Freelancer Applications

The Freelancer Applications system allows external crew members to apply to work with your company through a publicly accessible page. This article explains how the application process works, what information applicants provide, and how to review and manage incoming applications.

The public join-crew page

Every NexusRMS tenant has a dedicated public application page at {subdomain}.nexusrms.io/join-crew. This page is accessible to anyone with the link — no login required. You can share this URL on your website, social media, job boards, or directly with freelancers you want to recruit.

When a freelancer submits an application through this page, the application source is recorded as join_crew, which allows you to track how many crew members were recruited through this channel in your analytics.

Application fields

The application form collects comprehensive information about the freelancer. The following fields are presented to the applicant:

• Name — Full legal name of the applicant
• Email — Primary contact email address
• Phone — Contact telephone number
• Node identifier — If the applicant already has a Freelancer Node on the NexusRMS platform, they can enter their Node ID to link their existing profile
• Business name — Trading name or sole trader name, if applicable
• Company / VAT number — Company registration number and VAT number for tax and invoicing purposes
• Bio — A short personal or professional biography
• Website — Personal or portfolio website URL
• Address — Full postal address including postcode
• Years of experience — Total years working in the industry
• Day rate — The freelancer's standard daily rate in their preferred currency
• Skills — Multi-select field allowing the applicant to choose from your company's defined skill categories (e.g., Lighting, Sound, Rigging, Stage Management)
• Certifications — Any relevant professional certifications held (e.g., IPAF, PASMA, First Aid, IOSH)
• Equipment summary — Description of any personal equipment the freelancer can bring to jobs
• Cover letter — Free-text field for the applicant to introduce themselves and explain why they want to work with your company

Application statuses

Every application moves through one of three statuses:

• Pending — The application has been submitted and is awaiting review. This is the default status for all new applications.
• Accepted — The application has been approved. The freelancer is added to your crew list and can be booked onto projects.
• Rejected — The application has been declined. A rejection reason is sent to the applicant.

Viewing applications

To view incoming applications, navigate to Crew List in the left-hand sidebar and select the Applications tab. A badge on the tab displays the number of pending applications awaiting review. Applications are listed with the applicant's name, email, submission date, and current status. You can filter by status to focus on pending applications or review previously accepted or rejected submissions.

Review workflow

Reviewing an application follows a straightforward process:

• Open the application — Click on any application in the list to view the full details, including all fields submitted by the applicant
• Accept the application — Click the Accept button to approve the freelancer. This creates a freelancer connection, and the freelancer immediately appears in your crew list and scheduling planner. If the freelancer provided a Node identifier, the connection to their existing Freelancer Node is established automatically.
• Reject the application — Click the Reject button. You will be prompted to provide a rejection reason, which is included in the notification sent to the applicant. Be professional and constructive in your feedback.

Auto-connection for existing Nodes

If a freelancer already has a Freelancer Node on the NexusRMS platform and includes their Node identifier in the application, accepting the application automatically establishes a connection between your tenant and their Node. This means their full Node profile — including skills, certifications, availability, and compliance documents — is linked to your crew list immediately without any additional setup.

Connection limits

Freelancers are subject to connection limits based on their Node subscription tier. These limits apply to new connections per calendar month and reset on the first of each month:

• FREE tier — 5 new connections per month
• Lite tier (£9.99/month) — 20 new connections per month
• Pro tier (£19.99/month) — Unlimited new connections per month

If a freelancer has reached their connection limit for the month, accepting their application will still create the connection on your side, but the freelancer will not be able to accept connections from other companies until their limit resets.

Tips

• Respond promptly — Review applications within 48 hours where possible. Skilled freelancers are in high demand and may accept work with other companies if you delay.
• Check certifications before accepting — Verify that the applicant holds the certifications required for the type of work you offer. Non-compliant freelancers cannot be booked onto projects until their compliance status is resolved.
• Share your join-crew link widely — Add the link to your website footer, email signatures, and social media profiles to maintain a steady pipeline of applicants.
• Use rejection reasons constructively — If you reject an applicant, explain what was missing (e.g., specific certifications or experience level). They may reapply once they meet your requirements.
• Review analytics regularly — Monitor the join_crew application source in your analytics to understand how effectively your recruitment page is performing.

Next steps

Once you have accepted freelancer applications, continue to the Freelancer Management article to learn how to manage connected freelancers, track compliance, handle invoices, and process payments.