Requesting ID

Use the Request for ID function to retrieve personnel records for crew members who:

• Have previously served on another vessel within your fleet.
• Exist in the company's central database but are not yet available on board.
• Cannot be found using Search for Personnel.

Once the requested record is imported, the crew member's training history and related information can be accessed within the Ocean Learning Platform.

Important: To achieve the highest success rate, request personnel using their Crew ID whenever possible.

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Before You Start

If you are unable to find a crew member, verify the following:

✅ The crew member exists in your company's central database.

✅ You have the correct Crew ID.

 

How to Request an ID

1. Log in to the Ocean Learning Platform using an Administrator account.
2. Select the Cog Wheel and choose Data Exchange.
3. Select Request for ID.
4. Click Next.
5. Add the crew member:
   • Preferred: Search using Crew ID
   • Alternative: Search using Name and Date of Birth
6. Add all required personnel to the request list.
7. Click Next.
8. Select On completion, take me to the Data Exchange section in Task Status.
9. Click Finish.
10. Click Download and save the generated file.
11. Transfer the file to a computer with internet access.
12. Create a new email and attach the downloaded file.
13. Send the email to your company's designated training address.

The request will be processed automatically. A reply email containing an NFT file will normally be returned within a few hours.

1. Import the returned NFT file into the Ocean Learning Platform.

❗Important

⚠️Do not rename the request file.

⚠️Do not compress or zip the file.

⚠️Do not modify the file contents.

⚠️Do not include additional requests or messages in the email, as it is processed automatically.

⚠️Always retain the original file name to ensure successful processing.

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Common Reasons a Request Does Not Return a Crew Member

 

Name Mismatch

The most common reason for a failed request is that the name entered does not exactly match the name stored in the central database.

Example:

• Requested: Juan Dela Cruz
• Stored in database: Juan A. Dela Cruz

No result may be returned. [Tip] Searching by ID is significantly more reliable than searching by name.

Incorrect Date of Birth

When requesting by name, an incorrect date of birth can prevent a successful match.