How to create a preannouncement for my inland vessel
Pre-conditions
- A valid account on the Prean web application.
- A valid registered company on the Alfapass web application with permission to create preannouncements.
- If you do not see any of these buttons on your company dashboard, please contact Prean via info@prean.be.
1. Select inland vessel
Search the vessel you wish to add to the preannouncement. Start by typing the name and you should find your inland vessel in the list.
By selecting the vessel, the "Next" button will be enabled.
If your vessel isn’t visible in the list, it means that the vessel isn’t added to the system or linked to your company yet. Contact Prean via info@prean.be for more information.
2. Select the company and quay for the visit
In this step you will select a company and quay where you wish to visit. After selecting one you will see a map showing the location.
If the Terminal has notices or notices that must be confirmed, it will open in a pop-up as soon as you navigate to Step 3. It is possible that you need to agree explicitly before you can continue.
3. Specify details of the visit
Specify the date and time of your arrival and departure, select a reason from the drop-down table and if needed leave a comment. You can leave behind contact information. These fields can be mandatory.
4. Add visitors
There are several options available depending on the configuration. You can add a verified visitor, a visitor with Alfapass or a visitor without identity verification. Some terminals only allow visits from Alfapass holders or Verified Visitors. When that’s the case those will be the only buttons displayed.
Add a visitor with Alfapass
By clicking on the button “Add visitor with Alfapass” you will open a popup that displays all Alfapass holders from within your company. You have several search options and can select multiple visitors as well.
Add a verified visitor
Provided that your company has them, you can click the “Add verified visitor” button to open a popup that displays your active visitors. You can search by name or e-mail address and select one or multiple visitors.
Add a visitor without identity verification
If identity verification is not a requirement, there will be an option to add a visitor without. Click the “Add visitor” button to open a popup that will allow you to enter all data manually. Required fields will be marked as such and cannot be left blank. The field “National number” will only be available for Belgian visitors. Visitors with any other nationality will have the “Identity card” field.
After adding your visitors, you can still edit and delete them from the overview. In addition to visitors, you can also specify a perimeter access method and a license plate. Multiple license plate entries are possible if you add the ‘ ; ‘ as a separator.
Preannouncement with reference
If the terminal allows the creation of a preannouncement with reference, you'll notice that the 'Next' button in Step 3 is enabled without having any visitors defined. This can be used when the identity of the visitor is yet to be determined at the time of creation.
Instead, you will need to add a location reference in Step 2 of the proces and this reference will be used to identify the visitor during the announcement.
5. Add visitor documents
Some terminals require official documents or certificates to ensure that a visitor is compliant with certain standards. In this step of the process, documents can be added to each visitor.
When using a Verified Visitor, these documents may already have been added to the visitor’s profile. In this case the documents will be uploaded automatically.
To add documents, click the upload button to open this pop-up. Select the document type from the dropdown menu. Currently the system supports the upload of VCA certificates, Company VCA certificates, A1 certificates, Dimona and Limosa declarations. Choose a file from your device and fill in the mandatory fields. Confirm the upload and the document will be attached to the visitor.
If a terminal requires a specific document, but you believe the visitor should be exempt, you can select the "Document is not applicable" option. You will be prompted to provide a reason and can continue the process without uploading a file. Any other documents or certificates not listed in the provided dropdown, can still be added in the next step.
6. Add attachments
You can (optionally) add up to 5 attachments to the preannouncement with a maximum of 10MB. In case you would like to add a document that was not listed in the previous step or if the terminal asked for any other documents in the notices.
7. Review before sending
In the last step you will receive an overview of all the information entered. At this point it is still possible to return to previous steps and adjust the preannouncement before sending.
