Run Every Job So Everyone Is on the Same Page

A job goes well when your client, your Crew and your team all know the same thing at the same time. This guide walks one job from order to invoice from all three points of view.

That's every job covered, from order to invoice. Everything below is for when you want the reasons, the details, or a job that isn't going to plan.

Why it matters

• Clients trust you when nothing about the job surprises them. They know who's coming, they can see who's checked in, and the hours on the invoice match what they approved.
• Crew stay loyal when they know where to go, what to wear and what's changed, before they get there.
• Your team builds relationships instead of spending the day on the phone confirming, chasing and correcting.

Where it usually breaks

• The order details live in someone's inbox, not on the order.
• The job address is wrong, so Crew go to the wrong entrance and can't clock in.
• Confirmations happen by group text, so nobody knows who's actually coming.
• A change goes out by text only, and the record and the people disagree.
• The client calls to ask who's on site.
• Hours are disputed after the invoice has gone.
• Nobody owns the hand-off between sales, scheduling, operations and billing.

Before the job

Build the order right.

• Add the client contacts who place orders, approve hours and receive invoices.
• Each job has its own address, and it doesn't copy over from the order. Pick it from the address search rather than typing it. That address decides who hears about the job and where clock-in works.
• Put the site rules (parking, entrance, dress code, safety) in Policies and Procedures on the client record. Crew see them when they apply for that client's jobs. See Add a New Client.

Choose who hears about it.

• My Crew sends the job to qualified Crew Members. Private goes only to the people you pick. Verified goes only to Crew marked Verified. See Choose Who Hears About a Job.
• Use Notify Now for anything urgent, so it doesn't wait for the overnight batch.
• For a job you need filled fast, turn on Auto-Confirm, so the first people to accept are booked. See Fill an Urgent Job Fast with Auto-Confirm.

Make sure they'll show.

• NextCrew sends the assignment notice, a reminder 24 hours before the job, and a reminder to clock in.
• Crew acknowledge the job in the app when they confirm it. The reminders are notices only. You see who has acknowledged on the job's Offers tab. See Send Job Reminders & Track Acknowledgment.
• For jobs that matter, line up a backup the day before.

Tell the client.

• NextCrew tells the client automatically when the job is scheduled and when Crew are confirmed.
• For events, send a staff list before the day. It doesn't update on its own, so run it again if bookings change. See Send Your Client a Staff List for an Event or Job.
• When a client wants to see a person before the job, send their profile. See Send a Client a Crew Member's Profile as One PDF.

Set up the team on site.

• Make a confirmed Crew Member the supervisor on the order, so they can clock the team in and out and approve times from their phone. NextCrew doesn't notify them, so tell them yourself. See Make a Crew Member the Supervisor on an Order.
• For a big or multi-day job, start a Channel for the job team, and add the client's site lead. Client users can read and reply. Keep anything you'll need later, such as client instructions, on the job as well. See How Channels Work.

On the day

Run it from Daily Pulse.

• Daily Pulse shows every timesheet for today, with counters for No Shows, Late Clock-In, On Site, Late Clock-Out and Mobile Clock-In. Click a counter to see those people. See See Today's Timesheets with Daily Pulse.

Clock-in at the site.

• Crew can only clock in and out inside the job's geofence. Outside the radius, clock-in is blocked.
• The radius (in miles) is a company default that you can change for one order, on the order's Configuration tab under Mobile App Settings. A radius of 0 turns blocking off. Widen it for a large site, such as a stadium.

When someone doesn't show.

• Click No Shows and message them. The job's assigned user also gets an email 15 minutes after the start time.
• If they're on site but couldn't clock in, clock them in from Daily Pulse. Don't record anything against them yet.
• Backfill from the job's Invite option, then tell the client who's replacing the missing Crew Member and when they'll arrive. See Handle No-Shows & Backfill.

When something changes.

• Change the job in NextCrew, and confirmed Crew are told. Post the change in the job team's Channel too, so the client and your team see it in the same place.
• Never send a correction only by text.

What the client sees.

• Clients with portal access see each booked Crew Member's check-in status in the Daily Pulse widget on their Home dashboard. See Let Clients See Who's On Site.

After the job

Agree the hours.

• The client approves in their portal, which marks the timesheet Client Approved. Your team then does the final check and sets it to Approved, after which Crew and clients can no longer change it. See Approve Timesheets: Start Here and, for your clients, Approve or Decline Timesheets.

Record what happened.

• Rate the Crew on the timesheet under Job Review. Clients can rate them in the portal too. See Rate a Crew Member After a Job.
• For a no-show, set their timesheet to Not Completed (don't delete it) and add a violation. Violations can't be edited, so stick to the facts. See Record Violations and Spot Problems Early.
• Add a short debrief note on the job, from a note template, so the next person to staff this client knows what you learned. See Add Notes to a Record and Use Note Templates.

Bill it.

• Create invoices in a batch with Attach timesheets on, for clients who want the backup. Each invoice keeps a snapshot of its timesheets, and each timesheet is marked Invoiced, so it's never billed twice. See Create Invoices in a Batch.

Say thank you.

• Send your Crew a thank-you from a saved message template. See Create and Share Message Templates.

Who owns what, and the hand-offs

A job passes through several people's hands. Most dropped balls happen at the hand-off, not inside anyone's own step.

In a smaller agency one person may hold several of these. The hand-offs still matter: they're the moments to check that each step is really done.

How NextCrew keeps the hand-offs clean:

• Assigned Roles on the client's Overview show who works the account and what each person handles, so nobody has to guess who to ask. See Add a New Client.
• Tasks have an owner and a due date, so the work crosses the hand-off with a name on it. See Create and Track Tasks.
• Notes on the job and the client keep what one person learned where the next person will look.
• A shared saved view for each role: the scheduler opens to jobs that aren't full, operations to today's jobs, timesheets to what's waiting. See Save and Share Your Own List Views.

Keeping everyone on the same page

The rule that keeps all three aligned: change it once, in NextCrew. Change the job and confirmed Crew are told. Post in the Channel and everyone in it sees it.

What runs on its own

These run on rules your agency sets. They're workflow automation, not AI. See What NextCrew Automates for You.

• The job goes to the Crew who fit it, and with Auto-Confirm on, the first to accept are booked.
• The client is told when the job is scheduled and when Crew are confirmed.
• Crew get the assignment notice, a reminder 24 hours before, and clock-in and clock-out reminders.
• Confirmed Crew are told when anything about the job changes.
• The job's assigned user gets an email when someone hasn't clocked in 15 minutes after the start.
• Timesheets are built from clock-in and clock-out, and, if your agency turns it on, created for completed jobs.
• Overtime is calculated for you.
• Timesheets are marked when they're exported for payroll and when they're invoiced, so they're never exported or billed twice.
• Recurring orders create the next order on schedule.

Where CrewPilot AI helps

CrewPilot is built into NextCrew. It helps your team find, prepare and check; your team makes the calls. See How CrewPilot AI Works.

• Ask in plain words about today's jobs or what still needs filling, and CrewPilot can filter the list you're on for you. See Ask CrewPilot.
• Paste a client's emailed order and CrewPilot prepares a job draft. Choose Review Job, check the details and save it.
• Check timesheets before you approve. Select up to 100 timesheets on Admin Timesheets and ask CrewPilot to check them. It shows which are ready and which need attention, such as a missing clock-out. Nothing changes until you choose to apply the approval.
• Draft the day's reminder email. In Send Message, the AI menu drafts a job reminder for everyone working today. You check it and send it yourself.
• The AI agents for this area: Workspace AI for filling and scheduling, Ops Intelligence AI for the day of the job and timesheets, and Client Health AI for how each client relationship is going. What they flag shows in the AI Command Center and the AI Ticker.

What connects to it

KPIs, reports and dashboards

Make it a habit, not a hunt:

• Put the daily numbers on each role's dashboard. Add the widgets each person needs. See Find and Use Reports and Dashboards.
• Want a report in your inbox every week? Ask our team and we'll set up the scheduled email for you. Nothing is emailed until we set it up.
• Review the client's numbers with the client. That conversation is how trust is built.

A worked example

A Saturday event for 40 Crew at a convention center. An example, not a real client.

• Monday. The order arrives by email. Paste it into Ask CrewPilot to prepare the job draft, check it and save, or build it yourself. Check the address on every job, and confirm the loading-dock entrance and dress code are in the client's Policies and Procedures. Send it to My Crew with Notify Now.
• Thursday. Open the Offers tab. Three people haven't acknowledged, so call them, and line up four backups.
• Friday. Send the client the staff list. Make your most experienced Crew Member the supervisor on the order, and tell them. Start a Channel for the event team and add the client's site lead.
• Saturday, 7:00 a.m. Open Daily Pulse. Two no-shows: message them, then backfill from your backups and tell the client. At 10:00 the client pushes the finish time back an hour. Change the job, and post it in the Channel.
• Monday after. The client approves the hours in the portal. Your team selects the timesheets and asks CrewPilot to check them, fixes the one missing clock-out, approves them, rates the Crew, adds a debrief note on the job and creates the invoice with the timesheets attached.

You're set up when…

• ☐ Client contacts are on every client record, and site rules are in Policies and Procedures.
• ☐ Every job's address is picked from the search, not typed.
• ☐ Each role has a shared saved view and the dashboard widgets they need.
• ☐ Your team checks the Offers tab the day before every job.
• ☐ Daily Pulse is the first screen operations opens on a job day.
• ☐ Changes go through NextCrew, never by text only.
• ☐ Clients approve hours in the portal before your team does.
• ☐ Every job gets a rating and a debrief note.
• ☐ Assigned Roles show who handles each client.

If something isn't working

Questions people ask

Before the job

The order has the address. Why do I have to check it on every job? Each job has its own address, and it doesn't copy over from the order. Crew are sent to the job's address, and clock-in checks it. Check it on every job when you build the order.

Who hears about a new job first? That depends on the job's privacy. My Crew sends it to qualified Crew, Private to the people you pick, and Verified to Crew marked Verified. Notify Now sends it right away. See Choose Who Hears About a Job.

How do I know Crew will actually show up? Crew acknowledge the job in the app when they confirm it. Check the job's Offers tab the day before. Anyone not marked Acknowledged gets a call, and you line up a backup. See Send Job Reminders & Track Acknowledgment.

Does the client hear from NextCrew automatically? Yes, when the job is scheduled and when Crew are confirmed. For events, send a staff list before the day as well.

Where do parking, entrance and dress code go? They go in Policies and Procedures on the client record. Crew see them when they apply for that client's jobs.

On the day

A Crew Member says they can't clock in. They're most likely outside the job's radius, which blocks clock-in. Check that they're at the site and that the job's address is right. The radius is a company default you can change for one order, and a radius of 0 turns blocking off.

Someone didn't show. What's the fastest way to handle it? Start from Daily Pulse. Message the no-shows, backfill from the job's Invite option, and tell the client. After the job, set their timesheet to Not Completed and add a violation if your policy calls for one. See Handle No-Shows & Backfill.

The client moved the start time. Do I have to text everyone? No. Change the job in NextCrew, and confirmed Crew are told. Post it in the job team's Channel too.

Can the client see who's on site? Yes. Clients with portal access see each booked Crew Member's check-in status on their Home dashboard. See Let Clients See Who's On Site.

Can the client be in the Channel? Yes. Client users can read and reply, and they get an email when there's a new message. See How Channels Work.

After the job

The client approved the hours. Are they ready for payroll? Not yet. The client's approval marks the timesheet Client Approved. Your team then does the final check and sets it to Approved. See Approve Timesheets: Start Here.

Can a timesheet end up on two invoices, or go to payroll twice? No. A timesheet is marked when it's invoiced and when it's exported, so it's never billed or exported twice.

The client says the invoice doesn't match what they approved. Each invoice keeps a snapshot of its timesheets at the moment it was created. With Attach timesheets on, the backup goes with it. See Create Invoices in a Batch.

Why rate the Crew after every job? Ratings help you choose Crew for the next job, and they show a pattern before a client points it out. See Rate a Crew Member After a Job.

Your team and the hand-offs

How do I stop "I thought you were doing it"? Put the work in a task with an owner and a due date. Use Assigned Roles on the client to show who handles what. See Create and Track Tasks.

What should each person open first thing in the morning? A shared saved view built for their role. See Save and Share Your Own List Views.

Something went wrong on a job. How do we avoid it next time? Add a short note on the job before you close it out, so the next person to staff that client sees it.

Automation, AI and integrations

Are the reminders and change notices AI? No. They're workflow automation, running on rules your agency sets. CrewPilot is the AI part.

What can CrewPilot do for a job? Paste a client's emailed order and it prepares a job draft for you to check and save. Ask it about today's jobs in plain words. Before you approve hours, ask it to check the timesheets you've selected. See Ask CrewPilot.

Does CrewPilot approve timesheets on its own? No. It checks the timesheets you select and shows which are ready. Nothing changes until you choose to apply the approval.

Can jobs show up in our Outlook calendar? Yes, through Zapier, one way from NextCrew to Outlook. Zapier is an add-on, so ask us to turn it on.

Can a client send orders straight from their own system? Yes, through the NextCrew Open API. For clients who order through a VMS or MSP portal, VMSpark brings those orders in as NextCrew jobs.

How do invoices get to QuickBooks? As a file export you import into QuickBooks, or through Zapier. See Export Invoices to QuickBooks.

Numbers and reports

What's the one number to check every day? Fill ratio, on the Fill Ratio - next 7 days widget, together with the Daily Pulse counters on a job day.

Can the weekly numbers come to me without logging in? Yes. Ask our team which report you want and how often, and we'll set up the scheduled email for you.

A Crew Member says they never got the change. How do I check? Go to Reports › Audit Trail and open Email, Push or SMS Tracking. For email, it shows whether each message was delivered, opened, dropped or bounced. See Email, Push and Text Tracking.

Other ways people ask this

• How do I keep the client updated during a job?
• How do I stop no-shows on big events?
• What should my scheduler check before a job?
• How do I hand a job from sales to scheduling to payroll?
• Why can't my Crew clock in?
• How do I tell everyone about a change at once?
• What KPIs should a staffing agency track for each job?
• How do I prove to a client who was there?
• What's automated in NextCrew and what's AI?

Related guides

• Choose Who Hears About a Job · Fill an Urgent Job Fast with Auto-Confirm · Send Job Reminders & Track Acknowledgment
• See Today's Timesheets with Daily Pulse · Handle No-Shows & Backfill · How Channels Work
• Approve Timesheets: Start Here · Get Timesheets Ready for Payroll · Rate a Crew Member After a Job · Record Violations and Spot Problems Early · Create Invoices in a Batch
• Create and Track Tasks · Save and Share Your Own List Views · What NextCrew Automates for You · Find and Use Reports and Dashboards · How CrewPilot AI Works