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Organization Overview

The Organization module is the central hub for managing your aviation or skydiving organization. Whether you’re running a flight school, aircraft club, dropzone, or any other aviation-related business, the Organization module provides all the tools you need to manage members, finances, schedules, and operations in one place.

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What is an Organization?

An organization on PilotFlows represents your business, club, school, or group. It serves as a container for all your operational data, including:
  • Members and roles - Manage who has access and what they can do
  • Financial management - Track invoices, expenses, payments, and products
  • Scheduling - Coordinate events, flights, training, and maintenance
  • Aircraft management - Track your fleet, maintenance, and registrations
  • Documentation - Store and organize important files
  • Analytics and reports - Gain insights into your operations
Organization dashboard showing overview of key features

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Key Features

Member Management

Invite members, assign roles, manage permissions, and track member activity. Support for bulk invites via CSV and custom role-based access control.

Accounting

Complete financial management with invoices, expenses, payments, products, bank accounts, and comprehensive reporting. Generate quotes and credit notes.

Calendar & Events

Schedule events, flights, training sessions, meetings, and maintenance. Multiple event types with color coding and filtering.

Aircraft Management

Track your fleet, manage registrations, schedule maintenance, and monitor aircraft availability and status.

Documents

Centralized document storage with organization, sharing, and access control. Keep all important files in one secure location.

Analytics

Visualize your data with charts and graphs. Track key metrics, trends, and performance indicators for your organization.

Reports

Generate comprehensive reports on finances, members, aircraft, and operations. Export to PDF or CSV formats.

Shop

Create an online shop for your organization. Sell products, services, or memberships with public and member-only visibility options.

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Getting Started

1

Create or Join an Organization

If you haven’t already, create a new organization or join an existing one. You’ll need to provide basic information like organization name and type.
You can be a member of multiple organizations. Switch between them using the organization selector in the dashboard.
2

Configure Organization Settings

Navigate to Settings to configure your organization:
  • Set up branding (logo, colors, social media)
  • Configure accounting settings (currency, tax rates, invoice numbering)
  • Manage modules and add-ons
  • Set up API keys for integrations
Organization settings configuration page

Organization settings page

3

Invite Members

Go to Members and start inviting people to your organization. You can:
  • Send individual invitations via email
  • Bulk import members using CSV
  • Assign roles and permissions
  • Set up member groups
Members will receive an email invitation and can join by clicking the link in the email.
4

Set Up Your First Features

Depending on your organization type, configure:
  • Accounting: Set up your chart of accounts, payment terms, and company information
  • Aircraft: Add your fleet and configure maintenance schedules
  • Calendar: Set up event types and recurring schedules
  • Documents: Organize your document folders
You don’t need to set up everything at once. Start with the features most important to your organization and add others as needed.

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Organization Types

PilotFlows supports various organization types, each with specific features:
  • Flight School
  • Aircraft Club
  • Dropzone
  • General Aviation Business
  • Student management and progress tracking
  • Training program management
  • Instructor scheduling
  • Lesson booking and calendar
  • Certificate tracking

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Module Activation

Some features are available as add-on modules that you can activate based on your needs:
  • Flight School Add-on - Training management, student tracking, curriculum management
  • Skydiving Add-on - Manifest system, gear management, skydiver profiles
  • Storage+ - Enhanced document storage and management
Module activation may require a subscription upgrade. Check your billing settings for details.

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Access Control

Organizations use a role-based access control (RBAC) system:
  • Roles define what actions members can perform
  • Permissions are granular controls for specific features
  • Member groups allow bulk permission management
All members have access to their personal “My Account” section, regardless of their role.

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Next Steps

Now that you understand the basics, explore these key areas:
Yes! You can create or be a member of multiple organizations. Use the organization selector in the top navigation to switch between them. Each organization maintains its own data, members, and settings.
When you leave an organization, you lose access to all its data and features. However, your personal logbook and data remain intact. If you’re the owner, you’ll need to transfer ownership before leaving.
Navigate to Settings → Profile to update your organization’s name, description, and other basic information. Some changes may require admin permissions.
Yes, most modules support data export. Check individual feature pages for export options. For comprehensive data export, contact support.