Everything about your clients lives in one place. This page says which guide answers which question, so you do not have to hunt for it.
Go to CRM in the left menu. Clients, prospects and their people are all there.
Before they are a client
A prospect is a client you have not won yet, and NextCrew keeps them in the same place as the rest. When you win one, nothing is re-entered.
| Guide | Who | When | What it answers |
|---|---|---|---|
| Manage Prospects & Build a Pipeline | Staffing manager | Ongoing | Add a prospect, set an owner and a status, log the call, and set the next task |
Setting a client up
Four things, in this order. The first one takes about five minutes and most of what makes a client workable later is filled in during those five minutes.
| Guide | Who | When | What it answers |
|---|---|---|---|
| Add a New Client | Staffing manager | When you win a client | The record itself, and the four dropdowns that drive every list and report afterwards |
| Add & Maintain Client Contacts | Staffing manager | Same day, then as people change | The people who order, approve and pay. Orders route to people, not companies |
| Configure Client Rate Tables | Manager or Administrator | Once, then when rates change | Pay and bill rates per position, and why a rate change never touches existing jobs |
| Set Up Parent & Child Clients | Staffing manager | A head office with sites under it | Linking sites to a head office, and billing them on one invoice |
Giving them access
A login stops the orders arriving by email. Granting it and getting it used are two different jobs, so they are two guides.
| Guide | Who | When | What it answers |
|---|---|---|---|
| Set Up Client Portal Access | Staffing manager | Per person who needs a login | Creating the account, and checking what they will see before they log in |
| Orient New Clients with Technology | Staffing manager | First two weeks | Getting them to actually use it, and what still comes to you |
Keeping the relationship
| Guide | Who | When | What it answers |
|---|---|---|---|
| Nurture Existing Clients | Staffing manager | Weekly | Spotting a client going quiet, and the cadence that catches it |
| Track Preferred and Not Preferred Crew | Staffing manager | When a client asks | Recording who a client wants back — and what the setting does not do |
| Record a Client Incident | Staffing manager | When a client complains | Writing up what happened so the next coordinator sees it |
What is not in CRM
| If you are looking for | Go to |
|---|---|
| Placing and filling the orders themselves | Workspace |
| Timesheets and client approval | Timesheets |
| Invoices, payments and chasing money | Invoicing |
| What a Crew member did wrong, and what follows | HR |
| What your client sees and clicks in their own portal | the Clients category |
Questions people ask
Is a prospect a different kind of record?
No. It is an ordinary client record with Account Type set to Prospect. That one field is what separates your pipeline from your book of business, and it is why nothing is re-entered when you win the deal.
Can I merge two client records?
No. There is no merge. Orders, timesheets and invoices stay permanently on whichever record they were created against. Rename and deactivate the one you are not keeping, and note on the survivor what is stranded. Searching on a distinctive part of the name before you create is the only real fix.
Where do I change the dropdown options?
In Code Tables. Account Type, Lead Source and Follow-Up Status all come from there, and an administrator can add values. Do not work around a missing option by picking the closest one — a year of nearly-right answers makes the field useless for reporting.
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