From client request to confirmed staff — in minutes
❖ Goal
Help you create orders, fill jobs, and manage every shift from one centralized screen — faster and with less back-and-forth.
❖ Overview
Workspace is where staffing operations actually happen. It is the central hub where client orders become jobs, jobs become offers, and offers become confirmed staff. Everything is visible in one place — list view, calendar view, or drill-down — so you always know exactly where every job stands.
❖ Typical Challenges
- Losing track of which jobs are filled, partially filled, or still open.
- Having to contact crew individually to fill last-minute shifts.
- No clear way to see who cancelled and quickly backfill them.
✅ How to Do It in NextCrew
a) How to add a new order
Go to Workspace → Orders → + New Order. Select the client, location, and rate configuration. Add one or more jobs under the order with dates, times, and position requirements. Save and publish.
b) Understand private vs public jobs
When creating a job, you choose who can see it: Public (visible to all crew), My Crew (internal pool only), Private (invite-only, not listed anywhere), or Verified (visible only to credentialed crew). Inactive = cancelled, all confirmed crew are auto-notified.
c) How to invite crew
Open a job, click Invite, select from filtered crew (by skill, location, group, availability), then click Request to invite or Confirm to directly assign. Use Notify Now to send instant alerts to matching crew.
d) How to inactivate a job
Open the job, change the status to Inactive. All confirmed crew are automatically notified of the cancellation and their assignment status updates to Cancelled — no manual messages needed.
e) What happens when a job is changed
When you update a job's time, location, or details, the system automatically pushes an update notification to all confirmed crew via their preferred channel (SMS, email, or app). No manual follow-up required.
f) How to see who is confirmed
Go to Workspace → Jobs, click into any job, and review the Offers tab. Filter by status (Confirmed, Requested, Cancelled). Switch to the Calendar View for a visual snapshot of who is scheduled where.
g) What happens when someone cancels
When a crew member cancels their offer, their assignment status changes automatically and the job shows as understaffed. You can immediately re-invite additional crew or use smart matching to find the best replacement.
⚡ Automation & AI — What Happens Automatically
- When a job is posted, matching crew are automatically notified based on skill, location, and availability — no manual outreach needed.
- Job changes and cancellations automatically push notifications to confirmed crew.
- Smart matching surfaces the best-fit crew for any open job in one click.
❖ Integrations
- Orders can be submitted directly by clients via the self-service portal, creating them in Workspace automatically.
- Confirmed jobs flow into Operations and Timesheets with no re-entry.
❖ Best Practice Guide
- Always use Inactive instead of deleting a cancelled job — it preserves records and auto-notifies crew.
- Clone recurring orders instead of recreating them from scratch — saves significant time.
- Review your Workspace daily using the Calendar View to visually spot unfilled or understaffed jobs.
- Set your default privacy settings in configuration to match your most common workflow.
❖ Measure Your Success — Key Reports & Dashboards
- Fill ratio: jobs filled vs total created.
- Time-to-fill: how long from posting to confirmed.
- Cancellation rate and same-day backfill speed.
➡️ Next Best Actions
- Once a job is filled, check Operation to confirm crew check-in on the day of the shift.
- After a job completes, approve timesheets to keep payroll on schedule.
- Message your confirmed crew with a pre-shift reminder using a saved template.
➤ FAQ
Q: Can clients create their own orders?
A: Yes, if you grant them portal access — orders appear in Workspace automatically.
Q: Can I copy last week's order for this week?
A: Yes, use the Clone feature to duplicate any existing order instantly.
Q: Why can't some crew see my job?
A: Check the job's privacy setting — if set to Private or Verified, only invited or credentialed crew will see it.
➤ Call to Action
PRIMARY ACTION: Log in and create your first order. |
Advanced Setup: Jobs Configuration Settings — Admin Guide
✅ Before You Move On — Confidence Check |
Can you honestly check all three boxes? If not, re-read the relevant section before moving to the next topic. |
☐ I know the difference between Public, Private, My Crew, and Verified job settings — and I can explain when I would use each one. |
☐ I have created (or can create) an order, added at least one job under it, and sent an offer to a crew member. |
☐ I know what happens automatically when I change a job's details or set it to Inactive — and that I do not need to manually notify confirmed crew. |
Was this article helpful?
That’s Great!
Thank you for your feedback
Sorry! We couldn't be helpful
Thank you for your feedback
Feedback sent
We appreciate your effort and will try to fix the article