Hiring someone is the start. Keeping them ready to work, and wanting to work for you, is what fills your jobs week after week.
Summary
After someone is hired, everything about them lives on their Crew Member record: contact details, positions and rates, credentials, documents, pay, job history and notes. Crew keep much of it current themselves in the app, and NextCrew reminds them before a credential expires. Your team adds what only you know: notes, tags, groups, violations and client preferences. What goes wrong: a record nobody keeps current, so good people stop being offered jobs they could do.
How to do it
- Go to HR › Crew Members and open a name.
- Learn what each tab holds. See Anatomy of a Crew Member Record.
- Make sure their positions, address and availability are right. That is what decides which jobs they hear about.
- Tag and group people so you can find them fast. See Tag Records So You Can Find Them Later.
- Record what happens: notes, violations and client preferences.
- Change the HR Status when someone's situation changes.
That is the job, after hire. Read on for how it fits together, and the guide for each part.
On this page
The life of a Crew Member after hire
The bar along the top shows the stage. The badge on each step shows who does it. On a phone, swipe sideways to see every step.
| Hired | Keep ready | Work | Look after | |||||||
STEP 1 You Hired HR Status set to Hired. Onboarding documents, pay details and credentials are already on the record. | → | STEP 2 Crew Keep their details current Contact details, availability, licenses and certifications, updated in the app. | → | STEP 3 Automatic Credential reminders NextCrew reminds Crew before a credential expires, so they renew in time. | → | STEP 4 Automatic Offered jobs that fit Crew hear about jobs that match their positions and location. Job history and Crew Stats fill in as they work. | → | STEP 5 You Record what matters Notes, tags, groups, violations, and each client's Allowed and Not Allowed Crew. | → | STEP 6 You Change status when life changes Inactive, Terminated, or back to Hired. The record and its history stay. |
You · Crew · Automatic
Crew keep their own details current and NextCrew does the reminding. Your team adds what only you know.
Before this: Onboard New Hires: Start Here. After it: Choose Who Hears About a Job.
Why managing your Crew in NextCrew is faster
A high-volume agency lives on its bench. The more you know about each person, and the less time it takes to find it, the faster you fill jobs with people clients want back.
| 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 to see. |
| Calling people to update an address or availability | Crew update their own details in the app. |
| Licenses tracked in a spreadsheet nobody checks | Credentials sit on the Compliance tab with their expiry dates. NextCrew reminds Crew before a credential expires. |
| A client's "don't send them back" buried in an email | They're marked Not Allowed for that client, so they stop seeing its jobs. |
| No paper trail when a problem comes up | Notes and violations are dated and kept on the record. |
| Someone leaves and their history goes with them | Change their status. The record, documents and job history stay. |
See it through your Crew's eyes
Most staffing managers never open the Crew app. It's worth a few minutes: you'll see what Crew can update themselves, and answer their questions faster.
▶ Watch a tour of the Crew app
Send Crew these guides when they ask:
- Set Up Your Profile
- Set Your Availability
- Add and Renew Licenses and Certifications
- Set Up How You Get Paid
- Choose Your Notifications
Guides for this stage
- Anatomy of a Crew Member Record: every tab and what it's for.
- Find the Right Crew Member Fast: search, Crew Stats and saved lists.
- Set Positions and Rates for a Crew Member: what decides the jobs they hear about.
- Pay Setup: Employee, Contractor and Payroll Details.
- Record Violations and Spot Problems Early.
- Keep Crew Records Current: What Crew Update and What You Update.
- Stay Connected With Your Crew: Birthdays, First Days and Messages.
- Track Preferred and Not Allowed Crew for a Client: a client's Allowed and Not Allowed Crew.
- Find Candidates by Skill: search tags and resumes for the right person.
- Save and Share Your Own List Views: your own filtered lists of Crew.
- Tag Records So You Can Find Them Later.
- Set Up Groups: teams of Crew you work with often.
- Add Notes to a Record and Use Note Templates.
- Create and Track Tasks: follow-ups for a Crew Member.
- Record a Client Incident: when a client complains.
- Set Up HR Statuses and Referral Sources.
- Terminate or Rehire a Crew Member.
- Track Licenses and Certifications for Every Crew Member.
- Chase Expiring Credentials Before They Cost You a Job.
- Run Background Checks, Compliance Tests and E-Verify.
The calls you'll get
| Someone says | What to do |
|---|---|
| Crew: "I can't sign in." | Open their record. Under Account, check they aren't Locked or Disabled, then click Send Password Instructions. |
| Crew: "I'm not getting any jobs." | Check their positions, address and availability. See when a Crew Member can't see a job. |
| Crew: "My license expired." | They add the new one in the app, and your team verifies it. See Chase Expiring Credentials. |
| Client: "Don't send that person back." | Mark them Not Allowed on the client's Crew Preference tab, and check the jobs they're already on. See Track Preferred and Not Allowed Crew for a Client. |
| Your team: "They've left. How do I remove them?" | Don't delete them. See Terminate or Rehire a Crew Member. |
| Your team: "Who can drive a forklift?" | Search by position, tag or resume. See Find the Right Crew Member Fast. |
Other ways people ask this
- How do I manage my Crew in NextCrew?
- Where do I update a Crew Member's details?
- How do I keep Crew records up to date?
- How do I track who is good at what?
- HR management for staffing agencies
Related guides
- Onboard New Hires: Start Here — everything before Hired
- Choose Who Hears About a Job — how records decide who is offered jobs
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