When someone leaves, three things matter: nobody is left short on a job, they can't sign in any more, and you can see exactly what happened if you're ever asked.
Summary
Terminating a Crew Member happens on the HR tab of their record. You set their HR Status to Terminated, add the date and the reason, and tick Account Disabled so they can't sign in. Nothing is deleted: their jobs, documents and notes stay on the record, so you can rehire them later with a few clicks. What goes wrong: terminating someone who is still confirmed on upcoming jobs, so a client is left short.
How to do it
- Open HR › Crew Members and click the Crew Member's name.
- On the Overview, check Upcoming Jobs in Crew Stats, and replace them on those jobs first.
- Add an HR note about why they're leaving, and upload any letters to the Documents tab.
- Open the HR tab and click EDIT beside HR Information.
- Set HR Status to Terminated, and fill in Terminated On and Termination Reason.
- Tick Account Disabled and click Update.
▶ Watch how to terminate a Crew Member (1 minute)
That's someone terminated cleanly, with the record kept. Read on for rehiring, taking a break instead, and what to record.
On this page
Terminating, step by step
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.
| Before | Terminate | After | ||||||
STEP 1 You Check upcoming jobs Crew Stats on the Overview show their Upcoming Jobs. Replace them on each one. | → | STEP 2 You Record why Add an HR note, and upload any letters or documents to the Documents tab. | → | STEP 3 You Set HR Status to Terminated Add the Terminated On date and the Termination Reason. | → | STEP 4 You Tick Account Disabled This is what stops them signing in. | → | STEP 5 Automatic History stays Their record, documents and job history stay, ready if they ever come back. |
You · Automatic
Your team makes the decision and records it. NextCrew keeps the history.
Why this is cleaner in NextCrew
| Without NextCrew | In NextCrew |
|---|---|
| Someone who has left can still sign in and see your jobs | Tick Account Disabled and they can't sign in. |
| Finding out they were booked on Saturday when they don't turn up | Crew Stats show their upcoming jobs before you terminate. |
| The reason lives in one manager's memory | The date and reason are on the HR tab, with notes and documents alongside. |
| Deleting the file and losing their history | Nothing is deleted. Jobs, documents and notes stay on the record. |
| Re-entering everything when they come back | Rehire by changing their status and turning sign-in back on. |
The fields on the HR tab
Click EDIT beside HR Information on the HR tab. These are the fields that matter when someone leaves:
| Field | What to enter |
|---|---|
| HR Status | Terminated. |
| Terminated On | Their last day. |
| Termination Reason | What happened, in plain words. Be specific: you may read this months from now. |
| Account Disabled | Tick it. They can't sign in until it's unticked. |
| Hired On | Leave it as it is. It shows when they started. |
⚠️ Watch out
Don't delete a Crew Member who has left. Their job history, documents and notes are the record of what happened.
Before you terminate
- Upcoming jobs. Check Upcoming Jobs in Crew Stats on the Overview, and the Job History tab. Replace them on any job they're confirmed for.
- Notes. Add an HR note with the reason and anything agreed. See Add Notes to a Record and Use Note Templates.
- Incidents. If a client complaint led here, make sure it's recorded. See Record a Client Incident.
- Documents. Upload a resignation letter, a final write-up or a property return note to the Documents tab.
Taking a break is not terminating
Some Crew step away for a season, a course or a family reason, and you want them back. You don't need to terminate them.
- Many agencies add their own HR Status for this, such as Inactive or On Leave. See Set Up HR Statuses and Referral Sources.
- Leave Account Disabled unticked if they should still be able to sign in.
- Ask them to update their availability in the app, so they aren't offered jobs while they're away.
Rehire someone
- Open HR › Crew Members and find them. Nothing was deleted, so the whole record is still there.
- On the HR tab, click EDIT.
- Set HR Status to Hired, or the status you use for new starters.
- Untick Account Disabled, update Hired On if they're starting again, and click Update.
- Click Send Password Instructions on the Overview if they've forgotten how to sign in.
Check their credentials on the Compliance tab and their positions before you offer them work. If they need new paperwork, send a form package. See Onboard New Hires: Start Here.
Employment law
NextCrew records what happened. It doesn't decide what the law needs from you, such as final pay or how long to keep records. Check with whoever advises you on employment law.
The calls you'll get
| Someone says | What to do |
|---|---|
| Former Crew: "I can't sign in." | That's expected if their account is Disabled. If they're coming back, follow Rehire someone. |
| Your team: "We terminated the wrong person." | Set their HR Status back, untick Account Disabled and click Update. Nothing was lost. |
| Client: "Who's replacing them on Saturday?" | Check their Upcoming Jobs before you terminate, and fill those jobs first. |
| Your team: "Why did we let them go?" | Open the HR tab for the date and reason, and the Notes and Documents for the detail. |
Questions people ask
Can I delete a Crew Member?
Don't. Terminate them instead. Deleting loses their job history, documents and notes.
What stops them signing in: the HR Status or Account Disabled?
Account Disabled. Tick it whenever someone should no longer have access.
Is terminating the same as making someone inactive?
No. Use a status of your own, such as Inactive, for people taking a break, and leave their account enabled.
Can I rehire someone I terminated?
Yes. Change their HR Status, untick Account Disabled and update Hired On.
Does terminating someone take them off jobs they're confirmed on?
Don't rely on it. Check their Upcoming Jobs before you terminate, and replace them on each job yourself.
Other ways people ask this
- How do I terminate a Crew Member?
- How do I deactivate a worker?
- How do I remove someone from the app?
- How do I offboard an employee?
- How do I rehire a former Crew Member?
- How do I make a Crew Member inactive?
Related guides
- Anatomy of a Crew Member Record — every tab, including HR
- Set Up HR Statuses and Referral Sources — adding a status such as Inactive
- Manage Your Crew: Start Here — the rest of life after hire
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