A client asks whether everyone you're sending tomorrow holds a current license. You should be able to answer in a minute, not after an afternoon in a spreadsheet.
Summary
Licenses and certifications live on the Compliance tab of each Crew Member record, with their numbers, dates and a copy. Crew add their own in the app with a photo, and your team checks them and ticks Verified. NextCrew reminds Crew before a credential expires. What goes wrong: a credential saved without an expiry date, so nothing tells anyone when it runs out.
How to do it
- Set up the types you track in Settings › Code Tables › License Types and Certification Types.
- Ask Crew to add theirs in the app. Send them Add and Renew Licenses and Certifications.
- Open HR › Crew Members, click a name, and open the Compliance tab.
- Check each license against its photo, then tick Verified.
- To add one yourself, click + ADD beside License Management or Certifications Management, fill it in and click Add.
- When a renewal replaces an old credential, set the old one's Status to Archived.
That's every credential tracked, with reminders running. Read on for the detail, and what your Crew see.
On this page
Why tracking credentials in NextCrew is faster
| Without NextCrew | In NextCrew |
|---|---|
| A spreadsheet of license numbers that's out of date the day after you build it | Each credential sits on the Crew Member's own record, with its dates. |
| Chasing people for a photo of their card | Crew upload a photo in the app when they add or renew it. |
| Calendar reminders for every expiry date | NextCrew reminds Crew before a credential expires. |
| No record of who checked a license, or when | Your team ticks Verified once they've checked it. |
| Digging through email when a client asks for proof | The copy is on the record, ready to show. |
Set up the types you track
The license and certification dropdowns come from two lists in Settings › Code Tables: License Types and Certification Types. Add every credential your jobs call for, such as a nursing license, a driver's license, food handler or CPR.
If a Crew Member can't find their license in the app, it isn't on your list yet. Only your team can add it. See Set Up License and Certification Types.
What your Crew do in the app
Crew add each license and certification under their profile, with a photo, and update it when they renew. It's one less thing for your office to type in.
▶ Watch how Crew add licenses and certifications in the app
Send Crew Add and Renew Licenses and Certifications. It walks them through the same steps.
Check and verify a credential
- Open HR › Crew Members and click the Crew Member's name.
- Open the Compliance tab. You'll see License Management, Certifications Management, Background Checks and Test Scores.
- Open the credential and compare the details with the photo.
- Tick Verified and save.
Verified tells the rest of your team that someone has checked it. Anything not ticked still needs a look.
What each credential holds
fields-licenses
| Field | What to enter |
|---|---|
| License Type | Required. Picked from your License Types list. |
| Number | Required. The license number. |
| Expires On | The expiry date. Always fill this in: it's what the reminders run on. |
| Country, State | Where it was issued. State is required. |
| Licensed On, Licensed By | The issue date, and the board or body that issued it. |
| Status | Active, or Archived for one that's been replaced. |
| Verified | Tick once your team has checked it. |
| Description, Upload | A note, and a copy of the license. |
fields-certifications
| Field | What to enter |
|---|---|
| Title | Required. Picked from your Certification Types list. |
| Issued Date | Required. When it was issued. |
| Expires On | The expiry date, if it has one. |
| Certified By | The body that issued it. |
| Status, Verified, Description | The same as for licenses. |
Renewals and reminders
NextCrew reminds Crew before a credential expires. The timing is set by NextCrew, not in your settings. If you need it changed, ask NextCrew.
- When they renew, the Crew Member adds the new credential in the app, with the new dates and photo.
- Your team verifies the new one, and sets the old one to Archived. The history stays on the record.
- For the people who haven't renewed, see Chase Expiring Credentials.
Background checks and test scores
The same Compliance tab holds Background Checks and Test Scores. How to run checks, and how results get there, is in Run Background Checks, Compliance Tests and E-Verify.
Best practice
- Fill in the expiry date on every credential that has one.
- Verify new credentials the day they come in, not the day before a job.
- Agree with your clients which credentials each position needs, and add them all to your types list.
- Your clients and your state decide which credentials a job needs. Check with whoever advises you on compliance.
Questions people ask
Can Crew add their own licenses?
Yes, in the app, with a photo. See Add and Renew Licenses and Certifications.
A Crew Member's license type isn't in the list. What do I do?
Add it to License Types in Settings › Code Tables. It then shows in the app too.
When does NextCrew send expiry reminders?
Before the credential expires. The timing is set by NextCrew, not in your settings. If you need it changed, ask NextCrew.
How do I see everyone whose license has expired?
Add the Expired Licenses widget to a dashboard. See Chase Expiring Credentials.
Should I delete an old license?
No. Set it to Archived, so the history stays on the record.
Other ways people ask this
- How do I track nurse licenses?
- Where do I upload a Crew Member's certification?
- How do I verify a license in NextCrew?
- Credential tracking for staffing agencies
- How do I add a license type?
Related guides
- Anatomy of a Crew Member Record — every tab on the record
- Chase Expiring Credentials — who's expired, and who's still booked
- Manage Your Crew: Start Here — the rest of life after hire
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