When a crew member uploads an identity document or a certificate, it’s your office’s job to confirm it’s genuine. Reviewing is done right on the crew member’s profile, one credential at a time.
Verifying and rejecting credentials is an office action — available to Admin, Office Admin, and Office Employee roles. Crew members can see their own status but can’t approve their own documents.
Finding who needs review
Open the crew roster and filter by verification status:
- In Review — crew who’ve submitted everything and are waiting on you
- Action Needed — crew who have something you’ve already sent back
Open a profile from there to start reviewing.
Reviewing a credential
On a crew member’s profile, open their Documents or Certificates section. Each credential shows its current status and, for office staff, Verify and Reject actions.
Open the credential
Check the uploaded scan against the entered details — type, number, issuing country, and dates.
Approve it
If everything matches, choose Verify. The credential is marked Approved.
Or send it back
If something’s wrong — unreadable scan, mismatched number, expired document — choose Reject and add a short reason. The crew member sees that reason and knows exactly what to fix.
How a profile becomes Approved
A crew member’s profile rolls up from the individual credentials you review. It reaches Approved once all required credentials — at least one identity document and at least one certificate — are verified. Until then it sits at Incomplete, In Review, or Action Needed depending on what’s outstanding. See Verification status for the full model.
Re-review after an edit
If a crew member edits a credential you’d already approved — replacing a scan or changing a number — Seamind automatically returns that item to In Review and rolls the profile back, so a changed document never stays approved on stale information. It reappears in your In Review filter for a fresh look.
A clear rejection reason saves a round trip. “Passport scan is cut off at the bottom — please re-upload the full page” tells the crew member exactly what to do.
