Everything your team knows about a Crew Member should be in one place, not in someone's head or inbox. The Crew Member record is that place.
Summary
Each Crew Member has one record, opened from HR › Crew Members. The Overview tab gives you the essentials at a glance: contact details, HR Status, Crew Stats, sign-in account, violations, tags and groups. The tabs behind it hold the rest: HR details, experience, positions and rates, credentials, documents, work history, availability, pay and forms. Crew keep much of it up to date themselves in the app. What goes wrong: a record with missing positions or expired credentials, so the person isn't offered jobs they could do.
How to use this page
- Go to HR › Crew Members and click a name.
- Check the Overview for the essentials, and Crew Stats for their track record.
- Open a tab for the detail you need.
- Use the tables below to see what each tab holds and who keeps it current.
▶ Watch a tour of the Crew Member record
That's the whole record. Read on for what each tab holds and who keeps it up to date.
On this page
Why one record matters
| Without NextCrew | In NextCrew |
|---|---|
| Who's good at what lives in one recruiter's head | Positions, levels, tags and notes sit on the record, for the whole team. |
| Licenses tracked in a spreadsheet | Credentials sit on the Compliance tab with their expiry dates. NextCrew reminds Crew before a credential expires. |
| Signed documents scattered across inboxes | Onboarding documents and uploads land on the Documents tab. |
| A client's "don't send them back" buried in an email | They're marked Not Allowed on the client's Crew Preference tab, so they stop seeing that client's jobs. See Track Preferred and Not Allowed Crew for a Client. |
| Phoning people to update their address or availability | Crew update their own details in the app. |
The Overview tab
The top of the record shows the name, email and phone on every tab. The Overview tab holds the essentials:
| Section | What it holds |
|---|---|
| Personal Information | Name, preferred name, pronouns, website and social links, and a short bio. |
| Addresses, Contact Information | Where they live and how to reach them. The address drives which jobs they're close enough to hear about. |
| Additional Info | The Staffing Manager and Recruiter who look after them. |
| Notes | Notes your team adds, filed under HR, Offer, Client Crew Preference or Timesheet. See Add Notes to a Record and Use Note Templates. |
| Crew Stats | Upcoming jobs, total jobs confirmed, reviews, violation count, on-time percentage and last day worked. |
| HR Status | Where they are, from New to Hired. See Set Up HR Statuses. |
| Account | Username, whether the account is Locked or Disabled, and Send Password Instructions. |
| Description, Languages | What they say about themselves, and the languages they speak. |
| Violations | Incidents your team has recorded. Internal only: Crew and clients don't see them. |
| Tags, Groups | Labels for finding people fast, and the groups they belong to. See Tags and Groups. |
The other tabs
| Tab | What's on it | Who keeps it current |
|---|---|---|
| HR | Internal ID, verified status, office location, birthdate, SSN, manager, registration source, how they heard about you, who referred them, HR Status, hire date, Account Disabled, termination date and reason. Also every message sent to them. | Your team |
| Experience | Resume, education and references, with whether each reference is verified. | Crew when they apply; your team adds references |
| Portfolio | Photos, such as examples of their work. | The Crew Member or your team |
| Position | Default pay and bill rates, and every position they can work, each with its own level, rates and note. | Your team, or Crew if you allow it |
| Compliance | Licenses, certifications, background checks and test scores. | Crew upload in the app; your team verifies |
| Documents | The documents library: signed onboarding PDFs, resumes and other uploads. | Filled automatically, plus uploads |
| Job History | Every job they've worked, with dates, offer status and sub-status, client and whether it was reviewed. | Filled automatically |
| Availability | When they can and can't work, on a calendar and as a list. | Crew in the app, or your team |
| Payroll | Max hours per week, tax classification (employee or contractor), default rate, withholding and bank details. | Onboarding fills much of it; your team |
| Forms | Every form package sent to them, with its status. | Filled automatically |
Positions matter more than they look. Crew are offered jobs by position, so a missing position means missed work.
Crew Stats: their track record at a glance
Crew Stats show on the Overview, and as a stat card when you hover over a name in HR › Crew Members. Check them before you confirm someone for an important job: the on-time percentage and violation count tell you a lot in a second.
Sign-in and access
- Send Password Instructions when someone can't sign in.
- Disabled cuts off access completely: they can't sign in. It shows as Account Disabled on the HR tab.
- Change the HR Status when someone's situation changes, such as Hired or Terminated.
What Crew keep up to date themselves
Every detail Crew update in the app is one less call to your office.
- Their profile and contact details: Set Up Your Profile.
- When they can work: Set Your Availability.
- Licenses and certifications: Add and Renew Licenses and Certifications.
- How they're paid: Set Up How You Get Paid.
- How they hear from you: Choose Your Notifications.
Questions people ask
Where are someone's signed onboarding documents?
On the Documents tab. The Forms tab shows each package's status. See Onboard New Hires.
Who can see violations?
Only your team. Crew and clients don't see them.
How do I stop someone signing in?
Set their account to Disabled. They can't sign in until it's turned off again.
Why isn't this person offered jobs?
Check their positions, address and availability first. See when a Crew Member can't see a job.
Can I find everyone with a certain skill?
Yes, with tags and resume search. See Find Candidates by Skill.
Other ways people ask this
- Where is the Crew Member profile?
- What are the tabs on a Crew Member?
- Where do I see someone's licenses?
- Where is the hire date?
- How do I see a Crew Member's job history?
- Where are the bank details?
Related guides
- Set Up HR Statuses and Referral Sources — the HR Status list
- Save and Share Your Own List Views — finding the right people fast
- Onboard New Hires: Start Here — how the record fills during onboarding
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