Olympia runs 5,000+ crew on spreadsheets, inboxes and memory. We replace that with a single system of record — built around how a manning agency actually works, not around generic HR software.
Before we talk about your operation, a quick word on ours.
Founded to solve one problem: operations-heavy businesses running critical work on spreadsheets. Maritime, logistics and crewing are our core verticals.
Multi-year delivery history across logistics and crewing operators, with systems still running in production today.
Cloud-hosted, role-based access, encrypted document storage, and an integration layer built for email, WhatsApp, accounting and banking.
Dedicated implementation team through go-live, then an ongoing helpdesk with defined response times.
This proposal is one deployment of a broader ecosystem model — see the Ceekay Logistics case study further down.
Every module ships toward one destination: a single live panel that tells leadership the true state of the business, always.
Olympia Shipping & Logistics supplies experienced seafarers globally, running a network of offices with 5,000+ crew on board at any given time — positioned as a full-service crewing agency, not just a manning list.
What we're offering, the problem it solves, why it's worth solving now, and how we get you there — no follow-up meeting required to understand the proposition.
Recruitment, crew database, documents, HR & payroll, finance, client portal, mobile apps and a live management dashboard — reading from a single crew record instead of nine disconnected tools.
Excel across recruitment and crewing, expiries caught late, records scattered across offices, client reports assembled by hand. It works, until it doesn't — at 5,000+ crew, that's every week.
One lapsed STCW certificate or an unlogged rest-hour breach can mean a Port State Control detention. Every spreadsheet handoff compounds that risk — and it's compounding today, not hypothetically.
Not a generic HR system adapted to maritime — a platform designed around MLC/STCW compliance from day one, with the "one panel" model already delivered and running for Ceekay Logistics.
Every candidate already moves through this path — the question is whether it's tracked, or reconstructed after the fact.
MLC and STCW rest-hour rules enforced by whoever remembers to check, not by a system.
Passport, visa, medical and certificate lapses surface when they've already become a problem.
Every ship-owner request means someone assembling a report by hand, from scattered sources.
Every step becomes a tracked, auditable, system-owned event, from first application to reassignment.
A walk-through of the actual screens your team, your crew and your ship-owner clients would use every day.
Monitor your entire business from one centralized control panel — sales, crew status, revenue and pending work, live.
Purchase and sales entries, GST-compliant invoices, and payment tracking — fully integrated with the books, no separate reconciliation.
Passport, medical, visa, STCW, CDC, COC and insurance records tracked automatically — with alerts that fire 60, 30 and 14 days out, not after.
A mobile-responsive experience for crew and management alike — documents, payslips, alerts and reports, wherever they are.
Profitability, deployment rate and compliance posture — visualised, not buried in a spreadsheet someone has to rebuild every month.
Every module reads from the same crew record — no re-keying data between recruitment, documents, payroll and finance.
Candidate pipeline, resume upload, rank tracking, interview scheduling and a live "ready to deploy" dashboard.
One master record per seafarer — personal details, certificates, medical, vessel history and performance.
Passport, medical, visa, STCW, CDC, COC and insurance tracking with automated expiry alerts.
Search, assign, track — always know who's deployed, where, since when and until when.
Attendance, contracts, salary, allowances, leave, settlement and payslips in one flow.
Quotation to invoice to payment, GST handling and profitability reporting — fully integrated.
Ship owners request crew, track deployment, and download invoices and reports without calling you.
Crew app and management app — documents, notifications, approvals and dashboards on the move.
Joining, leaving, available crew, pending items, revenue, outstanding and profit — one screen for the CEO.
Olympia's technical management and ship-repair work already involves employees, fabrication jobs, purchased material and vendors — this is that side of the business, brought onto the same system of record.
Attendance, salary payout and task assignment in one flow, with a day-wise work report so a manager can see planned work against completed work for any employee, any day.
Every fabrication project checks material availability automatically — what's in the warehouse, what's required for the job, and what needs to be purchased, with full vendor history behind every purchase order.
Planned vs. actual duration, every expense logged as the project runs, and a profit report per job that nets material and labour cost against the agreement value — rolled up across branches into one view for leadership.
Attendance, salary payout, task assignment and day-wise work reports for every employee.
Material availability, requirement planning and stock tracking tied to every project.
Purchase orders, pricing and full vendor history in one searchable record.
Separate branch-wise books and dashboards, consolidated into one leadership view.
Every capability below maps to a real Olympia workflow — not a feature list borrowed from horizontal HR software.
| Today | With the platform |
|---|---|
| Crew records split across Excel, email and paper files | One crew master profile per seafarer, single source of truth |
| Document expiry noticed after the fact | 60 / 30 / 14-day automated alerts by email + WhatsApp |
| Client reports assembled manually on request | Self-serve client portal with on-demand downloads |
| Compliance tracked by memory and spreadsheet | MLC 2006 / STCW rest-hour and certificate rules enforced by the system |
| Recruitment pipeline tracked in inboxes | Structured pipeline: shortlist → interview → selected → deployed |
Ceekay came to us with six departments and six sources of truth — a founder who could see revenue but not profitability until month-end. We rebuilt it as one ecosystem, reporting into one panel. Swap "shipments" for "seafarers" and it's the same architecture proposed for Olympia.
Terms below are the framework — final figures to be confirmed against module scope with the Extraaaz sales lead.
| Licenses | Per-user / per-module pricing, confirmed against final module scope |
| Implementation | One-time setup, data migration and configuration fee |
| Support | Ongoing plan — response times, coverage hours, escalation path |
| Custom development | Optional, scoped separately (e.g. SIRE 2.0 / TMSA modules if applicable) |
A 6–12 week deployment path, starting with discovery. No changes to how your team works — only to how it's tracked.