Jobs are starting across your clients today. You need to know who's there, who's late and who isn't coming, before the client calls to tell you.
Summary
NextCrew runs most of the job day for you. Crew get their reminders without anyone sending them, they can only clock in at the job site, and every clock-in shows on Daily Pulse as it happens. Your team's part is to check acknowledgments the day before, watch Daily Pulse when jobs start, and act fast on anyone missing. Your clients can watch their own site check in from their portal. The thing that goes wrong most is a Crew Member who is on site but couldn't clock in, and who gets treated as a no-show.
How to do it
- The day before, open each job's Offers tab and call anyone who hasn't acknowledged.
- When jobs start, go to Operation › Daily Pulse and read the counters.
- Click No Shows, select everyone listed and choose Send Message.
- Clock in anyone who is on site but couldn't clock in.
- Backfill anyone still missing from the job's Invite screen, and tell the client who's coming.
- After the job, mark the no-show's timesheet Not Completed and record a violation if your policy calls for one.
That's the day covered. Everything below is for when you want to set the day up so it runs itself, or when the screen and the site don't agree.
On this page
- The job day, step by step
- Why running the day is faster in NextCrew
- Clock-in at the job site
- Set the day up once
- Guides for this stage
- See it through your client's eyes
- What runs on its own
- Where CrewPilot AI helps
- Numbers to watch
- The calls you'll get
- You're set up when…
- Questions people ask
- Other ways people ask this
- Related guides
The job day, step by step
| When | What happens | Who does it |
|---|---|---|
| When a Crew Member is confirmed | They get the assignment notice | Automatic |
| The day before | They get a reminder 24 hours before the start. Your team checks who has acknowledged the job on its Offers tab | Automatic, then your team |
| Just before the start | They get a clock-in reminder, 5 minutes before unless you change it | Automatic |
| The start | They clock in from the app, at the job site. The clock-in shows on Daily Pulse and on the client's portal | Crew |
| 15 minutes after the start | The user assigned to the job gets an email about anyone who hasn't clocked in | Automatic |
| During the job | Your team works the Daily Pulse counters: messages, clock-ins, backfill | Your team |
| Just before the end | They get a clock-out reminder | Automatic |
| The end | They clock out at the job site, and the timesheet is built from the clock times | Crew, then automatic |
Why running the day is faster in NextCrew
| Without NextCrew | In NextCrew |
|---|---|
| Calling round the night before to confirm | Crew acknowledge the job in the app, and you call only the ones who haven't |
| Waiting for the client to tell you someone's missing | Daily Pulse shows no-shows as soon as your no-show time passes |
| Wondering whether someone is really at the site | Crew can only clock in and out at the job site |
| Texting a replacement list one by one | Invite filters to Crew who are available and have worked for this client |
| The client calling to ask who's there | The client sees each Crew Member's check-in status in their own portal |
Clock-in at the job site
- Crew can only clock in and out inside the job's geofence. Outside the radius, the app won't let them.
- The radius is a company default, set in miles in Settings › Site Configuration › Timesheet. You can change it for one order on the order's Configuration tab, under Mobile App Settings. Widen it for a large site, such as a stadium or a campus. A radius of 0 turns the check off.
- The job address decides where clock-in works. Each job has its own address, so pick it from the address search rather than typing it.
- If your agency requires a photo at clock-in and clock-out, every punch carries one.
- The clock-in and clock-out locations are kept on the timesheet, which is your record if a client questions the hours.
Set the day up once
These live in Settings › Site Configuration › Timesheet. Each one saves as soon as you leave the field.
| Setting | What it controls |
|---|---|
| Elapsed Minutes for No-Shows | Minutes after the start before someone counts as a no-show |
| Elapsed Minutes for Late Clock-In | Minutes after the start before a clock-in counts as late |
| Minutes Before Job Start to Remind to Clock-In | When the clock-in reminder goes out |
| Minutes After Job Ends to Remind to Clock-Out | When the clock-out reminder goes out. Despite the name, it counts back from the end |
| Geo-Fencing Radius | The company default radius for clock-in |
Reminders go by email and app notification. They go by text too once your agency has set up texting. See Send Job Reminders & Track Acknowledgment.
Guides for this stage
| Guide | Use it when |
|---|---|
| See Today's Timesheets with Daily Pulse | Jobs are starting and you want to see who's there, who's late and who hasn't shown |
| Send Job Reminders & Track Acknowledgment | You want to check the reminders are running and follow up on anyone who hasn't acknowledged |
| Handle No-Shows & Backfill | Someone hasn't shown and you need the job covered and the record right |
| Let Clients See Who's On Site | A client keeps calling to ask who's there |
| Run Every Job So Everyone Is on the Same Page | You want the whole job, from order to invoice, seen by your client, your Crew and your team |
See it through your client's eyes
Clients with portal access have a Daily Pulse widget on their Home dashboard. Its On-Site Status column changes as your Crew clock in. That means the client may spot a no-show at the same time you do, so agree up front who calls whom, and how fast you'll confirm a replacement.
The client's Staff List is different. It's a snapshot of who was booked when it was made, and it doesn't change after that. See Let Clients See Who's On Site.
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 assignment notice, the 24-hour reminder, and the clock-in and clock-out reminders.
- The email to the job's assigned user 15 minutes after the start, for anyone who hasn't clocked in.
- The geofence check on every clock-in and clock-out.
- The timesheet, built from the clock times.
Where CrewPilot AI helps
- Ask in plain words. On Daily Pulse, ask CrewPilot to narrow the list, such as "Show Crew Members who are working today." It changes the view, never the records. See Ask CrewPilot.
- 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.
- Ops Intelligence AI watches the day of the job and timesheets, and what it flags shows in the AI Command Center and the AI Ticker. See How CrewPilot AI Works.
Numbers to watch
| Number | Where to see it | How often |
|---|---|---|
| No-shows, late clock-ins, who's on site | The Daily Pulse counters, or the No Shows, Late Clock-In and On Site widgets on your Home dashboard | Every job day |
| % On Time for each Crew Member | The Daily Pulse list | When you pick Crew for the next job |
| Mobile clock-in | The Mobile Clock-In counter on Daily Pulse | Weekly |
| No-shows by client and Crew Member | The No-Show Report, under Reports › Workforce Operation & Stats | Weekly |
| What no-shows cost you | The KPI - No Show Revenue Loss report, under Reports › Key Performance Indicators (KPI) | Monthly |
Make it a habit: put the No Shows, Late Clock-In and On Site widgets on the dashboard of whoever runs the day, and review the No-Show Report every week with your team.
The calls you'll get
| The call | What to do | Guide |
|---|---|---|
| "I'm here but the app won't let me clock in." | Check they're at the job address. If they are, clock them in from Daily Pulse. If the site is large, widen the radius for that order | Daily Pulse |
| "I never got a reminder." | Check their contact details, and whether texting is set up. Reminders go by email and app notification by default | Job Reminders |
| The client: "Nobody's here yet." | Check Daily Pulse, message the no-shows and start backfill | No-Shows & Backfill |
| The client: "Who's on site right now?" | Show them the On-Site Status in their portal | Clients See Who's On Site |
| "I'm running late." | Note it on the job, and tell the client if it affects the start | Daily Pulse |
You're set up when…
- ☐ Your no-show and late clock-in minutes match your policy.
- ☐ The clock-in reminder timing suits your jobs.
- ☐ Every job's address is picked from the search, not typed.
- ☐ Your team checks the Offers tab the day before every job.
- ☐ Daily Pulse is the first screen opened on a job day.
- ☐ Your top clients can see their site in the portal.
- ☐ No-shows are recorded the same way every time.
Questions people ask
When does someone count as a no-show? When your no-show time has passed after the start and they haven't clocked in. You set the minutes in Settings › Site Configuration › Timesheet.
Can a Crew Member clock in from home? No. They can only clock in and out inside the job's geofence.
Can I clock someone in myself? Yes. On Daily Pulse, select them and choose Clock-In. Do it only when you know they're on site.
Does the client see no-shows? Clients with portal access see each Crew Member's check-in status as it happens, so they may see a missing person when you do.
Who gets told when someone hasn't clocked in? The user assigned to the job gets an email 15 minutes after the start. Daily Pulse shows it as soon as your no-show time passes.
Do reminders go by text? Once your agency has set up texting. Until then they go by email and app notification.
Is any of this AI? The reminders, the geofence check and the no-show email are workflow automation. CrewPilot is the AI part: ask it about today's jobs, or have it draft the day's reminder email.
Other ways people ask this
- How do I know who showed up today?
- How do I stop no-shows?
- Why can't my Crew clock in?
- How do I find a replacement fast?
- Can my client see who's on site?
- How do I check attendance in NextCrew?
Related guides
Was this article helpful?
That’s Great!
Thank you for your feedback
Sorry! We couldn't be helpful
Thank you for your feedback
Feedback sent
We appreciate your effort and will try to fix the article