HR — Crew Management

Your crew data, finally all in one place

❖ Goal

Help you find crew quickly, keep records clean, and take action — from setting rates to sending messages — all without leaving NextCrew.

❖ Overview

HR in NextCrew is your single source of truth for every crew member. Employment status, pay rates, documents, and notes all live in one place — connected to scheduling, timesheets, payroll, and invoicing. When your crew data is clean, everything downstream runs faster and with fewer errors.

❖ Typical Challenges

• Spending too much time hunting for a specific crew member's record across different tools.
• Not knowing who is active, terminated, or has an expiring compliance document until it's too late.
• Crew rates, notes, and documents stored in emails or spreadsheets — inconsistent and hard to find.

✅ How to Do It in NextCrew

a) How to search for crew

Go to HR → Crew Members. Use the Quick Search bar to find anyone instantly by name, phone, group, location, skill/position, or tag. Switch between list, card, and calendar views to find the right layout for your workflow.

b) How to terminate a crew member

Go to HR → Crew Members, locate the crew member, and click Edit. Enter the termination date, select a termination reason, check Account Disabled, and change HR Status to Terminated. Always check for open future jobs before terminating.

c) How to attach documents

Open any crew member's profile and navigate to the Documents tab. Click Upload to attach licenses, IDs, certifications, or contracts. Use document categories to keep everything organized and searchable.

• Crew Profile Detail — Documents Tab
• Code Table Guide for Document Categories

d) How to add HR notes

Open a crew member's profile, go to the Notes section, and click Add. Select a note category, enter your note, and optionally save it as a reusable template for your team.

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

e) How to set pay and bill rates

Open a crew member's profile and go to the Position tab. Set default pay and bill rates by position. For individual job-level rate adjustments, go to the job's Offers section and edit the rate for that specific crew member without affecting others.

• Crew Member Position Management Guide
• How to Change Pay Rate for One Crew Member

f) How to send a message to everyone working today

Go to HR → Crew Members and apply a filter for today's active jobs or confirmed assignments. Select all results and click Message to send an SMS, email, or push notification to the entire group in one step.

g) How to identify whose birthday is today

Go to HR → Crew Members and use the advanced filters to filter by Date of Birth = today's date. Save this as a named filter view so you can check it with one click every morning.

h) How to identify and message crew on their first day

Go to HR → Crew Members, filter by First Job Date = Today, or use the Workspace calendar view to identify crew on their first confirmed assignment. Select them and send a welcome/good luck message using a saved template.

i) How to add tasks for anniversaries or other reminders

Go to a crew member's profile and navigate to the Tasks section. Click Add Task, set the due date, assign it to the right team member, and add a reminder. Use recurring tasks for annual anniversaries.

j) How to create and save filters

Go to HR → Crew Members, click the Filter icon, and apply your criteria (status, skill, location, group, etc.). Once set, click Save Filter and give it a name. Your saved filters appear at the top of the Crew Members page for one-click access.

⚡   Automation & AI — What Happens Automatically

• HR status changes automatically affect scheduling eligibility — terminated or inactive crew are removed from matching and job offers without any manual step.
• Rates stored in a crew member's profile automatically flow into offers, timesheets, payroll, and invoices — set once, used everywhere.
• Document and compliance fields trigger automated alerts when licenses or certifications are expiring.
• AI-powered search lets you query your crew database in plain language — 'show me certified forklift operators within 10 miles' — and get an instant filtered result.

❖ Integrations

• HR data flows directly into Scheduling, Timesheets, Payroll, and Invoicing — no re-entry needed when crew records are kept current.
• Document exports connect to client portals, audit systems, or external HR/payroll platforms.

❖ Best Practice Guide

• Review the 'Expiring Documents' filter weekly — catching compliance gaps before a job starts saves you significant scrambling.
• Use consistent note categories across your entire team so filters and searches always return clean results.
• Assign rates by position in the profile, not job by job — it saves hours of manual rate corrections downstream.
• Build and save your most-used filter views (e.g., 'Working Today', 'New This Week', 'Expiring This Month') so your whole team uses the same lens.
• Always check for open future jobs before terminating a crew member.

❖ Measure Your Success — Key Reports & Dashboards

• Active vs inactive vs terminated crew count.
• Number of crew with missing or expiring documents.
• Percentage of crew with complete profiles (photo, rates, positions, documents all set).
• First-day retention — percentage of crew who work a second job after their first assignment.

➡️  Next Best Actions

• Once a crew member's record is complete, add them to the right groups so they can be invited to jobs instantly.
• Set their position and default rates so they are ready for scheduling without any extra setup.
• If you just terminated someone, send a close-out communication to any affected clients or jobs.

➤ FAQ

Q: Can I undo a termination?

A: Yes. Go back into the crew member's profile, update the HR Status, and re-enable their account — but always do this with proper HR approval.

Q: Can everyone on my team see HR notes and documents?

A: No. Access to HR notes, documents, and sensitive fields is controlled by user role and permissions — you decide who sees what.

Q: What happens to a terminated crew member's history?

A: Their full job history, timesheets, and documents remain in the system for reporting and compliance purposes — they simply lose system access.

➤ Call to Action

Advanced Setup: HR Configuration Settings — Admin Guide

⚠️  Guides That Need to Be Created