You've signed. Here's every stage from your intake workbook to graduation, and what your team owns at each one.
Summary
Implementation follows a set path. It starts when your completed intake workbook arrives: there's no kickoff without it. NextCrew sets up your account from a template built for your kind of staffing, loads your data and trains your team, mostly through videos and these guides, plus four live sessions on your own data. You go live, NextCrew supports your Crew through the rollout, and at graduation your account moves to the NextCrew support team. What slows a launch: a late or incomplete workbook, and nobody on your side who can make decisions.
Your team's part
- Name one project lead who can make decisions and reply within 2 business days.
- Complete the intake workbook: rates, positions, Crew and client data, and onboarding documents in their final form.
- Start the long-lead items at kickoff: your own branded app, text messaging registration, single sign-on, integrations.
- Watch the training videos and follow the guides for your role, then attend the four live sessions.
- Check your setup and data before go-live, and tell your Crew NextCrew is coming.
- Run your first full payroll and invoicing cycle. That's graduation.
That's the whole path. Read on for what happens at each stage, and what changes after graduation.
On this page
The stages
| Stage | What happens | Who |
|---|---|---|
| 1. Signed | Your plan and seats are set in your proposal. | NextCrew |
| 2. Intake workbook | You send your rates, positions, Crew and client data, and onboarding documents. Kickoff is booked once it arrives, and your implementation timeline starts that day. | You |
| 3. Kickoff | Discovery: how you work today, and what you need. Your project lead joins. | Both |
| 4. Configure | Your account is set up from a template built for your kind of staffing, then adjusted: branding, lookup lists and rates. | NextCrew |
| 5. Load data | Your records are imported from the workbook, and your onboarding packages are built. How many packages are included depends on your plan. | NextCrew |
| 6. Train | Training videos and the help guides for each role, plus four one-hour live sessions using your own data. | Both |
| 7. Go live | You launch, and NextCrew supports your Crew through the rollout. | Both |
| 8. Graduate | After your first full payroll and invoicing cycle, or 30 days after go-live, whichever comes first, your implementation closes and your account moves to NextCrew support. | NextCrew |
What goes in the intake workbook
The workbook is the gate. NextCrew can't book kickoff, or start the clock, until it arrives complete.
| Part | What to send |
|---|---|
| Records | Your data in the import templates: clients, client locations, client contacts, Crew Members, jobs, offers and timesheets. |
| Setup | Your positions, rates and the lists you use, such as statuses. |
| Onboarding documents | Every form you want online, in its final form. |
⚠️ Watch out
Send documents ready to use. NextCrew builds your standard forms during implementation. A change after they're built, including one for a change in the law, is a new request.
Start these at kickoff
Some steps take weeks for reasons outside anyone's control. Start them on day one, not the week before go-live.
| Item | Why it can't wait | Guide |
|---|---|---|
| Your own branded app | App store review is outside NextCrew's control and can take time. | |
| Text messaging | Carriers require your business to register before texts are sent. Registration is your agency's responsibility. NextCrew can handle it for you, and there may be a cost. | Turn On Text Messaging with Twilio |
| Single sign-on | Okta needs the tenant number NextCrew gives you. A missing tenant number is the usual trip-up. | Sign In with Okta (SSO) |
| Integrations | Payroll, background checks and pay advances each need their own setup. NextCrew sets some up for you. | App Marketplace: Start Here |
What your team owns
| You own | In practice |
|---|---|
| One project lead | Answers within 2 business days and gives 24 hours' notice to move a session. A session missed without notice counts as held. |
| Final-form content | Your documents, rates and data, ready to load. |
| Your pay rules | NextCrew calculates from the settings you give it. Your agency decides what those settings should be. |
| One login per person | Every user has their own account. Logins are never shared. |
After graduation
| Before graduation | After graduation |
|---|---|
| Your implementation contact handles your questions. | Your team raises tickets with NextCrew support. See Get Help With NextCrew. |
| NextCrew supports your Crew through the rollout. | Your agency is the first line of support for your Crew and clients. |
| Training is part of implementation. | The guides, videos and CrewPilot answer how-to questions. Extra live training can be booked, and there may be a cost. |
New work after graduation, such as a new report, a new onboarding package or a change to a form, is quoted before it starts.
Why it's done this way
| A launch without a gate | This path |
|---|---|
| Setup starts before the data exists, and gets redone. | Nothing starts until the workbook is complete. |
| Every account is built from scratch. | Your account starts from a template for your kind of staffing. |
| Training is booked one session at a time and never ends. | Videos and guides first, four live sessions, then graduation. |
| Nobody knows when implementation is over. | Graduation has a fixed point, and everyone knows who to ask next. |
Questions people ask
When does our implementation timeline start?
The day your complete intake workbook arrives, not the day you sign.
Who supports our Crew during the switch?
NextCrew, through the rollout until graduation. After that, your agency is their first line.
Can we get more live training?
Yes. Extra sessions can be booked, and there may be a cost.
Will NextCrew keep our forms up to date?
Your standard forms are built during implementation. Later changes, including for a change in the law, are a new request.
Coming from NextCrew Legacy?
See Moving From NextCrew Legacy to NextCrew 2.0.
Other ways people ask this
- How long does NextCrew implementation take?
- What do we need to prepare for NextCrew?
- What is the intake workbook?
- When does NextCrew implementation end?
- Who supports our workers when we launch?
Related guides
- Company Setup: Start Here — the settings configured for you
- Guides for Staffing Agencies: Start Here — the training path for your team
- Get Help With NextCrew — support after graduation
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