What happens when a crew member signs off? For many shipping companies, staying in touch with offboard crew is a logistical headache. There is no clear channel, scattered contact details, and unpredictable response rates.
While onboard communication has steadily become more secure and structured, offboard communication often relies on informal methods like private emails, Facebook Messenger, or WhatsApp. And while these platforms may be convenient for private use, they’re not sustainable when it comes to professional, secure and traceable communication with your seafarers.
Disconnected after disembarkation
Once a seafarer leaves a vessel, they often lose access to company systems including email. If the only way to reach a former crew member is through their private Gmail or a message on Facebook, you lose all the structure, traceability, and professionalism that defined your onboard communication setup.
According to a 2023 survey by the International Chamber of Shipping, over 55% of shipping companies report difficulties maintaining contact with offboard crew, which often leads to delays in critical handovers and operational inefficiencies. Furthermore, the European Maritime Safety Agency (EMSA) highlights that unstructured communication increases the risk of data loss and security breaches by up to 40%.
Need to follow up on a handover? Track down documents or digital signatures? Or simply invite someone back for their next rotation? Without a dedicated communication channel, these tasks can become difficult or even delayed.
Explore how the Dualog Identity Provider with SSO automates on/off-boarding
Who’s really on the other end?
Private channels limit traceability, and they introduce real identity risks. You never truly know who’s behind a personal email or social media account. It might be a shared family inbox, a spouse replying on behalf of the seafarer, or even an outdated contact.
This opens the door to security breaches, miscommunication, and even potential GDPR violations. Without strong identity controls, sensitive information can end up in the wrong hands, and there’s no audit trail to fall back on if something goes wrong. The 2022 Cyber Security in Maritime report by BIMCO notes that identity-related vulnerabilities account for nearly 30% of reported cyber incidents in the maritime sector.
Learn how to eliminate the risks posed by shared mailboxes
Tightened security regulations
The latest IMO Guidelines on Maritime Cyber Risk Management (MSC-FAL.1/Circ.3/Rev.3) emphasize the need for robust identity verification and secure access control as key components of any effective cybersecurity strategy. Classification societies also enforce stricter audit and identity controls, as outlined in the IACS Unified Requirements E26/E27.
Shipping companies are now expected to implement systems that provide traceable, auditable communication channels, reducing the risks of unauthorised access or data breaches. Non-compliance can result in significant operational and financial penalties, underscoring that secure, standardised communication is both a best practice and a regulatory requirement.
“Our commitment at Dualog is to provide each crew member with a standardised communication channel that strengthens their connection with the company and meets all existing and future security standards for communication at sea.”
Geir Inge Jensen
ISO committee member for Ships and Marine Technology standardisation
and Chief Information Security Officer at Dualog
The rise of unofficial communication
Informal channels fill the gap, but not without cost. Using private email addresses makes it harder to verify identities. Social media introduces cybersecurity risks and blurs professional boundaries. And without any central access control, you’re left relying on spreadsheets of contact info and hoping nothing goes missing when someone changes their phone number or inbox. For an industry that thrives on precision and planning, it’s a communication blind spot.
A professional channel that follows the crew
By assigning each crew member a personal corporate email address, communication doesn’t stop when they go ashore. Their crew account becomes the central access point for all work-related communication, no matter where they are.
When onboard, the same secure account can also be used to access shared role-based inboxes like captain@ or chiefengineer@, based on the crew member’s assigned role. This ensures seamless continuity, removes the need for shared passwords, and maintains full traceability of who accessed what mailbox, and when. Once a rotation ends, access is automatically revoked to keep systems clean, secure, and always up to date.
How personal login to role-based mailboxes works
Learn how to enable personal logins to role-based mailboxes in your fleet
With a consistent and professional communication solution, you not only reduce risk, you also strengthen trust and keep your workforce engaged, informed, and connected throughout their maritime journey.
Next steps: closing the gap for good
It is time to rethink how you stay in touch with your crew, before and after disembarkation. Get in touch to explore how Dualog Mail can support your crew communication strategy, ashore and at sea.
