Admin & System Configuration

Your NextCrew setup guide — admins start here

❖ Goal

Help System Administrators add new team members, set up SMS functionality, apply custom branding, and secure the portal with MFA — before anyone else starts using the system.

❖ Overview

Before your recruiters and finance team start working in NextCrew, the system needs to be configured to match your agency's brand, communication tools, and security standards. As an Administrator, you have full control over who has access to the system, what they can see, how your portal looks to the outside world, and how messages are delivered.

✅ How to Do It in NextCrew

1) How to manage Admin Users & Permissions

To add your internal staff (recruiters, payroll, managers), go to Settings → Company → Admin Users. Click Add New User, enter their details, and assign them a specific Role (e.g., Administrator, Supervisor, Agent).

Pro-Tip: Use Settings → Permissions to configure exact screen-level access. You can restrict certain roles from seeing pay rates, creating jobs, or accessing the time-clock.

2) How to set up Text Messaging (SMS) & 10DLC Compliance

To send text messages directly from NextCrew, you must integrate an SMS provider like Twilio and complete carrier compliance. Go to the Marketplace → Integrations and activate the Twilio SMS module.

⚠️  Crucial Step: You must register your brand for A2P 10DLC compliance within your Twilio console. Without this, U.S. mobile carriers will block your texts.

3) How to apply branding to your portal

You want your candidates and clients to see your brand when they log in. Go to Settings → Company Profile. Upload your company logo and favicon. You can also integrate your NextCrew portal URLs into your main marketing website's navigation so users have a seamless login experience.

4) Understanding MFA (Multi-Factor Authentication)

Security is paramount when handling HR and payroll data. Multi-Factor Authentication (MFA) requires users to verify their identity with a second step (like a text code or authenticator app) when logging in. You can configure MFA requirements at the global level for all Admin users within your security settings.

Note: Ensure your team knows MFA is enabled so they are prepared with their mobile devices on their next login.

❖ Best Practice Guide

• Audit permissions early: Never give a standard user 'Account Admin' privileges. Use Custom Roles to give them exactly what they need and nothing more.
• Test your SMS: After setting up Twilio, use the test feature to send a sample SMS to your own phone before rolling it out to recruiters.
• Brand consistency: Make sure the logo you upload is high-resolution (recommended 1:1 aspect ratio for favicons) so it looks professional on mobile and desktop.

➡️  Next Best Actions

• Add your core team members and group them by department (e.g., 'Chicago Recruiters', 'Corporate Billing').
• Set up your Twilio integration and submit your 10DLC registration today — approval from carriers can take a few days.
• Authenticate your email domain for reliable email delivery so your messages reach candidates and clients.

➤ FAQ 

Q: Can a user belong to more than one group?

A: Yes. A manager could be in both the 'Recruiting' group and the 'Management' group, inheriting permissions from both.

Q: Why are my text messages not delivering?

A: If your Twilio integration is active but texts are failing, your 10DLC campaign registration is likely incomplete or pending approval.

➤ Call to Action

Advanced Setup: User Guide — Managing System Configuration