Aircrafts
The Aircrafts module helps you manage your entire fleet. Track aircraft registrations, schedule maintenance, monitor flight hours, and manage aircraft availability for booking and operations.
Overview
The Aircrafts module provides comprehensive aircraft management for flight schools, clubs, and aviation businesses. Keep track of all aircraft details, maintenance schedules, flight hours, and operational status.Key Features
Aircraft Registration
Store complete aircraft information including registration, type, serial numbers, and ownership details.
Maintenance Tracking
Schedule and track maintenance events, inspections, and repairs. Set reminders for upcoming maintenance.
Flight Hours Tracking
Monitor Hobbs hours, tachometer hours, and total flight time. Track hours by aircraft and pilot.
Availability Management
Track aircraft availability for booking. See when aircraft are scheduled, in maintenance, or unavailable.
Document Storage
Attach documents like registration certificates, insurance policies, maintenance logs, and manuals.
Cost Tracking
Track operating costs, maintenance expenses, and calculate cost per flight hour for each aircraft.
Getting Started
1
Access Aircrafts
Navigate to Organization → Aircrafts from your dashboard sidebar.
2
Add Your First Aircraft
Click Add Aircraft to register a new aircraft in your fleet.
3
Enter Basic Information
Fill in essential aircraft details:
- Registration - Aircraft registration number
- Type/Model - Aircraft make and model
- Serial Number - Manufacturer serial number
- Year - Year of manufacture
- Status - Operational status
Add aircraft form
4
Add Additional Details
Include additional information:
- Insurance - Insurance details and expiry
- Registration Expiry - Registration expiration date
- Current Hours - Current Hobbs and tachometer hours
- Location - Where aircraft is based
- Notes - Any additional information
5
Save Aircraft
Save the aircraft. It’s now part of your fleet and available for tracking and booking.
Aircraft Registration
Required Information
When registering an aircraft, provide:- Registration Number - Official registration (e.g., N123AB)
- Aircraft Type - Make and model (e.g., Cessna 172)
- Serial Number - Manufacturer serial number
- Year of Manufacture - Production year
- Owner Information - Ownership details
Optional Information
Additional details you can include:- ICAO Type Designator - ICAO aircraft type code
- Engine Type - Engine make and model
- Propeller Type - Propeller details
- Seats - Number of seats
- Maximum Takeoff Weight - MTOW
- Fuel Capacity - Fuel tank capacity
- Cruise Speed - Typical cruise speed
- Range - Maximum range
Aircraft details page
Aircraft Status
Track aircraft operational status:Status Types
- Available - Ready for use, available for booking
- In Use - Currently being used
- Maintenance - In maintenance or repair
- Unavailable - Temporarily unavailable
- Retired - No longer in service
Updating Status
1
Change Status
Click on an aircraft and select Change Status.
2
Select New Status
Choose the appropriate status from the dropdown.
3
Add Note
Optionally add a note explaining the status change (e.g., “Annual inspection”).
4
Set Duration
For temporary statuses, set when the aircraft will be available again.
Maintenance Management
Scheduling Maintenance
1
Access Maintenance
Open an aircraft and go to the Maintenance tab.
2
Add Maintenance Event
Click Add Maintenance to schedule or record maintenance.
3
Enter Maintenance Details
Provide information:
- Type - Inspection, repair, annual, etc.
- Description - What work is being done
- Date - When maintenance occurred or is scheduled
- Hours - Aircraft hours at maintenance
- Cost - Maintenance cost
- Vendor - Who performed the work
- Next Due - When next maintenance is due
Maintenance scheduling
4
Attach Documents
Upload maintenance logs, invoices, or certificates related to the maintenance.
5
Set Reminders
Enable reminders for upcoming maintenance. You’ll be notified before maintenance is due.
Maintenance Types
Common maintenance types:- Annual Inspection - Required annual inspection
- 100 Hour Inspection - 100-hour inspection
- Oil Change - Regular oil changes
- Repair - Unscheduled repairs
- AD Compliance - Airworthiness Directive compliance
- Preventive Maintenance - Routine maintenance
- Modification - Aircraft modifications
Maintenance Reminders
Set up automatic reminders:- Days Before - How many days before to remind
- Hours Before - Based on flight hours
- Recurring - For regular maintenance
- Notifications - Email and in-app notifications
Flight Hours Tracking
Recording Flight Hours
1
Update Hours
After flights, update aircraft hours:
- Open the aircraft
- Go to Hours tab
- Click Update Hours
- Enter new readings
2
Enter Hour Readings
Record:
- Hobbs Hours - Total engine time
- Tachometer Hours - Tachometer reading
- Date - When hours were recorded
- Pilot - Who flew the aircraft (optional)
3
Calculate Usage
System calculates:
- Hours since last update
- Total flight hours
- Hours this month/year
- Usage trends
Hour Types
Track different hour types:- Hobbs Time - Total engine running time
- Tachometer Time - Tachometer reading
- Flight Time - Actual flight time
- Total Time - Total aircraft time
Different hour types serve different purposes. Hobbs time tracks engine usage, while tachometer time may vary based on RPM settings.
Aircraft Availability
Booking Integration
Aircraft availability integrates with:- Calendar - See aircraft on calendar
- Booking System - Book aircraft for specific times
- Maintenance - Maintenance blocks availability
- Status - Status affects availability
Aircraft availability calendar
Managing Availability
1
View Availability
Check aircraft availability:
- Go to aircraft list
- Click on an aircraft
- View Availability tab
- See scheduled bookings and maintenance
2
Block Time
Block aircraft for specific periods:
- Maintenance periods
- Special events
- Unavailability periods
3
Set Recurring Blocks
Set recurring unavailability (e.g., every Monday for maintenance).
Aircraft Documents
Storing Documents
Attach important documents to aircraft records:- Registration Certificate - Official registration
- Insurance Certificate - Insurance documentation
- Airworthiness Certificate - Airworthiness docs
- Maintenance Logs - Maintenance records
- Manuals - Aircraft and engine manuals
- Modifications - STC and modification documents
Document Management
1
Upload Document
- Open aircraft
- Go to Documents tab
- Click Upload Document
- Select file
- Add description
- Save
2
Organize Documents
Organize documents by type or date. Use folders for better organization.
3
Set Expiry Reminders
For documents with expiry dates (insurance, registration):
- Set expiry date
- Enable reminders
- Receive notifications before expiry
Cost Tracking
Operating Costs
Track various cost categories:- Fuel - Fuel and oil costs
- Maintenance - Maintenance and repair costs
- Insurance - Insurance premiums
- Hangar - Storage and hangar fees
- Inspections - Inspection costs
- Other - Miscellaneous costs
Cost per Flight Hour
Calculate cost per flight hour:- Track all operating costs
- Record total flight hours
- System calculates cost per hour
- Compare between aircraft
- Identify cost trends
Aircraft cost analysis
Aircraft Views
List View
See all aircraft in a table:- Registration
- Type
- Status
- Current hours
- Next maintenance
- Quick actions
Grid View
Visual grid of aircraft:- Aircraft cards with images
- Status indicators
- Key information visible
- Easy to scan
Detail View
Comprehensive aircraft information:- All aircraft details
- Maintenance history
- Flight hours
- Documents
- Cost analysis
- Availability calendar
Filtering and Search
Search Options
Find aircraft quickly:- By Registration - Search registration number
- By Type - Filter by aircraft type
- By Status - Show only available, in maintenance, etc.
- By Location - Filter by base location
Advanced Filters
Use advanced filters:- Hours Range - Aircraft within hour range
- Maintenance Due - Upcoming maintenance
- Insurance Expiry - Expiring insurance
- Registration Expiry - Expiring registrations
Best Practices
1
Keep Information Current
Regularly update aircraft information, especially hours and maintenance records. Accurate data is essential for safety and compliance.
2
Set Maintenance Reminders
Configure reminders for all recurring maintenance. This helps prevent missed inspections and keeps aircraft airworthy.
3
Track All Costs
Record all operating costs to accurately calculate cost per flight hour. This helps with pricing and budgeting.
4
Document Everything
Upload all important documents. Having digital copies ensures you always have access to critical paperwork.
5
Update Status Promptly
Update aircraft status immediately when it changes. This ensures accurate availability for booking and operations.
Troubleshooting
Can't add aircraft
Can't add aircraft
- Verify you have permission to add aircraft
- Check if aircraft module is enabled
- Ensure required fields are filled
- Try refreshing the page
- Contact admin if permissions seem incorrect
Maintenance reminders not working
Maintenance reminders not working
- Check reminder settings are configured
- Verify notification preferences
- Ensure email address is correct
- Check spam folder
- Review notification settings in account preferences
Hours not calculating correctly
Hours not calculating correctly
- Verify hour readings are entered correctly
- Check date of readings
- Ensure using correct hour type (Hobbs vs tach)
- Review hour history for errors
- Contact support if calculations seem wrong
Related Documentation
- Organization Overview - Learn about organization features
- Calendar - Schedule aircraft usage
- Accounting - Track aircraft costs
- Reports - Generate aircraft reports