Onboarding

Turn new hires into ready-to-work staff — automatically

❖ Goal

Help you send onboarding documents, track completion, and get every candidate ready to work — faster and with less manual follow-up.

❖ Overview

Onboarding is where candidates become workers. Every document, signature, and compliance item needs to be completed before someone can step on site — and chasing people to finish paperwork is one of the biggest time drains in any staffing agency. NextCrew automates the entire onboarding flow, from sending documents to automatically updating a candidate's status when everything is done.

❖ Typical Challenges

• Sending onboarding documents one by one via email and losing track of who signed what.
• Candidates dropping off mid-onboarding because the process felt too complicated or took too long.
• Manually checking document status and chasing candidates for missing signatures the day before a job starts.

✅ How to Do It in NextCrew

a) How to send onboarding documents to new candidates

Go to a candidate's profile, navigate to the Workflows tab, select the appropriate onboarding package, and send. Documents are pre-filled with the candidate's existing profile data to minimize manual entry. You can assign different packages based on role, client, or region.

b) Understanding automation — what happens at every step

When a candidate signs up or is added, you can configure NextCrew to automatically assign and send the correct onboarding package. Automated reminders go to candidates who have not completed their documents. You do not have to chase anyone manually.

c) How to counter-sign or approve documents

Once a candidate completes their portion, you will receive a notification to review and counter-sign. Go to Workflows → Forms to see all packages awaiting your signature. Open the document, review it, and sign — all inside NextCrew without downloading anything.

d) How to reset or resend onboarding documents

Made a mistake or need to resend? Go to the candidate's Workflows tab, find the form or package, and click Reset. This clears the previous submission and allows the candidate to start fresh without creating a new record.

e) Your crew member's experience

Candidates receive an email or app notification with a single link to their onboarding package. Everything is mobile-friendly — they can read, fill out, and e-sign every document from their phone without printing or scanning anything. Most candidates complete it in one sitting.

f) What happens automatically when documents are signed

When all documents are signed, the candidate's HR status updates automatically (e.g., from 'Onboarding' to 'Active'), making them eligible for scheduling without any manual step. Your team receives an automated notification so no completion goes unnoticed.

g) How to export all documents as a packet

Go to a candidate's profile, navigate to the Documents tab, and export. You can also export organized lists of document data to Excel for reporting or client audits.

•  How to Export Custom Lists to Excel

          2.  Code Table Guide for Document Categories

⚡   Automation & AI — What Happens Automatically

• When a candidate signs up, the correct onboarding package can be assigned and sent automatically based on their skill, office location, or job type.
• Automated reminders go to candidates who have not completed their documents — you never have to chase anyone manually.
• When all documents are signed, the candidate's HR status updates automatically, making them eligible for scheduling without any manual step.
• Your team receives an automated notification when each candidate completes their onboarding.

❖ Integrations

• Onboarding connects directly to HR and Scheduling, so a fully onboarded candidate is immediately available to be placed on a job.

• Background check providers like Checkr can be integrated into the onboarding flow, so checks run automatically as part of the document process.

❖ Best Practice Guide

• Build separate onboarding packages by role or client (e.g., 'Warehouse Standard', 'Healthcare Client A') so candidates always get exactly what they need.
• Send onboarding the same day a candidate is approved — every hour of delay increases the chance they drop off.
• Use document categories to keep files organized (Certifications, Tax Forms, NDAs) so you can find anything instantly.
• Countersign documents promptly — candidates feel more confident when they see your signature alongside theirs.
• Run a weekly 'incomplete onboarding' report to proactively follow up before it becomes a compliance issue.

❖ Measure Your Success — Key Reports & Dashboards

• Percentage of candidates who complete onboarding within 48 hours of receiving documents.
• Number of open/incomplete onboarding packages at any given time.
• Average time from onboarding sent to onboarding completed.
• Number of candidates flagged for missing or expired compliance documents.

➡️  Next Best Actions

• Once onboarding is complete, assign the candidate to an open order or job right away while their momentum is high.
• Add the newly onboarded candidate to a relevant group (e.g., by skill, location, or client) so they can be invited to jobs instantly.
• Review their compliance tab to confirm all certifications and licenses are current before their first shift.

➤ FAQ

Q: Can I send different documents to different candidates?

A: Yes. You can build multiple onboarding packages and assign them based on role, region, or client requirement. The right package goes to the right person automatically.

Q: What if a candidate says they didn't receive the email?

A: Go to their profile and resend the onboarding notification directly from the Workflows tab. You can also reset the package and start fresh if needed.

Q: Can I see which documents are pending before a job starts?

A: Yes. The Forms dashboard gives you a real-time view of all pending, in-progress, and completed packages across your entire candidate pool.

➤ Call to Action

Advanced Setup: Recruitment & Onboarding Configuration Settings — Admin Guide