If your team types the same message, note or job description more than once, it should be a template. Write it once, share it, and everyone sends it in seconds.
Summary
NextCrew has templates for the things your team repeats. Message templates fill in the subject and message, with macros for names. Note templates fill in the questions every note should answer. Jobs can use a saved description. Form packages are built once and sent to every new hire. Tick Shared, and your whole team uses the same wording. What goes wrong: each person writing their own version, so Crew and clients hear the same thing ten different ways.
Set it up once
- Write the message you send most. Use Macros for the name, choose Save As Template and tick Shared.
- Make shared note templates for the notes you write often, such as a no-show or an interview.
- On new jobs, pick a saved description instead of retyping it.
- Build your form packages once, then send them to each new hire.
- Ask NextCrew support to set up your HR status emails, such as a welcome when someone is hired.
That's your wording written once. Read on for each kind of template and how to make them good.
On this page
The templates in NextCrew
| Template | Where you use it | Good for |
|---|---|---|
| Message template | The template menu at the top of a new message | Job reminders, interview requests, birthdays. See Create and Share Message Templates. |
| Note template | The template menu at the top of a new note | No-shows, interviews, incidents. See Add Notes to a Record and Use Note Templates. |
| Job description | The Description on a job | Roles you fill again and again |
| Form package | Form Packages, sent to each person | Onboarding documents and policies. See Build and Send Form Packages. |
| HR status email | Sent when a Crew Member's HR status changes. NextCrew support sets these up. | A welcome when someone is hired |
Where it saves time
| Without NextCrew | In NextCrew |
|---|---|
| Retyping the same reminder every morning | Pick the template, and the message fills in. |
| Every recruiter wording things differently | Shared templates give your team one voice. |
| Notes missing the details you need | A note template asks the same questions every time. |
| Rewriting job descriptions | Pick a saved description. |
| Emailing documents to each new hire | Send the same form package to everyone. |
Make templates people actually use
- Name templates for when you use them, such as Job Reminder.
- Use the first-name macro, not “Hi all”. It reads like a note to them, not a broadcast.
- Keep text messages short. Put the detail in the email version.
- When one person writes a great note, save their format as a shared template.
For ready-made wording, see the messages in Stay Connected With Your Crew.
Questions people ask
Can a template include the person's name?
Yes. Use Macros in a message template, such as the first name.
Can my team use my templates?
Yes, if you tick Shared when you save them.
Can Crew see note templates?
No. Notes are for your team. Crew can't see them.
Can I send a template later?
Yes. Write the message from the template, then click Schedule. See Schedule a Message to Send Later.
Other ways people ask this
- How do I save a message to use again?
- How do I keep our messages consistent?
- Can I make a note template?
- Where are my templates?
- Can I reuse a job description?
Related guides
- How NextCrew Works: The Big Picture — how everything fits together
- Create and Share Message Templates — message templates and macros
- Add Notes to a Record and Use Note Templates — note templates
- Build and Send Form Packages — form packages
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