What We Do · Crew Document Management
Everything in its place. Ready when you need it.
When you're working internationally, your paperwork travels with you. Certificates, medicals, passports, visas, discharge books and crew documents all need to be accessible when you're preparing for a new contract, booking travel or heading back onboard.
But when documents are scattered across email inboxes, phone downloads, old laptops and random folders, finding what you need can become a job of its own.
Ready Set Assist helps you bring everything together in one organised digital filing system, so you know what you have, where to find it and what still needs attention.
Your career's first mate, keeping your documents shipshape.
Your document file
EXAMPLE
[Certificates & qualifications]
[n] documents
Organised
[Passport & visas]
[n] documents
Check validity
[Discharge book]
Not yet supplied
Missing
Whether you're preparing for your first yacht job or have spent years working at sea, we'll help you keep your professional paperwork organised and ready for whatever comes next.
What we offer
Document sorting and organisation
Already have a collection of documents but no proper system for managing them?
We'll help sort your existing paperwork into logical categories, with consistent file names and a structure that makes sense.
This can include
—
Sorting documents into agreed folders.
—
Renaming files so they're easy to identify.
—
Separating current documents from expired or superseded versions.
—
Identifying duplicate files.
—
Flagging documents that appear to be missing or need updating.
—
Creating a master index of the documents included.
We organise the records you provide. Where a document's validity or authenticity needs to be confirmed, we'll flag it for you to check with the relevant authority or issuer.
A crew document checklist
Knowing what you already have is only half the job. You also need to know what you're missing.
We'll create a document inventory showing which records have been supplied, which are outstanding and which may need your attention.
This gives you a practical overview when preparing for a new position, organising a renewal or reviewing your paperwork before your next contract.
The checklist is tailored to the documents you ask us to organise. It is not a definitive list of every document legally required for your particular vessel or role.
Keep your records updated
Your documents change as your career progresses. You complete new courses, renew medicals, receive updated certificates and apply for visas.
We can help maintain your organised records when you send through updated documents.
For ongoing clients, this can form part of your monthly crew admin package, so your filing system doesn't become another collection of outdated paperwork.
A digital home for your crew documents
We create a clear, consistent filing structure for your professional paperwork, making it easier to locate the right document when you need it.
Your filing system is structured around your needs, rather than forcing every crew member into the same template.
Depending on your role and the documents you provide, your digital file may include
—
Professional certificates and qualifications
—
Medical certificates
—
Passport and identity documents
—
Visas and travel documentation
—
Seaman's book and discharge book records
—
Training certificates and course records
—
Employment-related documents
—
Crew CV and professional profile
—
Other relevant documents you need to keep organised
Who needs this?
Working yacht crew
You're already working onboard and want all your essential paperwork organised in one place, rather than scattered across multiple devices and email accounts.
Crew preparing for a new contract
You're getting ready to join a vessel and want to locate the documents you'll need for your employer, travel arrangements or joining instructions.
Crew working internationally
You're moving between countries and contracts and need a consistent way to organise the paperwork that comes with an international career.
Experienced crew and senior officers
Years in the industry can mean years of certificates, training records, endorsements and employment documents. A structured filing system makes it easier to manage the growing collection.
New yachties
You're starting from scratch and want to build good document-management habits before the paperwork starts piling up.
Crew between contracts
You're using your time ashore to get organised, review your records and prepare for your next opportunity.
If you've ever searched your inbox for a certificate while someone was waiting for you to send it, this service is for you.
How it works
01
Tell us what you need organised
We'll ask about your role, the types of documents you have and how you currently store them.
02
Send your documents securely
You'll provide the files you want included using the agreed document-transfer method. We'll confirm the scope of the work before getting started.
03
We organise your records
We'll sort the supplied documents into the agreed filing structure, apply consistent file names and prepare your document inventory.
04
Receive your organised system
You'll receive your organised files and document index, with outstanding items or information gaps clearly identified.
05
Keep it current
When you receive new documents, you can update the system yourself or ask us to manage ongoing updates as part of a monthly package.
Choose your support
Crew Document Setup
€35
once-off
For crew who want a proper digital filing system without spending their leave sorting through years of paperwork.
Includes
—
An agreed digital folder structure.
—
Organisation of up to 20 supplied documents.
—
Consistent file naming.
—
A master document inventory.
—
Identification of duplicate files and obvious information gaps.
—
A handover of your organised digital system.
*Larger document collections, extensive backlogs or additional sorting may require a separate quote.
Ongoing Document Management
Included in Crew Essentials
from
€59
per month
For crew who want help keeping their documents organised as new certificates, medicals and other records come in.
Includes
—
Updates to your existing document inventory.
—
Organisation of new documents submitted within the agreed scope.
—
Certificate and medical tracking.
—
Renewal reminders based on recorded expiry dates.
—
A monthly admin check-in.
Need more hands-on support?
If you need help with document organisation alongside course coordination, appointments, travel paperwork or other recurring admin, our Crew PA packages may be a better fit.
Your documents. Your career. Your control.
Your professional paperwork belongs to you. Our role is to help you organise it, make it easier to access and keep your records manageable as your career progresses.
Ready Set Assist provides administrative organisation, not document certification or official verification. We cannot guarantee that an organised file contains every document required for a particular job, vessel, flag state or destination.
We only work with the documents and information you provide. You remain responsible for confirming official requirements, checking validity and ensuring that the correct documents are submitted when required.
We also take document privacy seriously. Files should be transferred and handled through agreed secure methods, with access restricted to the purposes of the service and managed under our privacy policy.
Stop searching. Start organised.
You don't need to wait until your next contract to sort out your paperwork.
Let's get your crew documents into a system that works for you, wherever your career takes you.
Your career's first mate, on and off the water.
Get started with Crew Document Management