Document Storage
Safe box management · Click any cell to edit · Changes sync live
— / 200 occupied
All-time cleared records — auto-recorded when a row is cleared
| Return Date | Cruise Line | Box No. | Submitted | Crew ID | Name | Phone | Remarks | Docs | ||
|---|---|---|---|---|---|---|---|---|---|---|
| No history yet. | ||||||||||
Document Signature
Authorization letters for seafarer candidates
Sent Signature
Acknowledgement Form
Seafarer Statement Letter
Sworn Statement Letter
Seafarer Guarantee Letter
Auto-Populate
Medical Supporting Letter
UK Visa Exception Letter
Acknowledgement Form
Service Agreement Template
The master fillable PDF every agreement is generated from, and the documents available for the two Additional Service rows.
Service Agreement — User Guide
Step-by-step process for managing seafarer service agreements from creation to completion.
1
Add a Record
Click + Add Record in the toolbar. Fill in the seafarer's full name, email address, position, cruise line, and departure date. The record is saved with status New.
Timing: All crew are added 3 weeks prior to their sign-on date. The full process must be completed within 5 business days — before compliance sends a pending report to onboarding.
! Email must be valid — the signature link will be delivered there.
2
Send Signature Link
Select one or more records using the checkboxes, then click Actions → Send. Each seafarer receives an email with a unique secure link to their agreement form. Status changes to Sent.
! You can re-send the link anytime if the seafarer hasn't signed yet.
3
Seafarer Signs the Agreement
The seafarer opens the link on their device, reads through the agreement and disclosure form, and signs digitally using their finger or mouse. Once submitted, the record status automatically updates to Signed — no manual action needed.
4
Verify Document Checklist
Click the checklist icon on a signed record to open the document checklist. Tick off each physical document as the seafarer presents it on the day (passport, seaman's book, certificates, etc.). This confirms document readiness before departure.
i The checklist is saved automatically — you can update it at any time.
5
Complete the Record
Once the record is Signed, an action button labelled Complete appears in the row. Click it and confirm — Indonesia will automatically generate the signed PDF and save it to your connected OneDrive folder. Status changes to Stored and the record moves to the Record tab.
! First time? The system will ask you to select your OneDrive folder. That selection is remembered in your browser — you only need to do it once per device.
6
Export & Archive
In the Record tab, click Export Excel to download a spreadsheet of all completed records. Older records are accessible in the Archive tab. Both tabs support filtering by cruise line and searching by name or email.
Status Reference
What each status means, what triggers it, and what to do next.
| Status | Meaning | Triggered by | Next Action |
|---|---|---|---|
| New | Record has been created but the signature email has not been sent yet. | Clicking + Add Record to create a new entry. | Select the record and use Actions → Send to email the seafarer. |
| Sent | The signature link has been emailed. Waiting for the seafarer to open and sign. The Action column shows a Pending badge — this is normal and means the same as Sent. | Successful email delivery via Actions → Send. | Wait for the seafarer to sign. If delayed, use Actions → Send again to send a reminder email. |
| Signed | The seafarer has reviewed and digitally signed the agreement. Signature is captured and timestamped. | Seafarer submits their signature on the signing page. Updated automatically — no manual action needed. | Verify the document checklist, then click the Complete button on the record row. |
| Stored | The signed PDF has been generated and saved to OneDrive. This is the final active status — the record lives in the Record tab. Only appears once you have completed at least one Signed record. | Clicking the Complete action button on a Signed record row (saves PDF + marks Stored in one step). | No further action needed. Export to Excel from the Record tab or use the OneDrive link to open the PDF. |
| Archived | Older Stored records that have been moved to long-term archive. Visible only in the Archive tab. | Bulk archive action applied to Stored records via Actions menu. | Read-only reference. Can still be searched and viewed from the Archive tab. |
Email Workflow
What happens when you send the agreement, and what the seafarer receives.
1
You click Actions → Send
Indonesia generates a unique, secure signing link for the selected seafarer(s) and sends it via CTI's email system. Each link is tied to that specific record.
2
Seafarer receives the email
The email is from CTI Group (indonesia@cti-usa.com) with subject "Service Agreement – [Name] | CTI Group". It includes their position, vessel, cruise line, and any document checklist items. There is a prominent red Review & Sign Agreement button.
3
Seafarer opens the signing page
The link opens a mobile-friendly signing page hosted by Indonesia. The page shows a Document Services Receipt with itemized services, official costs, service fees, and grand total. The seafarer reads the legal acknowledgement then signs with their finger or mouse.
✓
Status automatically updates to Signed
Once the seafarer submits, the record in Indonesia updates to Signed with a timestamp. The signing page shows a confirmation screen to the seafarer. No manual action is required on your end.
Auto Reminder
How to follow up with seafarers who haven't signed yet.
| Reminder | When | Trigger |
|---|---|---|
| 1st Reminder | Day 2 after letter sent | Automatic — sent by Indonesia |
| Final Reminder | Day 4 after letter sent | Automatic — sent by Indonesia |
| Manual Reminder | Anytime | Click Actions → Send on a Sent record |
| 🔕 Disabled | After document signed | All reminders stop automatically once seafarer signs |
What changes in the reminder email
→ Subject changes to "Reminder: Service Agreement – [Name] | CTI Group"
→ The same signing link is used — seafarer does not need a new link
→ Open the Timeline on any record to see the full reminder history and scheduled dates
Indonesia · Service Agreement System · Internal Use Only
Marlins Test
Pending & redo requests for CTI Indonesia.
Loading candidates…
| Actions | Test Status | Issued Date | Name | Cruise Line | Phone | Position | Passport No. | Code | Test Date | Test Location | Score | Duration |
|---|
| Stmt. | Status | Test Date | Name | Cruise Line | Phone | Position | Passport No. | Code | Test Type | Purchased Date | Issued Date | Test Location | Score | Duration |
|---|
ICS Marlins Test for Seafarers
For Deck & Maritime positions
Marlins for Cruise Ship Staff
For Hotel & Hospitality positions
Bermuda Log
Track SDB and BID document delivery for CTI seafarers.
Departure Photo
This feature is currently under development. It will allow admins to upload and manage departure photos for crew joining vessels.
COMING SOON
Reschedule Log
Assignment reschedule tracking for CTI seafarers.
and
U.S. Visa Log
Crew Visa Program (CVP) registers for PT Omna Trisatya Chandra (CTI Indonesia).
Medical SL
Completed MCU Supporting Letter records — live from CTI eSign. Read-only.
Tracker
Master Data crew (CTI Indonesia · Completing Documents, Ready to Go, Report to Ship, Rescheduled) with their Service Agreement & Disclosure Form from the Service Agreement menu, matched on email and sign-on date. Tick a cell and press Save.
Sign On
to
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Master Data
Live from Zoho Recruit — Onboarding Status: Completing Documents, Ready to Go, Report to Ship, Rescheduled.
and
Statement Letter
WI/COR/063025 — Marlins English Test
● Not Signed
Service Log
Document service payment tracking for accounting.