What was said on the phone, what was agreed, why a Crew Member missed a shift. Put it on the record, and the next person to open it knows the whole story.
Summary
Every note is dated and shows who wrote it. Pick a category so notes are easy to find later. For notes you write often, such as a no-show or an interview, use a note template. It fills in the questions to answer, so every note has the same details. NextCrew also adds some notes by itself, such as when an HR status changes. Notes are for your team. Crew Members can't see them.
How to do it
- Open the record, for example a Crew Member's Overview tab.
- In the Notes section, click Add.
- To use a template, pick it from the menu at the top. Its text fills the note.
- Choose a Note Category.
- Write the note, then click Add.
When you would use this
A no-show: use the No Show template, so the reason, who was told and the replacement are all recorded the same way.
A client call: a note on the client with what they asked for and what you promised.
A pay question: a note on the Crew Member, so payroll can see what was already explained.
That's the note on record. Read on to make your own templates and find notes later.
On this page
Find notes later
On a Crew Member's record, notes are split into tabs by where they were added, such as HR, Offer, Client Crew Preference and Timesheet. Use the search box above the notes to find a word.
Click the pencil next to a note to edit it. Editing and deleting notes is a permission, so you may not see the pencil.
Make a note template
- Click Add in Notes and write the note the way you want the template to look. Use headings or questions for the details you always need.
- Open the template menu at the top and choose Save As Template.
- Type a Template Name.
- Tick Shared if your whole team should have it. Then click Save.
To remove a template, open the template menu and click the bin next to it.
Shared templates are how good habits spread. If one person writes great incident notes, save their format as a shared template and everyone's notes improve.
Note categories
Categories keep notes tidy, such as Call Log, Incident or Billing/Payment Notes. Each type of record has its own list. Your admin sets them up in Code Tables.
If something's not right
| What you see | Check this first | Who fixes it |
|---|---|---|
| You can't find a note | The note tabs. It may be under Timesheet or Offer, not HR. | You |
| The category you want isn't in the list | Note categories are set in Code Tables. | Your NextCrew admin |
| A teammate can't see your template | Whether you ticked Shared when you saved it. | You |
| There are notes nobody wrote | They are added by NextCrew when something changes, such as an HR status. | No one. This is expected |
| There's no pencil to edit a note | Your role. Editing notes is a permission (Allow User to Manage Note). | Your NextCrew admin |
Questions people ask
Can Crew Members see notes?
No. Notes are for your team only.
Can I attach a file to a note?
Not on a record note. Add files in the record's Documents tab, or use a task, which has Attachments.
Other ways people ask this
- How do I add a note to a Crew Member?
- How do I make a note template?
- Can the Crew see my notes?
- Where are the notes for a timesheet?
- How do I share a note template with my team?
- How do I log a phone call?
Related guides
- Create and track tasks — when the note needs a follow-up
- Record a client incident — when something went wrong on a shift
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