A client asks if everyone on tomorrow's job is licensed. You should be able to answer in a minute, from NextCrew, without calling anyone.
Summary
Compliance in NextCrew runs on each Crew Member's Compliance tab. Crew add their licenses and certifications in the app with a photo, your team checks and verifies them, and NextCrew reminds Crew before anything expires. Background checks and test scores land on the same tab. When something goes wrong on a job, you record it as a violation, and every change leaves a record you can show later. The thing that goes wrong most is a credential saved without an expiry date, because then nothing reminds anyone when it runs out.
How to do it
- Set up your license and certification types in Settings › Code Tables.
- Ask Crew to add their credentials in the app, with the expiry date and a photo.
- Check each new credential on the Compliance tab and tick Verified.
- Add the Expired Licenses List and Expired Certifications List widgets to your dashboard.
- Each week, contact anyone on those lists who has confirmed jobs first.
- Record any incident as a violation on the Crew Member, the same day.
That's the compliance routine. Everything below is for when you want to see how the pieces fit, or you need the right guide for a call you just got.
On this page
What this area covers
- Credentials: licenses and certifications for every Crew Member, with numbers, dates and a copy.
- Expiry and renewals: reminders before a credential runs out, and a weekly check for anyone who hasn't renewed.
- Background checks and tests: ordered from the Crew Member's profile, with results on the same record.
- Incidents: what went wrong on a job, recorded as a violation on the Crew Member.
- Being ready for an audit: one report for every credential, and a history of every change.
What each job needs depends on your clients and your state. Check with whoever advises you on compliance.
How it fits together
| Stage | What happens | Who does it |
|---|---|---|
| Credentials in | Crew add each license and certification in the app, with a photo. Your team can add them too | Crew, or your team |
| Checked | Your team compares the details with the photo and ticks Verified | Your team |
| Expiry tracked | NextCrew reminds the Crew Member before the credential expires, as long as it has an expiry date | Automatic |
| Renewals chased | Crew renew in the app. Your team verifies the new one, archives the old one, and follows up with anyone on the expired lists | Crew, then your team |
| Incidents recorded | A client complaint or a problem on the job is recorded as a violation, with the client and what happened | Your team |
| Ready for an audit | The License and Certification Information report lists every credential, and each record keeps its history | Your team, when asked |
Why it saves time
| Without NextCrew | In NextCrew |
|---|---|
| Copies of licenses in email and folders | Every credential and its copy on the Crew Member's Compliance tab |
| Typing in every license yourself | Crew add their own in the app, and your team checks them |
| A spreadsheet of expiry dates someone has to watch | NextCrew reminds Crew before expiry, and the expired lists show who hasn't renewed |
| Finding out a license lapsed when the client does | The expired lists show who is confirmed on a job with a lapsed credential |
| Incidents remembered, not written down | Violations on the record, with the date stamped, and a warning when someone confirms that Crew Member for a job |
| Pulling files together for a client's review | One report with every credential |
The guides, in learning order
| Guide | Use it when |
|---|---|
| Track Licenses and Certifications for Every Crew Member | You're setting up credential types, or verifying what Crew add |
| Chase Expiring Credentials Before They Cost You a Job | You want the weekly routine for anyone who hasn't renewed |
| Run Background Checks, Compliance Tests and E-Verify | You need a background check or a test before someone is hired |
| Record Violations and Spot Problems Early | Something went wrong and you want it on the record, or you want to spot patterns |
| Record a Client Incident | A client reported a problem with a Crew Member |
| Is Your Agency Secure? A 2-Minute Security Checklist | You want to check who can see sensitive details such as SSN and birthdate |
A guide to the Audit Trail reports is coming soon.
What runs on its own
These run on rules, not AI. See What NextCrew Automates for You.
- The reminder to the Crew Member before a credential expires. NextCrew sets the timing. To change it, ask NextCrew.
- The date stamp on every violation when you add it.
- The warning when someone confirms a Crew Member who has violations.
- A history entry every time a record changes, which you can see from the record's Feed.
- Background check results updating on the Crew Member when the provider returns them.
Where CrewPilot AI helps
- Reading license images. CrewPilot can read license images, which helps when you check a credential against its photo. Your team still ticks Verified.
- Ask in plain words. Ask CrewPilot about your Crew Members and open the records it shows. See Ask CrewPilot.
- See How CrewPilot AI Works.
What connects to it
- Background checks and tests. Order them from the Apps icon on the Crew Member's profile, through a background check partner or a compliance testing partner turned on for your account. Some partners charge for checks, so there may be a cost; check with your account manager.
- E-Verify, where you use it, is part of onboarding. Contact NextCrew support to set it up.
See Run Background Checks, Compliance Tests and E-Verify.
Numbers to watch
| Number | Where to see it | How often |
|---|---|---|
| Lapsed licenses, and who is confirmed on a job with one | The Expired Licenses List widget, on HR › HR Overview or your Home dashboard | Weekly |
| Lapsed certifications | The Expired Certifications List widget | Weekly |
| How many have lapsed | The Expired Licenses Count and Expired Certifications Count widgets, added as a Statistic | Weekly |
| Every credential, for a client's review | Reports › License and Certification Information | When a client asks |
| Repeat problems by client and category | The Violation Report, under Reports › HR & Recruiting | Monthly |
See Every Dashboard Widget: What It Shows and Who It's For.
The calls you'll get
| The call | What to do | Guide |
|---|---|---|
| A client: "Is everyone on tomorrow's job licensed?" | Check the Confirmed jobs column on the expired lists, or run the License and Certification Information report | Chase Expiring Credentials |
| A Crew Member: "I renewed, but it still shows expired." | They need to add the new credential in the app. Then verify it and archive the old one | Track Licenses and Certifications |
| A Crew Member: "My license isn't in the list." | Add it to your License Types or Certification Types in Code Tables | Track Licenses and Certifications |
| Your team: "Why did nobody warn us it expired?" | Check the credential has an expiry date. Reminders can't run without one | Chase Expiring Credentials |
| A client: "Your Crew Member was late and rude to our supervisor." | Record it as a violation, add a note on the client, and decide on Not Allowed | Record a Client Incident |
| A client: "We need a background check before they start." | Order the check from the Crew Member's profile and wait for the result before moving them to Hired | Background Checks |
| Your team: "The violation is on the wrong person." | Add it to the right person, and ask an admin with delete permission to remove the wrong one | Record Violations |
You're set up when…
- ☐ Every license and certification your clients need is in your types lists.
- ☐ Every credential that expires has an expiry date.
- ☐ New credentials are verified when they arrive, not the day before a job.
- ☐ Renewed credentials replace the old ones, which are set to Archived, not deleted.
- ☐ The expired lists are on the dashboard of whoever owns compliance, and checked weekly.
- ☐ Incidents are recorded as violations the same day.
- ☐ You can run the License and Certification Information report when a client asks.
Questions people ask
Who sets when the expiry reminder goes out? NextCrew does. To change the timing, ask NextCrew.
Can NextCrew stop us booking someone whose credential has expired? Yes, depending on how your agency is set up. When someone with an expired credential is booked, NextCrew can warn the scheduler or block the assignment. Either way, check the Confirmed jobs column on the expired lists every week, and contact those people first.
Should I delete an old license when someone renews? No. Set its Status to Archived, so the history stays on the record.
Can Crew or clients see violations? No. Violations are internal.
Can I change a violation after I've added it? No. Check it before you click Add. An admin with delete permission can remove one that's wrong.
Do I need E-Verify? Not every agency does. The program rules come from E-Verify, not NextCrew.
Other ways people ask this
- How do I track nurse licenses in NextCrew?
- How do I know whose certification is expiring?
- Where do I see background check results?
- How do I write up a Crew Member?
- What do I send a client for a compliance review?
Related guides
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