This guide provides step-by-step instructions to import new crew members or update existing crew member information using the Data Exchange (Import/Export) module in NextCrew.



Understanding Import vs. Update

  • Import New Crew Members:
    When you import a file with crew member data, the system checks for the existence of each record using the userid or internal id.
    • If the userid or internalid exists: The record will be updated.
    • If the userid or internalid does not exist: A new record will be created.


Preparing Your Data

  • All data must be formatted according to NextCrew's standard import template for employees. (See attached template)
  • Ensure your file is closed before starting the import process.
  • Ensure that required filed are filled out.


Importing New Crew Members

  1. Create Your File
    • Use the provided crew import template to prepare your data.
  2. Access the Data Exchange Module
    • Log in to NextCrew and navigate to the Data Exchange module.
  3. Select Crew Members 
    • Choose the Crew Members option for import.
  4. Import Your File
    • Click on Import File and select your prepared file.
    • Make sure the file is not open in any other application.
  5. Complete the Import
    • After the import, you will receive a success or failure message indicating the result.


Updating Existing Crew Member Information

  1. Export Existing Data
    • Navigate to report Crew Export for Update in the report section to download current crew member data.
  2. Modify the Data
    • Make necessary changes to the exported file.
    • Ensure you do not alter the userid or internalid columns unless intentionally updating these identifiers.
  3. Access the Data Exchange Module
    • Go to the Data Exchange module in NextCrew.
  4. Select Crew Members
    • Choose Crew Members for the update.
  5. Import the Updated File
    • Click on Import File and select your modified file.
    • Ensure the file is closed before importing.
  6. Complete the Update
    • Upon completion, you will receive a success or failure message.


Tips & Best Practices

  • Always use the latest template provided by NextCrew to avoid format errors.
  • Double-check your data for accuracy before importing, especially for updates.
  • Save a backup of your exported data before making bulk changes.


Troubleshooting

  • Import Fails:
    • Check that your file matches the required template.
    • Ensure the file is closed in all applications before importing.
    • Review the error message for specific issues with data formatting or required fields.


By following these steps, you can efficiently manage crew member data in bulk using the Data Exchange module in NextCrew.