X3 MaritimeGuide · how to fill it out
X3 Crew,Field by Field.
Every MMC, medical certificate, TWIC and endorsement, and whether tonight's crew can legally sail.
The rules your operation answers to
- 46 CFR 136-144Subchapter M towing vessels
- 46 CFR 199.180Monthly drills
- 46 CFR 10.301Medical certificates
- 46 CFR 16.230Random testing — 50%
- 29 CFR 1915.12Confined & enclosed spaces
- 29 CFR 1917.50Crane certification
- 33 CFR 105.220Security drills every 3 months
- 33 CFR 155.1060Spill response exercises
- 46 CFR 4.05-10CG-2692 within 5 days
- 46 CFR 4.06-32-hour / 32-hour test clocks
Every record X3 Crew keeps, the rule behind it, how often it comes due, and exactly what to type in each field — with where to find it on your own paperwork.
Credentials
46 CFR 10.227 / 10.301 / 10.205 · Once per mariner, update at each renewal
Each mariner's Coast Guard credentials, medical certificate and TWIC. An expired credential means that person cannot legally fill their position, and inspectors check them aboard.
| Field | What it is | Where to find it | Example |
|---|---|---|---|
| Position held | The job this mariner fills on your boats. | Match it to the job on your crew list and the endorsement on their MMC. | Mate |
| Endorsements on the MMC (e.g. Master 100 GRT; AB-Unlimited) | The national endorsements printed in the mariner's MMC, as they appear there. | Endorsement pages inside the MMC (Merchant Mariner Credential) booklet. | Master 100 GRT Near Coastal; Towing |
| MMC expires | The date the Merchant Mariner Credential runs out. MMCs are valid for 5 years. | Printed on the MMC booklet. You can also confirm it with the NMC's credential verification service. | 06/30/2030 |
| Medical certificate expires (national) | The date the national medical certificate runs out. It is a separate document from the MMC. | On the Coast Guard medical certificate, on the line for national endorsements. Usually good for 5 years. | 06/30/2027 |
| Medical certificate — STCW expiry | The STCW expiry on the medical certificate, if the mariner sails on STCW. Usually good for 2 years. | Same medical certificate, on the STCW line. Leave blank if there is no STCW date. | 06/30/2026 |
| Pilot annual physical due | When the next yearly pilot physical is due, for mariners serving as first-class pilots. | Pilot line on the medical certificate, or the date of the last pilot physical plus one year. | 03/31/2027 |
| TWIC expires | The date the mariner's TWIC card runs out. TWICs are valid for 5 years. | Printed on the front of the TWIC card. | 09/15/2029 |
| Needs a TWIC for this job | Yes if this person needs a TWIC to work your boats or facilities. | Generally Yes for anyone needing unescorted access to secure areas. Check your security plan. | Yes |
| STCW endorsements | Any STCW endorsements the mariner holds, as printed. | STCW endorsement page in the MMC. | Basic Training; PSC |
| Basic training refresher due | When the mariner must refresh STCW Basic Training. Refresher training is needed every 5 years. | Date on the Basic Training or BT refresher course certificate, plus 5 years. | 05/20/2028 |
Manning Plans
46 CFR Part 15 · Once per vessel, update when the COI or crew changes
Who must be aboard each boat (from the COI) and who is actually assigned. Sailing short of the COI manning is a serious violation.
| Field | What it is | Where to find it | Example |
|---|---|---|---|
| COI manning (e.g. Master:1, Mate:1, Engineer:1, Deckhand:2) | The crew the boat must carry, copied from the COI. | Manning section of the Certificate of Inspection (COI), usually on the first page. | Master:1, Mate:1, Deckhand:2 |
| Or type names (comma separated) | Names of crew assigned, if they are not set up in People yet. | Your crew list or crew change schedule. Separate names with commas. | J. Ruiz, T. Bell, M. Ortiz |
Training
STCW / company · Each time a course is completed
Courses and endorsements each mariner has completed, with expiry dates. Inspectors and auditors ask to see proof of required training.
| Field | What it is | Where to find it | Example |
|---|---|---|---|
| Course or endorsement | The name of the course or training. | Course completion certificate from the training school or company trainer. | Basic Training Refresher |
| Completed | The date the course was finished. | Completion date on the course certificate. | 06/30/2027 |
| Expires | When the training must be redone, if it expires. Leave blank if it never expires. | Some certificates print an expiry date; otherwise use your company's refresh interval. | 06/30/2032 |
Rest Hours
46 CFR 15.1111 · Every day aboard
Each mariner's daily hours of rest. Fatigue is a leading cause of casualties, and rest records are among the first things investigators ask for.
| Field | What it is | Where to find it | Example |
|---|---|---|---|
| Day | The calendar day this rest record covers. | Crew timesheet or rest-hours sheet. | 06/30/2027 |
| Vessel operates beyond the boundary line | Yes if the boat goes outside the boundary line (offshore). STCW rest rules then apply. | Route on the COI, or the actual trip. Inland, harbor and river work is usually No. | Yes |
| Hours of rest in this 24-hour day | Total hours of rest in this 24-hour day. Offshore minimum is 10 hours (and 77 in any 7 days). | Add up the off-watch blocks on the timesheet or rest-hours sheet. | 11 |
| Longest single rest period (hours) | The longest single unbroken rest period that day. One rest period must be at least 6 hours. | Rest-hours sheet or watch schedule. | 6 |
| Number of rest periods | How many separate rest periods. Offshore, rest may be split into no more than 2 periods. | Count the separate off-duty blocks on the sheet. | 2 |
| Longest time between rest periods (hours) | Longest stretch of work between two rest periods. Offshore it may not exceed 14 hours. | Watch schedule or timesheet. | 8 |
| Master authorized an exception (15.1111(j)) | Yes if the master suspended the rest rules for an emergency or other overriding situation. | Master's logbook entry. Note the reason in Notes and give compensating rest after. | No |
Sea Service
46 CFR 10.232 · Each trip or hitch, or at least every month
Days each mariner served on each vessel. This is what the mariner uses to renew or upgrade their credential, so dates and tonnage must be accurate.
| Field | What it is | Where to find it | Example |
|---|---|---|---|
| Official number | The vessel's Coast Guard official number. | On the COI or the Certificate of Documentation (COD), and marked on the boat's hull or beam. | 1234567 |
| Gross tonnage | The vessel's gross tonnage. It decides which tonnage endorsements this service can count toward. | Certificate of Documentation or COI. Use GT (or GRT if that's all that is shown). | 198 |
| Propulsion & horsepower | Type of propulsion and total horsepower, needed for engineer and towing sea service. | COI, the vessel particulars sheet, or the engine maker's plate. | Diesel, 2,400 HP |
| Route / waters | The waters the vessel worked on during this service. | Route on the COI, or the actual trading area. Use Coast Guard terms. | Rivers; Lakes, Bays & Sounds |
| Capacity served | The job the mariner did aboard. | The crew list or the master's sea service letter. | Mate (Pilot) |
| From | First day of this period aboard. | Crew change records, logbook or payroll. | 06/01/2027 |
| To | Last day of this period aboard. | Crew change records, logbook or payroll. | 06/28/2027 |
| Watch schedule | The watch system worked. On approved two-watch boats a 12-hour day counts as 1.5 days. | Your vessel's watch schedule. 12-hour credit only where a two-watch system is allowed. | 12-hour day, two-watch (counts 1.5 days) |
| Days of service (leave blank to work it out) | Days of service. Officer renewals need 360 days in the past 5 years (46 CFR 10.227(e)). | Leave blank and X3 counts the days from the dates and watch system. | 42 |
Hitches & Crew Changes
Company crewing · Each crew change
When each mariner joins and leaves each boat. This keeps the crew list current and feeds sea service and random-test availability.
| Field | What it is | Where to find it | Example |
|---|---|---|---|
| Joined the vessel | The day the mariner joined the boat. | Crew change schedule, logbook or travel record. | 06/01/2027 |
| Leaves the vessel | The day the mariner leaves (or is scheduled to leave) the boat. | Crew change schedule. | 06/15/2027 |
| Position | The job they fill this hitch. | Crew list or schedule. | Deckhand |
Compliance information, not legal advice. Rules cited are current as we publish; confirm against the official eCFR.