Case study · Crew OS
Crew OS: a captain’s brief in, a shortlist out
A working desk for a yacht crew agency. Briefs arrive structured, every candidate is checked against every requirement, and the captain sees a short list of cards, each with a reason.
The problem
The placement lives in an inbox
A crew agency runs on its relationships with captains and on a long list of candidates. The matching is real expertise, but it is buried under emails, spreadsheets and phone notes. It slips in four familiar ways.
- Briefs arrive as loose emailsRole, certificates and dates are scattered across a thread.
- Checks live in memoryAn expired certificate or a visa gap is found late, after the call.
- Captains get a pile of CVsThe reason behind each name stays in the recruiter’s head.
- Gaps are seen too lateA charter week or a yard period with nobody on duty surfaces at the last minute.
How it works
Four steps, from brief to placement
Watch one brief travel from a yacht to a placement. Pick a step to jump to it.
Crew OS
Placement, invoice and warranty from one record
The invoice is raised on the start date and the warranty is tracked. A charter gap comes back as a new brief.
- The captain's brief arrives already structured. Role, certificates, visas and start date come in from the website as fields, not as an email thread.
- Every candidate checked against every requirement. Each requirement is marked met, partly met or not met. The people who are out say exactly why.
- A few cards, each with a reason. The recruiter picks the names and writes one line on each. The captain answers meet or pass.
- Placement, invoice and warranty from one record. The invoice is raised on the start date and the warranty is tracked. A charter gap comes back as a new brief.
Brief
The captain's brief arrives already structuredRole, certificates, visas and start date come in from the website as fields, not as an email thread.Match
Every candidate checked against every requirementEach requirement is marked met, partly met or not met. The people who are out say exactly why.Shortlist
A few cards, each with a reasonThe recruiter picks the names and writes one line on each. The captain answers meet or pass.Place
Placement, invoice and warranty from one recordThe invoice is raised on the start date and the warranty is tracked. A charter gap comes back as a new brief.
What a person still decides
The recruiter picks. The captain decides.
Crew OS ranks and checks, but it never sends a shortlist on its own. The recruiter chooses every name and writes the reason the captain will read.
A partial fit has to be acknowledged before it can go, so nothing reaches a captain by accident.
The captain decides meet or pass on each card, and a pass asks for a reason, so the next shortlist is better.
Candidates see their own applications and to-dos, never the recruiter’s notes or ratings.
Who it is for
Desks that place people, not CVs
- Yacht crew agenciesDeck, engineering and interior roles, matched on certificates, sea time and visas.
- Specialist recruitersAny desk where a short list with reasons beats a pile of CVs.
- Charter and yacht management teamsRotation gaps and yard periods turned into briefs before they become emergencies.
Next
Bring a brief and see a shortlist
A short call is enough to see whether Crew OS fits how your desk places crew.
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