DOCU0226 - STA 4.

0 - Quick guides for onboard administrators

i

Seagull Training Administrator

STA 4.0 Quick guides for administrators on vessel installation
 DOCU0226 - STA 4.0 - Quick guides for onboard administrators
1

General information
This quick guide describes Seagull Training Administrator 4.0 (STA 4.0) functionality defined for
your role as an onboard administrator.

The vessel administrator’s focus is to:

- Maintain an updated list of the personnel onboard, including accurate sign on and sign
off dates.
- Ensure that data is updated at all time through data exchange, ship – shore – ship.
- Register Company Specific training, (CST) such as muster drills, fire drills etc. if used by
the company.
- Change the password of personnel onboard when needed.

STA login
Click the STA icon on the desktop.

Fill in the following fields:

 Login: admin
 Password: admin

When all the information has been entered, click the ‘Login’
button.

The help section

More detailed ‘Help’ is available in the top right corner of the screen.

How to assign a person to the vessel

You need to assign personnel who sign on one by one.

- Click “Personnel” section menu and select “Search for personnel”.

- Enter your search criteria, preferable their ID.
- Select status “Active” or “All”.
- Click “Search”.
- Select the person from the search results.
- Click “Assign” in the personal card.
- Select the rank he/she signs on as for this period of time.
- Change the sign on date and the sign off date. This person will be able to log into STA
within this period of time.
- Click “Confirm assignment”.
- Click “Close”.

Note: You will be notified of conflicting service records. Then you need to click “Go to Service
records” (in assignments tab) and select the service record to adjust.
 DOCU0226 - STA 4.0 - Quick guides for onboard administrators
2

How to search for personnel

The search function onboard consists of basic search and advanced search, but you can also
select personnel already on board from the “personnel list” displayed when you login to STA.
- Click the “Personnel” section menu.
- “Search for personnel”.
- Enter search criteria, preferable their ID.
- Click the blue “Search” button.
- Select the person in the “Result” panel.

Note: To use advanced search options click the blue “Show advanced search” in the right hand
lower part of the panel.

How to change personnel’s password

- Click the “Change password” button in their personal card.
- Enter new password.
- Re-enter new password.
- Click the “Confirm” button.

How to register company specific training (CST)

All participants in company specific training (CST), such as lifeboat drills, fire drills, video
sessions etc. have to be registered.
- Click “Training registration” menu.
- Click “Add training record”.
- Select the “Training” activity.
- Select the “Date of the training session”.
- Type a comment of the training session in the “Training remarks” field.
- Select one or several participants among the “Available personnel”.
- Click “Add selected persons”. The persons will then be transferred into the “Participants”
panel below.
- Click the “Save and close” button.

How to print reports

- Click the “Reports & Statistics” menu.
- Click “Reports”.
- Select the preferred report.
- Click the “Generate” button.
- Select report filters if required.
- Click the blue “Request new report” button.
- Click “Report manager”.
- Click the “Download” button on the right hand side of the requested report.
- Click the (browser specific) notification to “download”, “save as” or “open” the document.
- If you have printer connected, click the print icon.
 DOCU0226 - STA 4.0 - Quick guides for onboard administrators
3

Data exchange

It is essential to the system that all vessels perform data exchange periodically (e.g. monthly, or
with crew change).

How to export data

- Enter Seagull Training Administrator with admin user account.

- Click “Administration” and select “Data exchange”.
- Select “Export data” and click “Next”.
- Select “Export latest changes” and click “Next”.
- Check “On completion take me to the data exchange section in the task status” and click
“Finish”.
- Click “Download” and save the file to a portable storage device.
- Transfer the file to a computer with Internet connection.
- Create an e-mail and attach the file.
- Send the e-mail to your company's training address.

Important! Do not change the file name, compress the file or alter it in any way.
Do not add any messages or other requests to the e-mail as it will be automatically processed.

How to import data

The vessel will receive email from the central database with a data exchange package e.g.
o123456.nft attached. You are requested to manually import this package into STA.

- Enter Seagull Training Administrator with admin user account.

- Click “Administration” and select “Data exchange”.
- Select “Import data” and click “Next”.
- Click “Browse”, select the received .nft file and click “Finish”.

Note that after the import you need to log out and back in for some changes to take effect.

How to request for ID

In order to get personnel in your onboard database you need to send a “Request for ID” to your
training address. If the requested personnel are not found in the main database, please contact
your main office.

- Enter Seagull Training Administrator with admin user account.

- Click “Administration” and select “Data exchange”.
- Select “Request for ID” and click “Next”.
- Add request by ID, or by name and date of birth. You can add requests for several IDs.
Note that it is recommended to request by ID. If you request by name and date of birth
the name must be spelled exactly as it is entered in the main database in order to return
a result.
- When the personnel who you want to request ID for is added to the list, click “Next”.
 DOCU0226 - STA 4.0 - Quick guides for onboard administrators
4

- Check “On completion take me to the data exchange section in the task status” and click
“Finish”.
- Click “Download” and save the file to a portable storage device.
- Transfer the file to a computer with Internet connection.
- Create an e-mail and attach the file.
- Send the e-mail to your company's training address.

Important! Do not change the file name, compress the file or alter it in any way.
Do not add any messages or other requests to the e-mail as it will be automatically processed.

The Seagull database will reply within the hour and return with an e-mail containing an nft-file
attachment.

Import this file into the Seagull Training Administrator (See import procedure in the reply e-mail).

How to request for results

The “Request for results” function enables the possibility to request the records of one or
several persons from the central database.

- Enter Seagull Training Administrator with admin user account.

- Click “Administration” and select “Data exchange”.
- Select “Request for results” and click “Next”.
- Select the person(s) you would like to request the records for and click “Next”.
- Check “On completion take me to the data exchange section in the task status” and click
“Finish”.
- Click “Download” and save the file to a portable storage device.
- Transfer the file to a computer with Internet connection.
- Create an e-mail and attach the file.
- Send the e-mail to your company's training address.

Important! Do not change the file name, compress the file or alter it in any way.
Do not add any messages or other requests to the e-mail as it will be automatically processed.

The Seagull database will reply within the hour and return with an e-mail containing an nft-file
attachment.

Import this file into the Seagull Training Administrator (See import procedure in the reply e-mail).