Overview
The License Type lookup table in NextCrew allows companies to configure and manage license requirements that are specific to their industry. Examples may include RN License, CNA License, and Driver’s License. Configuring license types ensures that the workforce remains compliant with industry regulations, and NextCrew can automatically track, alert, and enforce documentation requirements.
Area
This setup is managed in the Admin > Lookup Tables > License Type section of NextCrew. It is a company-level configuration available for administrators.
Navigation
Go to Admin Panel.
Select Lookup Tables.
Choose License Type.
Add/Edit/Delete licenses as needed.
Benefit
Compliance Monitoring: Helps companies ensure that staff holds required certifications.
Automation: Sends alerts before license expiration, preventing last-minute compliance issues.
Consistency: Standardizes how licenses are tracked across the organization.
Documentation Control: Ensures all necessary attachments (like scans of licenses) are collected and stored.
Field Reference
| Field | Description |
|---|---|
| Order | Defines the display order for licenses in dropdowns or reports. |
| Name | Name of the license type (e.g., RN License, CNA License). |
| Description | Additional details about this license for clarity or internal use. |
| Requires Expiration | Checkbox to determine if license has an expiration date. Alerts are sent before expiration if checked. |
| Requires Attachment | Checkbox to require users to upload a copy of the license before the record can be saved. |
Screen References
Crew Profile > Credentials Section – Displays licenses added for that crew member.
Reports > Compliance & Credentials – Used to monitor expiration statuses.
Alerts/Notifications Dashboard – Shows upcoming and expired licenses when “Requires Expiration” is enabled.
Pro Tip
Always use clear and recognizable names for licenses to avoid confusion (e.g., “Driver’s License (CDL)” instead of just “Driver’s License”).
Enable Requires Expiration only for time-sensitive credentials; this helps avoid unnecessary alert fatigue.
If you require attachments, make sure your file retention and storage policies are in place to comply with data privacy rules.
FAQ
Q: What happens if a license requires an expiration date?
A: The system will prompt for an expiration date when adding it to a crew member. Automatic reminders will be sent ahead of expiration.
Q: Can I add custom licenses specific to my company?
A: Yes, admins can create unlimited license types specific to their industry needs.
Q: What if a crew member doesn’t upload an attachment when it’s required?
A: The system will prevent saving the record until the required document is attached.
Q: Can I reorder licenses once they are created?
A: Yes, use the Order field to control display order in dropdowns.
Permission & Configuration
Who Can Configure: Only Admins with access to Lookup Tables can add/edit license types.
Crew Member Role: Crew cannot add License Types, but they can upload their own license details if required by the company.
See Also
Certification Lookup Table (for professional certifications not tied to regulatory licenses).
Document Management Guide (for handling attachments).
Alerts & Notifications Configuration (for customizing alert frequency and recipients).