Crew Management Overview

The Crew module gives you complete control over your workforce — from managing full-time employees and part-time staff to integrating freelancers seamlessly through Nexus Nodes. Whether you are scheduling a two-person install or crewing a 200-person festival, every team member is tracked, qualified, and ready to deploy.

Accessing the Crew module

To open the Crew module, click Crew in the left-hand sidebar. The menu expands to reveal the following pages:

• Crew List — Your full workforce in list, grid, or matrix view with search, filters, tabs, and bulk operations
• Time Clock — GPS-verified clock-in and clock-out for tracking working hours in real time
• Scheduler — Visual calendar for assigning crew to projects, managing availability, and resolving scheduling conflicts

All users with crew permissions can view the Crew section. Creating, editing, and removing crew members requires the appropriate role permissions configured under Configuration > Users & Roles.

Key concepts

Crew member

A crew member is any person who works on your projects. This includes permanent employees, part-time staff, contractors, and freelancers connected through Nexus Nodes. Every crew member has a unique employee number in the format EMP-XXXX, which is auto-generated when the record is created. You can override this with a custom value if needed.

Employment types

Each crew member is assigned one of four employment types:

• Full Time — Permanent employees working standard contracted hours
• Part Time — Employees working reduced or flexible hours
• Freelance — Independent workers who connect via Nexus Nodes and manage their own availability, certifications, and invoicing
• Contractor — Third-party workers engaged on fixed-term or project-based contracts

Statuses

Every crew member has a status that controls whether they appear in scheduling and availability checks:

• Active — Available for scheduling and project assignment
• Inactive — Temporarily unavailable but still in the system (e.g., on sabbatical)
• On Leave — Currently on approved leave (holiday, sick, parental)
• Terminated — No longer part of the workforce. Record retained for historical reporting.

What you can do with the Crew module

The Crew module covers the full lifecycle of workforce management:

• Manage your entire workforce — Add internal staff and connect freelancers in one unified system with detailed profiles, skills, and contact information
• Schedule crew to projects — Assign team members to projects and sub-projects with role-based scheduling and conflict detection
• Track working hours with GPS — The built-in time clock captures clock-in and clock-out events with GPS coordinates for on-site verification
• Manage certifications and compliance — Track expiry dates for certifications and licences with automatic reminders at 90, 30, and 7 days before expiry
• Monitor availability — View crew availability on a calendar with colour-coded entries for available, unavailable, and tentative windows
• Record performance reviews — Rate crew members after projects and maintain an internal rating that helps you assign the right people to the right jobs
• Integrate freelancers via Nexus Nodes — Freelancers with a Nexus Node profile can connect to your company, manage their own availability, and submit invoices — all without manual data entry on your side
• Track pay rates and timesheets — Configure standard, overtime, weekend, and holiday rates per crew member, then track hours worked against those rates for accurate project costing and payroll
• Manage crew documents — Upload and organise contracts, right-to-work documents, training records, and other files against each crew member's profile

How it connects to the rest of NexusRMS

The Crew module does not operate in isolation. It connects to several other modules to provide a seamless workflow:

• Projects — Crew members are assigned to projects and sub-projects. Hours logged via the Time Clock are automatically associated with the relevant project for costing purposes.
• Transport — Crew members with valid driving licences can be assigned as drivers on transport runs. The system checks licence validity before allowing the assignment.
• Financials — Approved timesheets feed into project cost reports. Freelancer invoices appear in your financial pipeline alongside supplier and client invoices.
• Nexus Nodes — Freelancers manage their own profiles, availability, and certifications through their Nexus Node. Changes synchronise automatically with your Crew module.

Tips for getting started

• Set up skills and certifications first — Before adding crew members, review the predefined skills list and certification types under Configuration > Crew Settings. Having these in place means you can assign skills and upload certifications during crew creation.
• Add your core team first — Start with your permanent full-time and part-time staff. Enter their skills, certifications, and pay rates so they are ready for scheduling immediately.
• Configure pay rates early — Set standard hourly rates, overtime multipliers, and payment methods for each crew member during creation. This ensures timesheets and project costing are accurate from day one.
• Invite freelancers to connect — Share your company's Join Crew page ({subdomain}.nexusrms.io/join-crew) with freelancers. They can create a Nexus Node profile and connect to your company instantly.
• Upload certifications with expiry dates — The system sends automatic renewal reminders, so you will never be caught out by an expired forklift licence or lapsed first aid certificate on site.

Next steps

Continue to the next article to learn about the Crew List page, where you will browse your full workforce, search and filter crew members, switch between list, grid, and matrix views, and manage tabs for applications, invoices, and payments.