Most of a staffing office's day goes on reminding, copying and checking. NextCrew does that part for you, so your team spends its time on people and clients.
Summary
NextCrew runs the repeat work in every area. It chases new hires to finish their documents. It tells the right Crew about a job, reminds them before it starts, and builds the timesheet when they clock out. It works out overtime for employees, marks timesheets Paid when you export them, and puts each client's tax and terms on their invoices. A few steps stay with your team on purpose, such as hiring someone and approving hours. What goes wrong: a setting left undone, such as texting not turned on, so job reminders don't arrive by text.
Set it up once
- Turn on texting, so reminders reach Crew phones. See Turn On Text Messaging with Twilio.
- Check the clock-in and clock-out reminder minutes in Settings › Site Configuration › Timesheet.
- On each Crew Member's Payroll tab, set their Tax Classification and Max Hours Per Week.
- On each client, set tax, payment terms and who gets the invoice.
- Make repeat orders recurring, and give each one an end date.
- Ask NextCrew support to set up your HR status emails, such as a welcome email when someone is hired.
That's NextCrew set up to do the chasing. Read on for everything it handles, area by area.
On this page
What NextCrew does on its own
| Area | Without NextCrew | NextCrew does it |
|---|---|---|
| Recruiting | Calling people who started an application and stopped | Sends 3 reminder emails, on day 1, day 3 and day 6. Reads uploaded resumes, so you can search them by skill. |
| Onboarding | Working out state forms, emailing packets and chasing signatures | Sends your package with the state forms for their address. Makes a task for each document, reminds them if they stop, and moves them to Docs Signed when they finish. You track it all in Workflows. |
| Crew records | Tracking expiry dates in a spreadsheet | Reminds Crew before a credential expires. Adds a note to the record when their HR status changes. |
| Filling jobs | Texting down a list to find who's free | Tells the Crew who fit the job and are close enough. People already booked at that time aren't offered it. With Auto-Confirm, the first to accept are booked. |
| Before the job | Calling everyone the day before | Sends the assignment notice, a reminder 24 hours before, and clock-in and clock-out reminders. Tells confirmed Crew if anything changes. |
| Repeat work | Rebuilding the same order every week | A recurring order creates the next order on a schedule, until its end date. |
| Timesheets | Typing hours in from paper | Builds the timesheet when Crew clock in and out: hours, break, pay code, and pay and bill rates. |
| Overtime | Working out who gets overtime by hand | Works out overtime for employees: over 40 hours a week, plus the daily rules in California and Hawaii. See Prevent and Manage Overtime. |
| Payroll | Keeping track of which hours were already paid | Marks timesheets Paid when you export them for payroll. |
| Invoicing | Building each invoice and adding tax and terms | Makes an invoice for each client from one batch, with the tax and terms set on the client, and marks the timesheets Invoiced. |
What still needs a person
Some steps are left to your team on purpose. They need judgment, and NextCrew gets everything ready so they take minutes.
| Step | Why it's yours |
|---|---|
| Moving someone to Hired | Hiring is a decision. Everything before it, from sending documents to Docs Signed, runs by itself. See Move a New Hire to Hired. |
| Confirming who works a job | You choose, unless the job has Auto-Confirm on. |
| Approving timesheets | The client, your team, or both check the hours before anyone is paid. |
| Running payroll | You export the hours, then run payroll in your payroll system. |
| Sending invoices and recording payments | You check each invoice before it goes to the client. |
Settings that change what runs
| Setting | Where it is | What it does |
|---|---|---|
| Minutes Before Job Start to Remind to Clock-In | Site Configuration › Timesheet | When Crew get the clock-in reminder |
| Minutes After Job Ends to Remind to Clock-Out | Site Configuration › Timesheet | When Crew get the clock-out reminder |
| Automatically Create Timesheets for Completed Jobs | Site Configuration › Timesheet | Creates timesheets when jobs finish |
| Default the Auto-Confirm Option | Site Configuration › Jobs | Starts new jobs with Auto-Confirm on |
| Automatically Create Client User from Client Contact | Site Configuration › CRM | Creates a client login each time you add a client contact |
⚠️ Watch out
Site Configuration saves each change as soon as you leave the field. There's no Save button and no undo, so change one setting at a time.
For every setting, see Site Configuration: What Each Setting Does.
Questions people ask
Does NextCrew hire people automatically?
No. Moving someone to Hired is your decision. Everything before it runs by itself.
Can I change when the 24-hour reminder goes out?
No. It's the same for every account. You can change the clock-in and clock-out reminder minutes.
Does NextCrew work out overtime for contractors?
No. Overtime is worked out automatically for employees only.
Can an order repeat every week on its own?
Yes. Open the order, go to its Configuration tab and set Recurring Order Settings, with an end date.
Other ways people ask this
- What does NextCrew automate?
- Does NextCrew send reminders automatically?
- Can NextCrew chase onboarding documents?
- Does NextCrew calculate overtime?
- Can I automate repeat orders?
- What is automatic in NextCrew?
- How does NextCrew save time?
Related guides
- How NextCrew Works: The Big Picture — how one job flows through
- Send Job Reminders & Track Acknowledgment — every reminder and when it goes
- Send Onboarding Documents — the onboarding package
- Clone an Order or Make It Repeat — recurring orders
- Prevent and Manage Overtime — how overtime is worked out
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