Dualog Identity - Crew Management System Integration

INTRODUCTION

Dualog Identity can integrate with your Crew Management System (CMS) to automatically sync user accounts. This is the recommended approach for production environments as it:

• Eliminates manual user management
• Ensures user data stays up-to-date automatically
• Provisions access based on crew assignments
• Reduces administrative overhead

HOW IT WORKS

When integrated with a CMS:

1. User Creation: When crew are added in your CMS, accounts are automatically created in Dualog Identity
2. Ship Assignment: When crew are assigned to a vessel, their ship access is provisioned
3. Updates: Changes to user information (name, rank, etc.) sync automatically
4. Offboarding: When crew sign off a vessel, their ship-side access is revoked
5. Continuous Sync: Changes are synced automatically

SUPPORTED CREW MANAGEMENT SYSTEMS

Dualog has pre-built integrations with several major maritime crew management systems. Contact Dualog to learn which systems are currently supported.

If your CMS is not currently supported, contact Dualog to discuss building an integration.

For custom integrations, you can also use the SCIM API directly. See API Integration (Developer Guide) for details.

REQUESTING A CMS INTEGRATION

To set up a CMS integration:

1. Contact Dualog support or your account manager
2. Provide information about your CMS:
   • Vendor and product name
   • Version
   • Available API or export capabilities
3. Dualog will work with you to get an integration set up

DATA SYNCHRONIZED

The following user data is typically synchronized from your CMS:

User Information

Ship Assignment

Optional Fields

MATCHING SHIPS

For ship assignments to work correctly:

• Ships must exist in the Dualog system with their IMO numbers configured
• The IMO number from your CMS must match exactly
• If a ship doesn't exist in Dualog, the user will be created but without a ship assignment

SYNC BEHAVIOR

Initial Sync

When the integration is first enabled:

• All existing crew records are imported
• Users are created with their current assignments
• This may take some time depending on the number of users

Ongoing Sync

After initial setup:

• New crew records create new users
• Updated records update existing users
• Removed assignments revoke ship access
• Deleted records may disable or delete users (configurable per integration)

USER LIFECYCLE WITH CMS

New Crew Member

1. HR adds crew member in CMS with ship assignment
2. Dualog receives the data via integration
3. User account is created in Dualog Identity
4. User receives access to assigned vessel (after ship sync)
5. User can log in using activation link or default password

Crew Transfer

1. HR updates ship assignment in CMS
2. Change syncs to Dualog Identity
3. Previous ship access is revoked
4. New ship access is provisioned
5. Changes sync to vessels within minutes

Crew Sign-Off

1. HR records sign-off in CMS (or contract end date passes)
2. Change syncs to Dualog Identity
3. Ship-side access is revoked
4. Cloud identity remains active

Crew Departure

1. HR removes crew from CMS (or marks as inactive)
2. Depending on integration configuration:
   • User account is disabled, OR
   • User account is deleted, OR
   • User account remains unchanged

PASSWORD HANDLING

When users are created via CMS integration:

• A default password is set (same as email address) if the default password is not configured to be different
• Users must change password on first login
• Consider using Activation Links for smoother onboarding

BEST PRACTICES

Data Quality

• Ensure CMS data is accurate and up-to-date
• Verify IMO numbers match between systems
• Standardize rank names for consistent access control

Testing

• Test the integration with a small group first
• Verify user creation and ship assignment work correctly
• Confirm the offboarding process removes access appropriately

Monitoring

• Review user activity logs after initial sync
• Check for any sync errors or missing users
• Periodically audit to ensure systems remain in sync

Onboarding

• Use activation links for new crew members
• Communicate login instructions to HR for distribution
• Consider bulk generating activation links after initial sync

TROUBLESHOOTING

Users not being created

• Verify the CMS integration is active
• Check for errors in the sync logs
• Ensure required fields (name, email) are populated in CMS

Ship assignments not working

• Confirm the ship exists in Dualog with matching IMO number
• Verify contract dates are valid (start date not in the past)
• Check that the user was created successfully

Sync delays

• Real-time syncs should occur within minutes
• Verify the integration connection is healthy
• Contact Dualog support if significant delays persist

Duplicate users

• The integration typically matches on email address
• Ensure email addresses are unique in your CMS
• Contact Dualog support for duplicate cleanup

ALTERNATIVES TO CMS INTEGRATION

If a pre-built integration is not available for your CMS:

SCIM API

Use the SCIM API to build your own integration. See API Integration (Developer Guide).

CSV Import

Export from your CMS and import via CSV. See Managing Users.

Manual Management

Create and manage users manually in the Dualog Portal.

RELATED ARTICLES

• Managing Users
• API Integration (Developer Guide)
• Activation Links
• Getting Started for Administrators