Recruiting

Your next great hire is already waiting — here's how to find them

❖ Goal

Help you review new candidates, grow your talent pool, and reach the right people faster — all without leaving NextCrew.

❖ Overview

Recruiting is the starting point of everything your agency does. Before you can fill a job, you need a strong, organized pipeline of candidates who are ready to work. NextCrew gives you a central place to find new applicants, add candidates manually, and communicate with your entire talent pool in minutes — not hours.

❖ Typical Challenges

• New candidates pile up with no clear way to review and prioritize them quickly.
• Sending individual emails or texts to candidates takes up hours every week.
• Notes and candidate history live in different places — emails, spreadsheets, sticky notes — and get lost.

✅   How to Do It in NextCrew

a) How to review new candidates

Go to HR → Crew Members and filter by status 'New' to see everyone who recently signed up. You can quickly scan profiles, update their status, and move them forward in your pipeline.

b) How to send a mass message to all candidates

Select multiple candidates from your list, click Message, choose your channel (email, SMS, or app push), and send — all in one step. No BCC lists, no mail merges.

  → Create and reuse a message template

Write your message once, save it as a template, and reuse it any time with a single click. Templates can be shared across your team so everyone communicates with the same quality and tone.

c) How to add notes to a candidate

Open any crew member's profile, scroll to the Notes section, and click Add. Choose a note category, type your note, and optionally save it as a reusable template for your team.

• Creating Note Templates and Adding Notes
• Mastering Notes — Advanced Strategies

d) Understanding automation when someone signs up

When a candidate self-registers via your registration link, their profile is automatically created, their HR status is set, and any configured welcome tasks or notifications are triggered — no manual steps needed.

e) How to add a new crew member manually

Go to HR → Crew Members → Add. Fill in the required fields and save. If you have the AI Assistant (CrewPilot) enabled, simply drag and drop a resume and the system pre-fills the profile automatically.

• How to Add a Crew Member in Your Portal
• How to Add Crew Members — All Methods

f) How to invite many candidates at the same time

Go to HR → Crew Members → Ellipsis (...) → Invite Crew Member. Enter multiple email addresses separated by commas. Each person receives a personalized registration link. Alternatively, share your public registration URL on job boards or your website so candidates self-register.

⚡   Automation & AI — What Happens Automatically

• When a candidate self-registers, their profile is automatically created, their HR status is set, and any configured welcome tasks are triggered.
• The AI Assistant (CrewPilot) can parse resumes on drag-and-drop, auto-filling contact info, skills, and experience into the candidate profile instantly.
• Smart search and filters let you type plain-language queries like 'warehouse workers in Chicago available weekends' and get a matching list in seconds.
• Automated reminders can be configured to nudge candidates who have not completed their profiles or documents.

❖ Integrations

• Your candidate registration form connects directly to your website and job boards, so applicants flow into NextCrew without any manual import.
• Candidate data flows forward into Onboarding, HR, Scheduling, and Payroll — enter once, use everywhere.

❖ Best Practice Guide

• Review new candidates daily — don't let the 'New' status pile up for more than 24 hours or momentum is lost.
• Use consistent note categories (e.g., 'Interview Notes', 'Top Talent') so your filters and searches stay clean.
• Save your most-used messages as shared templates so every recruiter communicates with the same quality and tone.
• Organize candidates into groups immediately after screening — this makes it much faster to invite the right people to jobs.
• Share your registration URL everywhere: your website, email signature, and social media.

❖ Measure Your Success — Key Reports & Dashboards

• Number of new candidates added this week vs last week.
• Average time from signup to first contact.
• Source of hire — which channel (job board, website, referral, invite) produces the most qualified candidates.
• Percentage of candidates who completed their profiles after registering.

➡️  Next Best Actions

• Once a candidate is reviewed and approved, send their onboarding document package right away.
• Add your best candidates to a group (e.g., 'Warehouse Chicago — Ready to Work') so they can be invited to jobs with one click.
• Set a rate for their position in their profile so they are ready for scheduling without any extra setup.

➤ FAQ

Q: Can candidates register on their own?

A: Yes. Share your custom registration link and candidates complete their own profiles. You can configure which fields are required.

Q: Can I invite multiple candidates at the same time?

A: Yes. Enter multiple email addresses separated by commas in the invite field and they all receive a personalized invitation.

Q: Can I see if a candidate read or responded to my message?

A: Yes. Communication history and status are tracked inside each candidate's profile so you always have a full record.

➤ Call to Action

Advanced Setup: Recruitment Registration Settings — Admin Configuration Guide