How can AI improve crew change travel management?

As a sponsor and travel partner at this year’s Seatrade Crew Connect in Manila, ATPI Marine Travel was part of the important conversations shaping the future of the shipping industry. The event brought together maritime leaders to explore innovation in recruitment, logistics, wellbeing, and digital transformation. Among the key topics was the growing role of artificial intelligence, with a particular focus on its real-world application across crew and ship management. 

ATPI’s Eleftheria Letsiou, Head of Global Account Management, joined a panel of industry experts to examine current use cases for AI and machine learning (ML) in shipping. The discussion focused on where these technologies are already making a difference, the challenges to wider adoption, and how organisations can move forward responsibly. 

Connecting systems, not just tools 

A recurring theme was the need to tackle the structural disconnects that limit the potential of any smart technology. When systems and processes are fragmented, AI or ML can only operate at the surface level. Automating a single booking or predicting a flight delay may be helpful, but without integration, these improvements remain isolated. 

Meaningful progress will come from integrated workflows and shared data. Standalone AI cannot optimise the full crew change journey if it only has visibility over one part of it. During the panel session, co-developing tools that work with legacy systems was presented as a realistic solution. In fact, according to research by ATPI, many organisations prefer modular upgrades that build on what already works, rather than wholesale system replacements. 

The panel warned against the “layering trap,” where organisations apply technology on top of flawed processes. This can lead to inefficiencies and missed opportunities for meaningful improvement. Instead, AI and ML should be introduced after workflows have been clarified, responsibilities aligned, and communication flows established. In this way, digital tools can enhance reliability, reduce manual tasks, and support a more stable, connected operation. 

Throughout the session, there was agreement that the most effective models balance automation with human support. In crew change travel, where disruptions can have real operational and personal impact, clients continue to expect responsive, expert intervention when required. Getting the fundamentals right first is essential for technology to succeed. 

AI-enhanced crew change logistics  

Eleftheria Letsiou shared how ATPI is addressing the persistent challenge of fragmentation in crew change logistics operations. While smart technologies present significant potential, she emphasised that it cannot operate in isolation from structured workflows and coordinated input across all stakeholders. 

Crew changes typically involve multiple parties, including crewing teams, travel coordinators, port agents, and vessel operators. These functions often operate in parallel, using separate systems and timelines. As a result, delays and miscommunication are common, leading to inefficiencies that affect both cost and the overall crew change experience. 

ATPI’s Door to Deck concept addresses this challenge by creating a connected environment where shipping companies, travel providers, and port agents operate within a single, coordinated framework, helping crewing departments to align planning, increase visibility, and support timely updates.  

Building the workflow foundation 

ATPI visualises a two-phase approach to deliver tech and data drive optimisation for operational modules that may benefit from it.  

Phase 1: Professional-driven synergy 

The starting point is workflow clarity. Expert teams map and manage structured workflows, ensuring responsibilities are defined and information, such as ETA updates, reaches the right people at the right time. This professional-led approach reduces delays, improves communication, and establishes a stable foundation for collaboration across all parties involved.  

Phase 2: AI-powered optimization 

Once these workflows and partnerships are in place, AI can enhance the process. Predictive analytics, automated disruption handling, and intelligent routing become possible through AI and deliver full value when built on a consistent operational framework.  

This phased model reflects ATPI’s position that next generation tech should complement and enhance established practices, not override them. By starting with structured processes and stakeholder alignment, the integration of such technologies stands a much better chance to deliver practical, measurable improvements in crew change logistics management. 

Data, infrastructure & people 

The panel concluded by reinforcing that AI or ML should be viewed as a tool to support, not replace, human capability. This is especially important in high-risk or compliance-driven areas, where judgement and context remain essential. 

For data-driven innovation to succeed in the maritime sector, organisations must invest in solid data infrastructure and ensure their workforce understands how to engage with these tools. Training and education will help ensure that employees remain confident and relevant as smart technologies become more embedded in operations. Robust governance frameworks were also identified as a critical requirement. With clear policies, responsibilities, and ethical oversight, intelligent automation can be deployed in ways that align with the industry’s values and operational standards. 

From ATPI’s perspective, the discussion underscored the importance of practical integration. Crew change processes are inherently complex, involving both operational risks and human consequences. AI-powered solutions and ML-driven models can support more predictable, efficient outcomes, but only when systems, processes, and people are aligned from the outset.