A client emails: six servers and a bartender for Saturday's gala, plus two setup Crew in the afternoon. That's one order with three jobs.
Summary
Create the order first: pick the client, and NextCrew fills in the contact, location and rate configuration. Then add a job for each position and time. A job can be a single job, several jobs on different days, or a schedule for one person. Clients who order in their portal only add jobs, and NextCrew creates the order for them. What goes wrong: an address typed by hand instead of picked from the search, so the right Crew aren't notified and clock-in fails.
How to do it
- Go to Workspace › Orders and click Add Order.
- Pick the Client. Check the Contact, Work Location and Rate Configuration it fills in, add a Title, and click Add.
- Click Add Job and choose the order.
- Fill in the Position, Position Count, dates and times, and choose Single Job, Multiple Jobs or Schedule.
- Set the Privacy, check the Pay Rate and Bill Rate, and click Add.
- Add a job for each other position or time on the order.
▶ Watch an order being created
▶ Watch how to enter a job location and geofence (2 minutes)
That's the order and its jobs. Read on for choosing the job type, and the other ways orders come in.
On this page
Why build orders this way
| Without NextCrew | In NextCrew |
|---|---|
| Retype the client's details and rates for each request | Pick the client. The contact, location and rate configuration fill in. |
| One spreadsheet row per job, and the event gets lost | One order holds every job for the event, so you see the whole request at once. |
| Add up an event's hours by hand to invoice it | Invoice by order: one event, one invoice. |
| Look up who's working an event across lists | Open the order and see everyone on every job. |
Create the order
- Click Add Order.
- Pick the Client. The Contact, Work Location and Rate Configuration fill in from the client record.
- Give it a Title you'll recognize, such as Holiday Inn: Annual Convention.
- Pick the Office Location and Line of Business.
- Change the Rate Configuration, locations or contact if this order is different. Add a PO Number if the client uses one.
- Click Add.
The rate configuration sets pay and bill rates, including shift differentials. Changing it here changes this order only. See every order setting.
Choose the job type
| Type | What it creates | Use it for |
|---|---|---|
| Single Job | One job with a start and end. It can run across several days. | A one-off job, or one long job |
| Multiple Jobs | Several jobs on the days you pick, each with its own times. | Times that change from day to day |
| Schedule | A multi-day schedule inside one job. | The same person working every day of it |
Example: a five-day event. Days 1 and 2 have different times, so use Multiple Jobs. Days 3 to 5 need the same person, so use Schedule.
▶ Watch the three job types
Fill in the job
- Position and Position Count: Crew are matched by position, so pick the right one.
- Hours and Daily Break.
- Privacy, Auto-Confirm and Notify Now. See Choose Who Hears About a Job.
- Pay Code, Pay Rate and Bill Rate: they come from the order. Change them for this job if you need to.
- Description: pick a saved template to avoid retyping.
- Work Location: pick the address from the search suggestions and check the pin.
- Attachments: add an event map or parking instructions for confirmed Crew.
Other ways orders come in
| Where from | What happens |
|---|---|
| Your client's portal | Clients only create jobs. NextCrew creates the order for them, so it stays simple on their side. See the client's guide to placing an order. |
| A spreadsheet | Import many jobs at once through Data Exchange. Ask NextCrew support to set up the import. |
| Another VMS | With the VMSpark integration, jobs from other VMS systems come in automatically, and matching Crew are notified. |
| The calendar | Click a day on the calendar to add a job there. |
| A repeat event | Clone an earlier order, or make it recurring. See Clone an Order or Make It Repeat and recurring orders. |
Once the order is in
- The right Crew are told about each job. See Choose Who Hears About a Job.
- Create a Channel for the event to talk to everyone on it at once. See Channels.
- Watch each person's offer move to Confirmed. See Offer Statuses.
Questions people ask
What's the difference between an order and a job?
An order is everything a client asked for at once, like one receipt. Each job is one position and time on it, like one item on the receipt.
A client created a job. Where's the order?
NextCrew created it for them. Find it in the Orders tab under that client.
Can a single job run for several days?
Yes. Set its start and end dates across the days.
Can one order use different rates?
Yes. Change the rate configuration on the order, or the pay and bill rate on one job.
Other ways people ask this
- How do I create a job order?
- How do I add a shift?
- How do I staff an event with different positions?
- What's the difference between Multiple Jobs and Schedule?
- Why did an order appear that I didn't create?
Related guides
- Fill and Schedule Jobs: Start Here — the whole flow
- Anatomy of a Job — every setting on an order and a job
- Choose Who Hears About a Job — the next step
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