Sometimes a job changes because of who can work it: a Server job becomes a Captain job, or a nurse job moves to a different license level. Change the position on the job and NextCrew updates the rates for you. Do it before the job starts and everything lines up.
Summary
Open the job, click EDIT beside General Information and pick the new Position. NextCrew refills the job's pay and bill rates from the order's rate configuration, and every offer on the job takes the new rates, unless that offer is Rate Locked. Timesheets are created when the job starts. Any created after the change use the new rates; any created before it keep the old ones. What goes wrong: changing the position after the job has started, so its first timesheets still carry the old position's rates.
How to do it
- Open the job from its order.
- Click EDIT beside General Information.
- Pick the new Position. Check that Pay Rate and Bill Rate show the new rates.
- Click Update.
- Open Offers and check who is booked. Book Crew who hold the new position.
- If the job already started, fix the rates on the timesheets created before the change.
That's the job, its offers and its future timesheets on the new rates. Below: what updates and what doesn't, booking someone with a different skill, fixing a change made after the job started, and finding out what changed.
On this page
What updates, and what doesn't
Change the position once. NextCrew carries it down the line. On a phone, swipe sideways to see every step.
| You | NextCrew | You | ||||||
STEP 1 You Change the position On the job: General Information, EDIT, Position. | → | STEP 2 Automatic Job rates refill Pay and bill rates come from the order's rate configuration. | → | STEP 3 Automatic Offers follow Every offer on the job takes the new rates, unless it's Rate Locked. | → | STEP 4 Automatic New timesheets follow Timesheets created from now on use the new rates. | → | STEP 5 You Check older timesheets Any created before the change keep the old rates. Fix those by hand. |
You · Automatic
The only thing you might need to touch by hand is a timesheet that already exists.
| Updates automatically? | Why | |
|---|---|---|
| The job's pay and bill rates | Yes | They come from the order's rate configuration for the new position. |
| Offers on the job | Yes, unless Rate Locked | An offer with its own rate keeps it. See Pay One Crew Member a Different Rate on a Job. |
| Timesheets created after the change | Yes | They copy the job's rates when they're created. |
| Timesheets created before the change | No | A timesheet keeps the rates it was created with. Change them by hand. |
Make sure the client's rate configuration has rates for the new position before you change it. See Set Up Rate Configurations for a Client.
Booking someone with a different skill
Say a job was set up as one position, but the person who can work it holds a different one, and the client is paying for that one. For example, a Server job that a Captain will work, or a nurse job filled at a different license level. Don't book them on the old position and fix the rates afterward. Change the job's position first, then book them.
- Change the job's Position to the skill the person will work as, before the job starts.
- Check the new pay and bill rates on the job.
- Book the Crew Member. Their offer, and every timesheet from here on, carries the right rates.
Changing a position usually means booking different Crew, so check the job's offers after you change it. Anyone booked for the old position may no longer fit. See Choose Who Hears About a Job.
Why the timing matters
A job's timesheet is created when the job starts, and it copies the job's rates at that moment. That's what keeps a timesheet safe from later edits. It also means:
- Change before the job starts: every timesheet has the new rates. Nothing to fix.
- Change after it starts: timesheets already created keep the old rates. Fix them on each timesheet. See Fix the rate on a timesheet after the job changed.
- A job that runs over several days: days that started before the change keep the old rates. Timesheets created after the change have the new ones.
⚠️ Watch out
If a timesheet with the old rate is already on an invoice, fix the timesheet and recalculate the invoice. See Delete or Correct an Invoice.
Not sure what changed? Check the Feed
If the rates on a job, an offer or a timesheet aren't what you expected, and you're not sure how they got that way, check the record's audit trail. In NextCrew it's called the Feed.
- Open the record: the job, the offer or the timesheet.
- Click the Feed icon (a clipboard with a clock) in the tray on the right. On the timesheet list you can also choose ⋮ › View Feed on its row.
- Read the entries. Each one shows the date and time, who made the change, and what changed, such as the position, a rate or a status, with the old and new values.
Compare the time the position changed with the time the timesheet was created, at the start of the job. If the position changed after, that timesheet still has the old rates. See Fix the rate on a timesheet after the job changed.
Other kinds of rate change
| You want to | Use this instead |
|---|---|
| Pay one person a different rate on the same job | Pay One Crew Member a Different Rate on a Job |
| Change the rates on a whole order, or switch its rate configuration | Update the Rates on an Order |
| Change one person's dates or rate quickly | Change the Rate or Dates for One Crew Member on a Job |
Why it's simpler in NextCrew
| Without NextCrew | In NextCrew |
|---|---|
| Looking up the new position's rates and retyping them | The rates come from the client's rate configuration |
| Updating every person's rate one by one | Every offer on the job follows, unless it's Rate Locked |
| Payroll finds the wrong rate after the fact | Timesheets created after the change already have the new rates |
If something isn't right
| What you see | Check this first | Who fixes it |
|---|---|---|
| The job's rates didn't change | The client's rate configuration may not have rates for the new position. | You, or your admin |
| One offer still has the old rate | It's Rate Locked. Change it on the offer if it should follow. | You |
| A timesheet still has the old rate | It was created before the change. Check the Feed to see when each changed, then fix it on the timesheet. | You |
| You don't know who changed the position | The job's Feed shows who changed it and when. | You |
| The invoice shows the old rate | Fix the timesheet, then recalculate the invoice. | You |
Questions people ask
I changed the position. Why does the timesheet still have the old rate?
It was created before you changed the position, when the job started. Change the rate on that timesheet.
Do the offers change when I change the position?
Yes. Every offer on the job takes the new pay and bill rates, unless it's Rate Locked.
Where do the new rates come from?
The order's rate configuration, for the new position.
Are Crew told when I change the position?
No. Changing a position usually means booking different Crew, so check the offers yourself.
What's the right way to book someone who holds a different position?
Change the job's position to theirs before the job starts, for example from Server to Captain, then book them. The rates follow the position.
How do I find out who changed the position, and when?
Open the job and check its Feed in the tray on the right. It lists every change, with who made it and when.
Other ways people ask this
- How do I change the position on a job?
- How do I book someone with a different skill on a job?
- Changed the job from Server to Captain but the rate didn't change
- Changed the job from LPN to RN but the timesheet has the old rate
- Who changed the position on this job?
- Why didn't the timesheet update when I changed the position?
- Will changing the position change the offers?
- How do I make the rates match the skill?
Related guides
- Anatomy of a Job: Every Setting and What It Controls — every job setting
- Set Up Rate Configurations for a Client — where the rates come from
- Pay One Crew Member a Different Rate on a Job — Rate Locked offers
- Fill and Schedule Jobs: Start Here — the whole area
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