule: Format must be https://www.website.com/page
Special Skill
Required: Yes.
Rule: The email address must have at least one @ and one . (full stop/period.)
Reasons for errors: The email has not been entered or is invalid.
first_name
Required: Yes.
Rule: The entry must be text only.
Reason for errors: The name has not been entered.
last_name
Required: Yes.
Rule: The entry must be text only.
Reason for errors: The name has not been entered.
date_of_birth
Required: Yes.
Rule: Format must be dd/mm/yyyy
Reasons for errors: The date has not been entered or is entered incorrectly.
special_skill
Required: Yes.
Rule: The entry must be text only.
Reason for errors: The skill has not been entered.
Vessel
General Errors for Vessels:
If a vessel with a specified IMO is already in the system, and your company is noted as the vessel’s owner, the system will add vessel data from the import file
If a vessel is already in the system, but your company does not have access to it, the system will grant read-only access to that vessel
If there is no vessel with the IMO in the system, the system will create it and add the current company as owner.
vessel_name
Required: Yes.
Rule: The entry must be text only.
Reason for errors: The name has not been entered.
imo
Required: Yes.
Rule: Entry must be 7 numbers.
Reasons for errors: The IMO has not been entered or is entered incorrectly.
mmsi
Required: No.
Rule: Entry must be a number.
Reasons for errors: The MMSI is invalid.
management_start_at
Required: Yes.
Rule: Format must be dd/mm/yyyy
Reasons for errors: The date has not been entered or is entered incorrectly.
management_end_at
Required: No.
Rule: If entered, format must be dd/mm/yyyy
vessel_type
Required: Yes.
Rule: Type must match the vessel types listed in Martide.
Reason for errors: The type has not been entered or is invalid.
vessel_flag
Required: Yes.
Rule: The entry must be the country’s ISO3 code. For example: PHL for Philippines – check Google if uncertain.
Reasons for errors: The code has not been entered or is invalid.
Work History
Required: Yes.
Rule: The email address must have at least one @ and one . (full stop/period.)
Reasons for errors: The email has not been entered or is invalid.
first_name
Required: Yes.
Rule: The entry must be text only.
Reason for errors: The name has not been entered.
last_name
Required: Yes.
Rule: The entry must be text only.
Reason for errors: The name has not been entered.
date_of_birth
Required: Yes.
Rule: Format must be dd/mm/yyyy
Reasons for errors: The date has not been entered or is entered incorrectly.
rank
Required: Yes.
Reasons for errors: The rank has not been entered or is entered incorrectly.
actual_sign_on_date
Required: Yes.
Rule: Format must be dd/mm/yyyy
Reasons for errors: The date has not been entered or is entered incorrectly.
actual_sign_off_date
Required: No.
Rule: If entered, the format must be dd/mm/yyyy
vessel_name
Required: Yes.
Rule: The entry must be text only.
Reason for errors: The name has not been entered.
vessel_type
Required: Yes.
Rule: Type must match the vessel types listed in Martide.
Reason for errors: The type has not been entered or is invalid.
vessel_imo
Required: Yes, but it can be any IMO – it doesn’t have to be a specific vessel.
Rule: Entry must be 7 numbers.
Reasons for errors: The IMO has not been entered or is entered incorrectly.
vessel_engine
Required: No.
Rule: Entry must be text.
vessel_dwt
Required: No.
Rule: Entry must be a number.
Reason or errors: The number is invalid.
vessel_grt
Required: No.
Rule: Entry must be a number.
Reason for errors: The number is invalid.
vessel_crane_type
Required: No.
Rule: Entry must be text.
vessel_cargo_type
Required: No.
Rule: Entry must be text.
vessel_year_of_build
Required: No.
Rule: Year must be formatted yyyy
Reason for errors: The year is invalid.
vessel_flag
Required: No.
Rule: The entry must be the country’s ISO3 code. For example: PHL for Philippines – check Google if uncertain.
Reasons for errors: The code is invalid.
management
Required: Yes.
Rule: Entry must be text.
Reasons for errors: The management company has not been entered.
manning_agent
Required: No.
Rule: The name of the Manning Agent from Martide OR your company name as entered on your Company Profile page. For more about setting your Manning Agents in Martide, see this page and for more about your Company Profile, see this page.
Reason for errors: If entered, the Manning Agent is invalid.
discharge_reason
Required: No.
Rule: Entry must be text.
How to Bulk Import Seafarer Documents
Log in to your Martide account and go to Settings > Data Imports:
Click on Data Imports and you will see this page:
Click the link of the name of the section in a seafarer profile that you want to upload data and documents to. You will see a page like this:
Here you can:
Click the Download Sample File button to download an Excel spreadsheet that will show you how to correctly fill in the data.
Click the Browse File button to upload your own Excel spreadsheet containing data and documents. (Documents are added using a link.)
Understanding Sample Spreadsheets when Bulk Uploading Documents
When you download a sample file, open the spreadsheet and you will see this:
The columns are different depending on what data you are entering – the above example is for seafarers’ appraisals.
All spreadsheets have a couple of example entries for you to follow. If a column has data in it, you must also enter that data. If a column is left blank in our example, it is not compulsory to enter data. For example, column F (employment_vessel-imo) can be left empty if you don’t have the vessel’s IMO number.
Documents must be in PDF format so you can add them as a URL – see above in column K.
Fixing Errors in Spreadsheets when Bulk Importing Documents
When you’ve uploaded a spreadsheet, scroll down the page and you will see a preview of the first 10 rows of your spreadsheet. If there are any errors, they will show in red:
Click the Confirm Import button when you have fixed the errors, and the data and documents will be imported into Martide. You will receive an email when the import is done.
Rules for Importing Seafarer Documents Successfully
General Errors for Document Imports
If no embarkation record is found with the specified seafarer_rank_id, employment_vessel_imo or employment_actual_sign_on, please add the missing document to the seafarer’s profile or adjust the employment data in the import file.
If more than one embarkation record is found with the specified seafarer_rank_id, employment_vessel_imo or employment_actual_sign_on, please delete the duplicated record from the seafarer’s profile.
If the seafarer is not found, and the data/document in the profile is already set, please update the details manually in Martide.
Appraisals
Required: Yes.
Rule: The email address must have at least one @ and one . (full stop/period.)
Reasons for errors: The email has not been entered or is invalid.
first_name
Required: Yes.
Rule: The entry must be text only.
Reason for errors: The name has not been entered.
last_name
Required: Yes.
Rule: The entry must be text only.
Reason for errors: The name has not been entered.
date_of_birth
Required: Yes.
Rule: Format must be dd/mm/yyyy
Reasons for errors: The date has not been entered or is entered incorrectly.
employment_seafarer_rank
Required: Yes.
Rule: Use the rank display name from Martide.
Reasons for errors: The rank has not been entered or is entered incorrectly.
employment_vessel_imo
Required: Yes.
Rule: Entry must be 7 numbers
Reasons for errors: The IMO has not been entered or is entered incorrectly.
employment_actual_sign_on
Required: Yes.
Rule: Format must be dd/mm/yyyy
Reasons for errors: The date has not been entered or is entered incorrectly.
appraisal_type
Required: Yes.
Rule: The type must match one of the Appraisal Types in Martide. For more about Appraisal Types in Martide, see this page.
Reason for errors: The type has not been entered or is invalid.
report_date
Required: Yes.
Rule: Format must be dd/mm/yyyy
Reasons for errors: The date has not been entered or is entered incorrectly.
attachment_1
Required: Yes.
Rule: A URL that links to a publicly available attachment must be entered.
Reasons for errors: The URL has not been entered or the document is invalid.
attachment_2-10
Required: No.
Rule: If using, a URL that links to a publicly available attachment must be entered.
Reasons for errors: The document or link is invalid.
Assessments
Required: Yes.
Rule: The email address must have at least one @ and one . (full stop/period.)
Reasons for errors: The email has not been entered or is invalid.
first_name
Required: Yes.
Rule: The entry must be text only.
Reason for errors: The name has not been entered.
last_name
Required: Yes.
Rule: The entry must be text only.
Reason for errors: The name has not been entered.
date_of_birth
Required: Yes.
Rule: Format must be dd/mm/yyyy
Reasons for errors: The date has not been entered or is entered incorrectly.
employment_seafarer_rank
Required: Yes, if any other ‘Employment’ field is set.
Rule: Use the rank display name from Martide.
Reasons for errors: The rank has not been entered or is invalid.
employment_vessel_imo
Required: Yes, if any other ‘Employment’ field is set.
Rule: Entry must be 7 numbers
Reasons for errors: The IMO has not been entered or is entered incorrectly.
employment_actual_sign_on
Required: Yes, if any other ‘Employment’ field is set.
Rule: Format must be dd/mm/yyyy
Reason for errors: The date has not been entered or is entered incorrectly.
assessment_type
Required: Yes.
Reason for errors: The assessment type has not been entered or is invalid.
assessment_date
Required: Yes.
Rule: Format must be dd/mm/yyyy
Reason for errors: The date has not been entered or is entered incorrectly.
test_score
Required: Yes.
Rule: Must be a number from 0 to 100.
Reason for errors: The date has not been entered
test_result
Required: Yes.
Rule: A URL that links to a publicly available attachment must be entered.
Reason for errors: The date has not been entered
failed_test_answers
Required: No.
Rule: If using, a URL that links to a publicly available attachment must be entered.
Reason for error: The document or link is invalid.
Contracts
Required: Yes.
Rule: The email address must have at least one @ and one . (full stop/period.)
Reasons for errors: The email has not been entered or is invalid.
first_name
Required: Yes.
Rule: The entry must be text only.
Reason for errors: The name has not been entered.
last_name
Required: Yes.
Rule: The entry must be text only.
Reason for errors: The name has not been entered.
date_of_birth
Required: Yes.
Rule: Format must be dd/mm/yyyy
Reasons for errors: The date has not been entered or is entered incorrectly.
employment_seafarer_rank
Required: Yes, if any other ‘Employment’ field is set.
Rule: Use the rank display name from Martide.
Reasons for errors: The rank has not been entered or is invalid.
employment_vessel_imo
Required: Yes, if any other ‘Employment’ field is set.
Rule: Entry must be 7 numbers
Reasons for errors: The IMO has not been entered or is entered incorrectly.
employment_actual_sign_on
Required: Yes, if any other ‘Employment’ field is set.
Rule: Format must be dd/mm/yyyy
Reason for errors: The date has not been entered or is entered incorrectly.
agreed_salary
Required: Yes.
Rule: The entry must be a number.
Reasons for error: The salary has not been entered or is entered incorrectly.
currency_code
Required: Yes.
Rule: The entry must be an ISO 4217 currency code – for example PHP for Philippines Peso or USD for US Dollar. See Google if unsure.
Reasons for error: The currency code has not been entered or is invalid.
contract_length
Required: Yes.
Rule: The entry must be a number.
Reasons for errors: The number has not been entered or is invalid.
contract_length_unit
Required: Yes.
Rule: The entry must be months or days.
Reasons for error: The unit has not been entered or is invalid
contract_variance
Required: Yes.
Rule: The entry must be a number.
Reasons for error: The number has not been entered or is invalid.
contract_variance_unit
Required: Yes.
Rule: The entry must be months or days.
Reasons for error: The unit has not been entered or is invalid
contract_start_date_effective_at
Required: Yes.
Rule: The entry must be the actual left home or actual sign on dates.
Reasons for error: The date has not been entered or is invalid.
attachment_1
Required: Yes.
Rule: A URL that links to a publicly available attachment must be entered.
Reasons for errors: The URL has not been entered or the document is invalid.
attachment_2-10
Required: No.
Rule: If using, a URL that links to a publicly available attachment must be entered.
Reasons for errors: The document or link is invalid.
Contract Addendum
Required: Yes.
Rule: The email address must have at least one @ and one . (full stop/period.)
Reasons for errors: The email has not been entered or is invalid.
first_name
Required: Yes.
Rule: The entry must be text only.
Reason for errors: The name has not been entered.
last_name
Required: Yes.
Rule: The entry must be text only.
Reason for errors: The name has not been entered.
date_of_birth
Required: Yes.
Rule: Format must be dd/mm/yyyy
Reasons for errors: The date has not been entered or is entered incorrectly.
employment_seafarer_rank
Required: Yes, if any other ‘Employment’ field is set.
Rule: Use the rank display name from Martide.
Reasons for errors: The rank has not been entered or is invalid.
employment_vessel_imo
Required: Yes, if any other ‘Employment’ field is set.
Rule: Entry must be 7 numbers
Reasons for errors: The IMO has not been entered or is entered incorrectly.
employment_actual_sign_on
Required: Yes, if any other ‘Employment’ field is set.
Rule: Format must be dd/mm/yyyy
Reason for errors: The date has not been entered or is entered incorrectly.
effective_date
Required: Yes.
Rule: The entry must be the start date of the contract addendum.
Reasons for error: The date has not been entered or is invalid.
agreed_salary
Required: Yes.
Rule: The entry must be a number.
Reasons for error: The salary has not been entered or is entered incorrectly.
currency_code
Required: Yes.
Rule: The entry must be an ISO 4217 currency code – for example PHP for Philippines Peso or USD for US Dollar. See Google if unsure.
Reasons for error: The currency code has not been entered or is invalid.
attachment_1
Required: Yes.
Rule: A URL that links to a publicly available attachment must be entered.
Reasons for errors: The URL has not been entered or the document is invalid.
attachment_2-10
Required: No.
Rule: If using, a URL that links to a publicly available attachment must be entered.
Reasons for errors: The document or link is invalid.
Custom Documents
Required: Yes.
Rule: The email address must have at least one @ and one . (full stop/period.)
Reasons for errors: The email has not been entered or is invalid.
first_name
Required: Yes.
Rule: The entry must be text only.
Reason for errors: The name has not been entered.
last_name
Required: Yes.
Rule: The entry must be text only.
Reason for errors: The name has not been entered.
date_of_birth
Required: Yes.
Rule: Format must be dd/mm/yyyy
Reasons for errors: The date has not been entered or is entered incorrectly.
document_type
Required: Yes.
Rule: The Custom Document Type must match one of the types you have added in Martide. For more about Custom Document Types in Martide, please see this page.
Reason for errors: The type has not been entered or is invalid.
document_number
Required: Yes.
Rule: The entry must be a number.
Reason for errors: The number has not been entered.
country_of_issue
Required: Yes.
Rule: The entry must be the country’s ISO3 code. For example: PHL for Philippines – check Google if uncertain.
Reasons for errors: The code has not been entered or is invalid.
start_date
Required: Yes.
Rule: The format must be dd/mm/yyyy
Reason for errors: The date has not been entered or is entered incorrectly.
end_date
Required: No.
Rule: If entered, the format must be dd/mm/yyyy
attachment_1
Required: Yes.
Rule: A URL that links to a publicly available attachment must be entered.
Reasons for errors: The URL has not been entered or the document is invalid.
attachment_2-10
Required: No.
Rule: If using, a URL that links to a publicly available attachment must be entered.
Reasons for errors: The document or link is invalid.
ECDIS
Required: Yes.
Rule: The email address must have at least one @ and one . (full stop/period.)
Reasons for errors: The email has not been entered or is invalid.
first_name
Required: Yes.
Rule: The entry must be text only.
Reasons for error: The name has not been entered.
last_name
Required: Yes.
Rule: The entry must be text only.
Reasons for error: The name has not been entered.
date_of_birth
Required: Yes.
Rule: Format must be dd/mm/yyyy
Reasons for errors: The date has not been entered or is entered incorrectly.
document_number
Required: Yes.
Rule: The entry must be a number.
Reasons for error: The document number has not been entered.
country_of_issue
Required: Yes.
Rule: The entry must be the country’s ISO3 code. For example: PHL for Philippines – check Google if uncertain.
Reasons for errors: The code has not been entered or is invalid.
start_date
Required: Yes.
Rule: Format must be dd/mm/yyyy
Reasons for errors: The date has not been entered or is entered incorrectly.
end_date
Required: No.
Rule: If entered, the format must be dd/mm/yyyy
vessel_ecdis_type
Required: Yes.
Rule: The entry must be one of the ECDIS types in Martide.
Reasons for errors: The type has not been entered or is invalid
attachment_1
Required: Yes.
Rule: A URL that links to a publicly available attachment must be entered.
Reasons for errors: The URL has not been entered or the document is invalid.
attachment_2-10
Required: No.
Rule: If using, a URL that links to a publicly available attachment must be entered.
Reasons for errors: The document or link is invalid.
Employment Documents
Required: Yes.
Rule: The email address must have at least one @ and one . (full stop/period.)
Reasons for errors: The email has not been entered or is invalid.
first_name
Required: Yes.
Rule: The entry must be text only.
Reason for errors: The name has not been entered.
last_name
Required: Yes.
Rule: The entry must be text only.
Reason for errors: The name has not been entered.
date_of_birth
Required: Yes.
Rule: Format must be dd/mm/yyyy
Reasons for errors: The date has not been entered or is entered incorrectly.
document_type
Required: Yes.
Rule: The Employment Document Type must match one of the types you have added in Martide. For more about Employment Document Types in Martide, please see this page.
Reason for errors: The type has not been entered or is invalid.
document_number
Required: Yes.
Rule: The entry must be a number.
Reason for errors: The number has not been entered.
country_of_issue
Required: Yes.
Rule: The entry must be the country’s ISO3 code. For example: PHL for Philippines – check Google if uncertain.
Reasons for errors: The code has not been entered or is invalid.
start_date
Required: Yes.
Rule: The format must be dd/mm/yyyy
Reason for errors: The date has not been entered or is entered incorrectly.
end_date
Required: No.
Rule: If entered, the format must be dd/mm/yyyy
attachment_1
Required: Yes.
Rule: A URL that links to a publicly available attachment must be entered.
Reasons for errors: The URL has not been entered or the document is invalid.
attachment_2-10
Required: No.
Rule: If using, a URL that links to a publicly available attachment must be entered.
Reasons for errors: The document or link is invalid.
General
Required: Yes.
Rule: The email address must have at least one @ and one . (full stop/period.)
Reasons for errors: The email has not been entered or is invalid.
first_name
Required: Yes.
Rule: The entry must be text only.
Reason for errors: The name has not been entered.
last_name
Required: Yes.
Rule: The entry must be text only.
Reason for errors: The name has not been entered.
date_of_birth
Required: Yes.
Rule: Format must be dd/mm/yyyy
Reasons for errors: The date has not been entered or is entered incorrectly.
document_type
Required: Yes.
Rule: The Document Type must match the types in Martide: Certificates, Endorsements, Licenses, Medical Examinations, Trainings, Travel. They can be the original name OR the display name. For more about Document Types in Martide, please see this page.
Reason for errors: The type has not been entered or is invalid.
document_number
Required: Yes.
Rule: The entry must be a number.
Reason for errors: The number has not been entered.
country_of_issue
Required: Yes.
Rule: The entry must be the country’s ISO3 code. For example: PHL for Philippines – check Google if uncertain.
Reasons for errors: The code has not been entered or is invalid.
start_date
Required: Yes.
Rule: The format must be dd/mm/yyyy
Reason for errors: The date has not been entered or is entered incorrectly.
end_date
Required: No.
Rule: If entered, the format must be dd/mm/yyyy
attachment_1
Required: Yes.
Rule: A URL that links to a publicly available attachment must be entered.
Reasons for errors: The URL has not been entered or the document is invalid.
attachment_2-10
Required: No.
Rule: If using, a URL that links to a publicly available attachment must be entered.
Reasons for errors: The document or link is invalid.
Medicals
Required: Yes.
Rule: The email address must have at least one @ and one . (full stop/period.)
Reasons for errors: The email has not been entered or is invalid.
first_name
Required: Yes.
Rule: The entry must be text only.
Reason for errors: The name has not been entered.
last_name
Required: Yes.
Rule: The entry must be text only.
Reason for errors: The name has not been entered.
date_of_birth
Required: Yes.
Rule: Format must be dd/mm/yyyy
Reasons for errors: The date has not been entered or is entered incorrectly.
employment_seafarer_rank
Required: Yes, if any other ‘Employment’ field is set.
Rule: Use the rank display name from Martide.
Reasons for errors: The rank has not been entered or is invalid.
employment_vessel_imo
Required: Yes, if any other ‘Employment’ field is set.
Rule: Entry must be 7 numbers
Reasons for errors: The IMO has not been entered or is entered incorrectly.
employment_actual_sign_on
Required: Yes, if any other ‘Employment’ field is set.
Rule: Format must be dd/mm/yyyy
Reason for errors: The date has not been entered or is entered incorrectly.
document_type
Required: Yes.
Rule: Medical Document Type must match one of those in Martide where the category is Medical. For more about Document Types in Martide, please see this page.
Reasons for errors: The document type has not been entered or is invalid.
document_number
Required: Yes.
Rule: Entry must be a number.
Reasons for errors: The number has not been entered.
country_of_issue
Required: Yes.
Rule: The entry must be the country’s ISO3 code. For example: PHL for Philippines – check Google if uncertain.
Reasons for errors: The code has not been entered or is invalid.
start_date
Required: Yes.
Rule: Format must be dd/mm/yyyy
Reasons for errors: The date has not been entered or is invalid.
end_date
Required: No.
Rule: Format must be dd/mm/yyyy
attachment_1
Required: Yes.
Rule: A URL that links to a publicly available attachment must be entered.
Reasons for errors: The URL has not been entered or the document is invalid.
attachment_2-10
Required: No.
Rule: If using, a URL that links to a publicly available attachment must be entered.
Reasons for errors: The document or link is invalid.
Notes
Required: Yes.
Rule: The email address must have at least one @ and one . (full stop/period.)
Reasons for errors: The email has not been entered or is invalid.
first_name
Required: Yes.
Rule: The entry must be text only.
Reason for errors: The name has not been entered.
last_name
Required: Yes.
Rule: The entry must be text only.
Reason for errors: The name has not been entered.
date_of_birth
Required: Yes.
Rule: Format must be dd/mm/yyyy
Reasons for errors: The date has not been entered or is entered incorrectly.
note_type
Required: Yes.
Rule: The Note Type must match one of the types you have added in Martide. For more about Note Types in Martide, please see this page.
Reasons for errors: The type has not been entered or is invalid.
date_of_the_note
Required: Yes.
Rule: Format must be dd/mm/yyyy
Reasons for errors: The date has not been entered or is entered incorrectly.
note_text
Required: Yes.
Rule: This is the actual text from a note and it must match the text from the note in Martide.
Reasons for errors: The text has not been entered.
attachment_1
Required: Yes.
Rule: A URL that links to a publicly available attachment must be entered.
Reasons for errors: The URL has not been entered or the document is invalid.
attachment_2-10
Required: No.
Rule: If using, a URL that links to a publicly available attachment must be entered.
Reasons for errors: The document or link is invalid.
Vaccinations
Required: Yes.
Rule: The email address must have at least one @ and one . (full stop/period.)
Reasons for errors: The email has not been entered or is invalid.
first_name
Required: Yes.
Rule: The entry must be text only.
Reason for errors: The name has not been entered.
last_name
Required: Yes.
Rule: The entry must be text only.
Reason for errors: The name has not been entered.
date_of_birth
Required: Yes.
Rule: Format must be dd/mm/yyyy
Reasons for errors: The date has not been entered or is entered incorrectly.
document_type
Required: Yes.
Rule: The Document Type must match the Vaccination Document Types in Martide. They can be the original name OR the display name. For more about Document Types in Martide, please see this page.
Reasons for errors: The type has not been entered or is invalid.
document_number
Required: No.
Rule: If entered the entry must be a number.
vaccine_brand
Required: No.
Rule: If entered the entry must be text.
country_of_issue
Required: No.
Rule: If used, the entry must be the country’s ISO3 code. For example: PHL for Philippines – check Google if uncertain.
Reasons for errors: The code is invalid.
start_date
Required: Yes.
Rule: Format must be dd/mm/yyyy
Reasons for errors: The date has not been entered or is invalid.
end_date
Required: No.
Rule: Format must be dd/mm/yyyy
attachment_1
Required: Yes.
Rule: A URL that links to a publicly available attachment must be entered.
Reasons for errors: The URL has not been entered or the document is invalid.
attachment_2-10
Required: No.
Rule: If using, a URL that links to a publicly available attachment must be entered.
Reasons for errors: The document or link is invalid.
Visas
Required: Yes.
Rule: The email address must have at least one @ and one . (full stop/period.)
Reasons for errors: The email has not been entered or is invalid.
first_name
Required: Yes.
Rule: The entry must be text only.
Reason for errors: The name has not been entered.
last_name
Required: Yes.
Rule: The entry must be text only.
Reason for errors: The name has not been entered.
date_of_birth
Required: Yes.
Rule: Format must be dd/mm/yyyy
Reasons for errors: The date has not been entered or is entered incorrectly.
country_of_issue
Required: Yes.
Rule: The entry must be the country’s ISO3 code. For example: PHL for Philippines – check Google if uncertain.
Reasons for errors: The code has not been entered or is invalid.
visa_type
Required: Yes.
Rule: The Visa Type must match the Visa Types in Martide. For more about Visa Types in Martide, see this page.
Reasons for errors: The type has not been entered or is invalid.
visa_number
Required: Yes.
Rule: The entry must be a number.
Reason for errors: The number has not been entered.
start_date
Required: Yes.
Rule: Format must be dd/mm/yyyy
Reasons for errors: The date has not been entered or is invalid.
end_date
Required: No.
Rule: Format must be dd/mm/yyyy
attachment_1
Required: Yes.
Rule: A URL that links to a publicly available attachment must be entered.
Reasons for errors: The URL has not been entered or the document is invalid.
attachment_2-10
Required: No.
Rule: If using, a URL that links to a publicly available attachment must be entered.
Reasons for errors: The document or link is invalid.
How to Bulk Import Notes into Seafarer Profiles
Log in to your Martide account and go to Settings > Data Imports:
Click on Data Imports and you will see this page:
Click on the Documents – Notes link. You will see a page like this:
Here you can:
Click the Download Sample File button to download an Excel spreadsheet that will show you how to correctly fill in the data.
Click the Browse File button to upload your own Excel spreadsheet containing data and documents. (Documents are added using a link.)
Understanding Sample Spreadsheets when Bulk Importing Notes
When you download a sample file, open the spreadsheet and you will see this:
All spreadsheets have a couple of example entries for you to follow. If a column has data in it, you must also enter that data. If a column is left blank in our example, it is not compulsory to enter data.
Documents must be in PDF format so you can add them as a URL – see above in columns 8, 9, 10, 11 and 12.
Fixing Errors in Spreadsheets when Bulk Importing Notes
When you’ve uploaded a spreadsheet, scroll down the page and you will see a preview of the first 10 rows of your spreadsheet. If there are any errors, they will show in red:
Click the Confirm Import button when you have fixed the errors, and the data and documents will be imported into Martide. You will receive an email when the import is done.
Your notes should now appear in the relevant seafarer profiles under the Notes tab.