Every profile carries the member's records: what they're qualified for, what they've learned, and notes and disciplinary records kept by their managers. It also carries their service record: their role and how it changed over time.
Who sees what
| Record | Member | Their managers | Other members | Super Users |
|---|---|---|---|---|
| Certifications and training | ✓ | ✓ (any manager) | ✓ | |
| Notes | Depends on the note's visibility (below) | ✓ | ✓ | |
| Disciplinary records | ✓ | ✓ | ✓ | |
| Role and time in role | ✓ | ✓ | ✓ | ✓ |
| Role history | ✓ | ✓ | ✓ |
"Their managers" means managers in the member's reporting line. View-only people never see records.
Certifications
Licences, qualifications and anything with an expiry date. Each has a Name, Issuer, Issued on and Expires on date. Crew works out the status for you:
- Valid: no expiry date, or more than 30 days left.
- Expiring: expires within 30 days. The member and their manager get one reminder.
- Expired: the date has passed.
Managers can see every certification in their line, expired and expiring first, on the Leave page.
Training
Courses and sessions, with Name, Provider, Status (completed, in progress or not started), Completed on and an optional Score. Trainings completed through the training catalog are added here automatically.
Adding certifications and training
- Members add their own with Request on their profile. It goes to their manager and is added once approved.
- Managers (in the reporting line) and Super Users add, edit and remove them directly.
Notes
Free-form notes about a member, for example from a check-in. Each note has a Visible to setting:
- The employee & their managers: the member sees it too, and is notified.
- Managers in the reporting line: hidden from the member.
- Only me (and Super Users): private to the author.
Notes can be removed by their author or a Super User.
Disciplinary records
Warnings and other formal actions, each with a Title, Type (warning, verbal, written, final, suspension, termination or other), Severity (low, medium, high or critical), a Description and a Date. The member is notified when one is added.
Managers in the line can update a record's Status: active, resolved, expired or appealed. Only Super Users can remove a disciplinary record.
Note: Notes and disciplinary records are sensitive. They're never included in exports, the API, webhooks or the public staff directory.
Service record
The service record sits at the top of every profile:
- Role: their current role (shown as their title).
- Time in role: since their last role change.
- Time in service: since their hire date.
- Last promotion.
- Initial training: not started, in progress, passed or failed, with the date it was completed.
- Discord ID: the linked account.
Changing someone's role
Managers in the reporting line and Super Users can change a member's role:
- from the member's profile, with an optional reason;
- with
/crew promote @someone role [reason]in Discord; or - by giving them the linked Discord role, and Crew follows (see Roles and access).
Every change (promotion, demotion, first assignment or removal) is kept in the role history with its date, reason and who made it ("Discord" when it came from Discord). Role changes don't send a notification. Managers can only give roles up to their own access level, and nobody can change their own service record.
Initial training status is set from the profile by managers in the line and Super Users.