NextCrew

Overview

The Compliance tab summarizes and manages all credentials required for a crew member’s compliance, focusing on licenses and certifications. Maintaining complete and accurate information here is vital for audit readiness and ensuring every crew member is fully qualified for assignment.

Navigation

• Go to HR → Crew Members from the main menu.

• Click the Detail link for the desired crew member.

• Select the Compliance tab at the top of the record.

Screen Layout

Section 1: License Management

Displays all professional licenses held by the crew member. Keeping this information accurate and up to date is critical for legal operation and organizational compliance. 

Typically license are managed by the crew members through the app

Use Cases

1. How to add a license

    a) Click on +Add on the license section

    b) Add details

    c) Add copy of the license

    d) Update

2. How to verify a license

    a) Click on the license detail

    b) check mark "Verify" after confirming the license detail

    c) The system will automatically update date and the user information who verified it

    d) click on update

3. How a crew member can update their license

    click here to see crew member's process to update the license

Automation

The system will automatically send expiring license notification to crew members and staffing managers. Crew members can update their own licenses through the app - see how

Reports

You can run expired license notifications report to review expiring licenses. Search for License & Certification report in the report library

Analytics

Navigate to the HR Overview->Click on Add Dashboard->Select type List->Select License Expiration.

Partnership / Integration

Automate Healthcare License Verification with Nursys

CrewPilot (NexrCrew AI Assistant)

Search in the CrewPilot "List all the crew members whose license are expiring in {10} days or 

List all the crew members whose license are expired  or Send a message to all the Crew Members whose license are expiring in 10 days and ask them to update their licenses.

FAQ

Can I update license on behalf of Crew Member? Yes

What is the frequency of the license expiration? 30 days by default

What happens if they don't update license ? The license record is displayed as expired

Section 2: Certification

Tracks all professional certifications such as safety, training, or skill-based credentials.

• Fields:

  • Certification Name: (e.g., First Aid, OSHA 30)

  • Certifying Body: Issuing authority.

  • Certification Number: Unique ID, if applicable.

  • Issue Date: Date achieved.

  • Expiration Date: Next renewal due.

  • Status: Current standing (Active, Expired, Pending).

  • Upload Certificate: Scanned certificate or file.

Use Cases

1. How to add a certificate

    a) Click on +Add on the certificate section

    b) Add details

    c) Add copy of the certificate

    d) Update

3. How a crew member can update their certificate

    click here to see crew member's process to update the certificate

Automation

The system will automatically send expiring certificate notification to crew members and staffing managers. Crew members can update their own certificates through the app - see how

Reports

You can run expired certification notifications report to review expiring licenses. Search for License & Certification report in the report library

Analytics

Navigate to the HR Overview->Click on Add Dashboard->Select type List->Select License Expiration.

CrewPilot (NexrCrew AI Assistant)

Search in the CrewPilot "List all the crew members whose certificates are expiring in {10} days or 

List all the crew members whose certificates are expired  or Send a message to all the Crew Members whose certificate are expiring in 10 days and ask them to update their certificate.

FAQ

Can I update certificate on behalf of Crew Member? Yes

What is the frequency of the certificate expiration? 30 days by default

What happens if they don't update certificate ?The certificate record is displayed as expired.

Section 3: Background Checks

The Background Check section helps ensure compliance and trust by tracking staff verification records. This section is widely used during onboarding and ongoing compliance, as most clients require staff to have completed and passed background checks. It provides flexibility by allowing automated integration with background check providers or manual entry of results.

Field Layouts

• Type: Basic or Expanded background check.
• Package Name: The name of the background check package conducted.
• Status: Pass, Fail, or Pending result.
• Date: Date when the background check was initiated or completed.
• Expiration: Expiry of the background check validity.
• Vendor Name: The provider (e.g., Checkr, VerifiedFirst, or custom vendor).
• Link to the Result: Direct access to the completed report.

Use Cases

• Add a new background check record manually when using your own vendor.
• Update the status once results are received.
• Track staff compliance by checking expiration dates.
• View vendor-provided reports for quick verification.
• Delete outdated or incorrect records for accuracy.

Automation

• Automatically syncs background check status when using Checkr or VerifiedFirst through marketplace integration.
• Automatic reminders for expiring checks can be configured to maintain compliance.

Reports

• Generate reports to view staff who have passed, failed, or are pending background checks.
• Create compliance-specific reports for clients who require background check proof.

Analytics

• Dashboards offer quick insights into:
  1. Percentage of staff with valid background checks.
  2. Expiring checks within a certain timeframe.
  3. Vendor performance and approval rates.

Partnerships/Integration

• Official integration partners: Checkr and VerifiedFirst.
• Option to manually enter results with other vendors.
• Companies not listed can request API/marketplace integration with NextCrew.

Crew Member Access

• Crew members cannot edit or add background check results.
• They may be able to view if their status has been updated (depending on admin permissions).

Client Access

• Clients may be able to view the status of background checks for assigned staff, but won’t have direct access to detailed reports unless shared.

CrewPilot (NextCrew AI Assistant)

• CrewPilot can assist by:
  1. Finding which crew members have pending or expired checks.
  2. Creating compliance reports for upcoming projects.
  3. Answering common queries like "Which staff have valid background checks for this week?"
  4. Recommending when to reinitiate checks based on expiration dates.

FAQ

Q: Do I have to use Checkr or VerifiedFirst?
 A: No. You can manually add records from any vendor or request an integration.

Q: Can expired background checks be renewed automatically?
 A: No, but reminders can be set for admins to reinitiate checks before expiration.

Q: Do crew members see the contents of their report?
 A: They typically see only their status (Pass, Fail, Pending); detailed reports remain with admins.

Q: Can clients request additional checks directly through the system?
A: Not directly, but they can request through admin who can initiate the process.

Section 4: Test Scores

The Test Scores section within the Compliance tab allows companies to track and manage crew members’ performance on required or optional tests. This ensures compliance with industry standards, training requirements, or internal assessments by maintaining a structured record of test results and related documentation.

Field Layouts

• Test Name – The name of the test taken by the crew member (e.g., Safety Training, Certification Exam).
• Test Score – The numeric or percentage score received.
• Date Taken – The date when the test was completed.
• Attachment – Supporting documents such as scanned certificates, completion proof, or score reports.

Use Cases

• Record and monitor certification exam results for compliance audits.
• Track mandatory training assessments for safety or regulatory purposes.
• Upload proof of test completion to have all compliance documentation in one place.
• Add new test results for individual crew members or delete outdated/incorrect entries.

FAQ

Q: Can I add multiple test results for one crew member?
 Yes, each test result is stored as a separate record, allowing tracking of multiple tests over time.

Q: Are attachments mandatory?
 No, attachments are optional, but uploading them ensures easier audit verification.

Permission and Configuration

• Access Control: The Compliance tab and its sections can be hidden or restricted based on a user’s role or organizational policy.

• Permission Settings: Only authorized users (usually the crew member and HR) can edit or add compliance records.

See Also

• Crew Member Detail Screen Guide

• Compliance Tab - License Documentation Requirements

• Compliance Tab - Certification Documentation Requirements

• HR Tab Guide

• Work History Tab Guide