# Changelog Source: https://docs.pilotflows.com/changelog Stay up to date with the latest features, improvements, and bug fixes in PilotFlows. # **1.20.0 — 30.04.2026** ### **Mobile and tablet experience** Updated navigation for phones and tablets, fewer awkward dialogs on small screens, smoother open/close animations for nav bars, and layout fixes (including treating tablets more like mobile where it helps). Logbook navigation is friendlier on mobile. Image ### **Reports assigned to people or roles** Organization reports can be assigned to a specific member or to a role, so distribution and responsibility are clearer. Image * **Improved Email Designs** * \*\*Aircraft type totals in the logbook - \*\*Totals can reflect aircraft type where applicable, so hours and summaries stay aligned with how you categorize aircraft. * \*\*Logbook calculations on the server - \*\*Core logbook math runs on the server instead of in the browser for more consistent results and better performance on large logbooks. * **Auth** — **Duplicate accounts** from same email with different **casing** fixed. * **Flight log / people** — **Files and images** on entries no longer **expire** incorrectly. * **SafeLog** — **404 when starting import** fixed; follow-up fixes for import behavior. * **UI** — **Skipped banners** persistence improved. * **Permissions** — **Public organization key** lookups corrected. * **Auth** — Fewer misleading **“wrong email/password”** errors when the real problem is something else. # **1.19.0 — 06.04.2026** ### **Facebook OAuth Sign-Up** A new authentication option allows users to sign up or log in instantly using their Facebook account.\ This streamlines onboarding while offering a secure and convenient social login experience. Image ### **Dedicated Bar Checkout for Organizations** Organizations can now access two separate pages: a dedicated shop page and a bar page.\ The bar page is exclusively available to logged-in organization members, enabling a more controlled and seamless checkout experience. Image ### **Product Activity Log** Each product now includes a detailed activity log that records all changes made over time.\ This improves transparency and makes it easier to track updates and modifications. Image * **User > Settings**\ Refactored the user settings pages for improved structure, usability, and clarity. * **User > Logbook**\ Added the ability to resend signature requests directly from flight logs. * **Organization > Members**\ Member access cards can now be linked to individual organization members, improving access management. * **Dashboard Improvements**\ Implemented various minor design enhancements across the dashboard for a more consistent and polished user experience. * **Paywalls**\ Fixed an issue where paywalls were sometimes displayed incorrectly. * **Google OAuth**\ Resolved a problem that occasionally prevented users from logging in or signing up with Google. * **Logbook Imports**\ Fixed an issue where the Logbook Imports page was inaccessible. * **Flight Logs**\ Corrected validation issues where “Examiner” and “Instructor” roles were not accepted. * **Dashboard Search**\ Resolved an issue causing a 500 error when using the dashboard search bar. * **Security Notifications**\ Re-enabled email notifications for sign-ins from new devices or IP addresses. * **Organization Settings**\ Fixed issues where certain organization settings could not be fetched when a trial had expired. * **Signature Requests**\ Corrected an issue where signature requests were sometimes sent using the beta domain instead of the production domain. * **General Fixes**\ Applied numerous additional minor bug fixes and stability improvements. # **1.18.0 — 23.03.2026** ### Google OAuth Sign-up New authentication option: sign up or log in directly with your Google account. This simplifies onboarding and improves security for users preferring social login. Image ### Organization Report Templates Report templates can now be defined and managed at the **organization level**. This allows standardized reporting across teams, clubs, or FBOs. Image ### Flight log Groups Logbook entries can be placed into groups to organize your personal flights Image * Many minor improvements across many pages * **Paywall** is now fully functional (no more incomplete restrictions) * Hangar>Scheduler colors fixed * Invites: accept/decline dialog only shown when logging in; 2FA no longer disregarded with pending invites # **1.16.0 — 28.02.2026** ### **Subdomains & custom org URLs** Organizations can now have their own custom subdomain, so members can log in at a dedicated URL tailored to their org. Public shops are also accessible under `/shop` for organizations that have configured a subdomain. Custom organization subdomain and shop URL configuration in PilotFlows ### **Live TV screen for the aircraft scheduler** A new live display mode for the aircraft scheduler is now available — perfect for mounting on a screen at your club or FBO to show live aircraft availability in real time. * Day and night landings are now correctly shown in FDR limit type displays. * Scheduler performance and booking creation reliability have been significantly improved — loading times are faster and the flow is more stable. * Unavailabilities are now reflected immediately in the scheduler calendar without needing a refresh. * Training programs load correctly even for users without permission to view them directly. * Various date format inconsistencies in the scheduler have been resolved. * Newsletter signup now includes Cloudflare Turnstile verification for better bot protection. * Fixed a bug where the sidebar occasionally showed an icon instead of the org logo when switching between organizations. * Documents: aircraft and grounding settings are now correctly saved. * Documents: drag & drop between folders is working again. * Documents: the edit dialog now opens pre-populated with existing data. * Scheduler: bookings can again be created successfully after verification. * Scheduler: fixed various incorrect date formats throughout the calendar. * Members: organizations can no longer have duplicate members added. * People logbook: images are now correctly saved for both skydiving and flight logbooks. * Fixed an infinite loading issue in the reminders tech logs. * Fixed a population issue in the simulator log. * Hobbs/tach values were not initializing correctly for maintenance entries — now fixed. * Messages: organization pictures are now displayed correctly. * Personal home page layout issues have been resolved. * Dashboard Home Page now correctly shows navigation tabs. * Overnight booking policy compliance has been fixed. * Type of operation allowed setting is now correctly enforced. * Fixed a certificate-related bug and ensured SMS notifications cannot be enabled without a phone number on file. # **1.15.0 — 19.02.2026** ### **Standard roles & role copying** Quickly set up permissions with predefined roles (e.g. Admin, Instructor, Pilot, Member) and copy configurations between organizations. ### **Pinned announcements** Organization admins can now pin important posts/announcements directly from the organization dashboard home page so they stay visible at the top of the wall/feed. Pinned announcements on organization dashboard home page in PilotFlows ### Limited purchases per user on products New product setting lets you restrict how many times a user can buy a specific item (e.g. max 1 tandem course per person). Product setting for limiting purchases per user in PilotFlows ### Help icon & documentation access New floating help button (bottom-right) gives quick access to relevant guides and docs for the current page/context. Floating help button for documentation access in PilotFlows ### LogTen Pro import improvements Better handling of LogTen Pro data imports with additional fixes for aircraft, people, and flight entries. LogTen Pro flight log import improvements in PilotFlows ### Scheduler user preferences Users can now customize their personal scheduling view/settings. Scheduler user preferences and view customization in PilotFlows * Org switcher now shows PilotFlows logo gracefully when an organization has no custom picture. * Trial expired page displays accurate member and aircraft counts. * Flight dialog: better max-width handling for airport fields to prevent overflow. * Flight log tab: clearer/more consistent labels. * Multipilot entries now display correctly in relevant views. * Fixed duplicated skydiving settings appearing in some cases. * Resolved React hooks error ("Rendered more hooks than during the previous render") in several components. * Messages inbox: fixed hooks-related rendering issues. * Document header no longer shows tabs incorrectly from other sections. * SafeLog importer: prevents duplicate aircraft entries and properly creates associated people records. * Turnstile sitekey handling ensured as string primitive (fixes potential verification issues). * Signature canvas stabilized with fixed version (prevents drawing/compatibility problems). # **1.14.0 — 09.02.2026** ### PilotFlows Public Beta Launch This release marks the launch of the **Public Beta** for PilotFlows. We're excited to bring our aviation and skydiving management platform to a wider audience. *No improvements in this release.* *No bug fixes in this release.* # Concept Source: https://docs.pilotflows.com/getting-started/concept Understanding the concept of Pilotflows Pilotflows is designed around two core experiences that serve different needs in the aviation and skydiving communities. Whether you're an individual pilot tracking your flights or an organization managing a fleet, Pilotflows provides specialized tools tailored to your requirements. ## Two Core Experiences Pilotflows offers two distinct account types, each optimized for specific use cases and user needs. ### Personal Accounts Perfect for pilots, skydivers, and aviation enthusiasts who want to manage their personal aviation activities and connect with the community. Personal account dashboard showing logbook, certificates, and community features Complete digital pilot logbook with advanced analytics, plus a dedicated skydiving logbook for jump tracking and progression. Manage licenses, medicals, and ratings with automated expiry reminders to keep you current and compliant. Stay connected with instructors, fellow pilots, and receive important updates about your account and community. A place to share experiences, network with fellow aviators, and grow your professional connections. ### Organization Accounts Built for clubs, schools, aviation companies, and private airplane owners who need comprehensive operational management tools. Organization account dashboard showing fleet management, calendars, and operational tools Smart scheduling, real-time aircraft status tracking, and comprehensive log management for your entire fleet. Coordinate operations, training sessions, and events with integrated scheduling across your organization. Complete training management with syllabi, grading systems, student progress tracking, and compliance tools. Comprehensive manifesting, equipment inventory tracking, and detailed jump records for dropzone operations. Ensure operational efficiency and meet regulatory standards with automated compliance tracking and reporting. Organization accounts include many additional features beyond those listed above, including advanced analytics, financial management, and custom reporting capabilities. ## Why Pilotflows? Unlike fragmented aviation tools that require multiple platforms, **Pilotflows is one connected ecosystem** designed to grow with you. From a single pilot tracking personal flights to global aviation schools managing hundreds of students, Pilotflows scales to meet your needs. Automation handles flight time calculations, duty tracking, scheduling conflicts, and compliance requirements, saving you time and reducing errors. If the community wants a feature, **we build it**. Pilotflows evolves with its users, not against them, ensuring the platform stays relevant and useful. Visual representation of Pilotflows connected ecosystem showing integration between personal and organization features Whether you start with a personal account and later need organization features, or vice versa, Pilotflows makes it easy to transition between account types as your needs evolve. # Quickstart Source: https://docs.pilotflows.com/getting-started/quickstart Step-by-step guide to get started with PilotFlows # Quickstart Welcome to PilotFlows! This guide will help you get started with the platform. **New to PilotFlows?** Start by reading our [Welcome page](/getting-started/welcome) to understand the platform. ## What to Expect * **Overview** - What PilotFlows is designed for * **Registration Process** - Step-by-step registration instructions * **Initial Setup** - How to configure your account after registration * **Key Features** - Important features to explore ## Need Help? Learn about PilotFlows and account types Common questions and answers Get help from our support team Connect with other PilotFlows users *** **Beta Access**: PilotFlows is currently in closed beta. Registration requires a whitelisted email address and acceptance of our Beta Participation Agreement. # Welcome Source: https://docs.pilotflows.com/getting-started/welcome Understand what PilotFlows is, who it is for, and how the platform fits together ## What is PilotFlows? PilotFlows is a connected platform for aviation and skydiving. You can use it to log flights or jumps, manage aircraft, run a flight school, or handle dropzone operations without jumping between separate tools. Instead of treating logbooks, scheduling, maintenance, training, and operations as separate systems, PilotFlows keeps them in one place so the data stays connected. ## What you can do with it Log flights, track currency, review analytics, and keep records that support EASA and FAA workflows. Record jumps, follow progression, manage gear details, and review canopy and freefall stats. Schedule aircraft, manage tech logs, track maintenance, and keep documents and status in one place. Organize students, training programs, endorsements, and electronic training records. Run manifesting, load planning, training flows, and day-to-day dropzone operations with built-in safety checks. Use scheduling, compliance tracking, analytics, team management, and other shared features across products. ## Who PilotFlows is for PilotFlows works for both individuals and organizations: * **Pilots and skydivers** who want a modern digital logbook with better structure, visibility, and reminders. * **Aircraft owners, clubs, and operators** who need scheduling, maintenance tracking, and operational oversight. * **Flight schools and instructors** who want digital training records and a clearer view of student progress. * **Dropzones and skydiving teams** who need manifesting, checkouts, planning, and safer day-to-day coordination. ## Why the platform feels different Each part of PilotFlows can stand on its own, but the real value comes from how the pieces connect. A pilot's logbook, a student's training history, and an aircraft's schedule do not live in separate silos. That makes it easier to understand what happened, what is due, and what needs attention next. Scheduling, maintenance, training, compliance, and reporting all draw from the same source of truth. You spend less time duplicating data and less time checking for mistakes. You might start with a personal logbook and later need organization features, or begin with an operational need and expand from there. PilotFlows is built to support that path. PilotFlows is designed for real-world aviation and skydiving workflows, with support for compliance, auditability, and operational clarity rather than just simple record keeping. ## Where to go next Learn how personal and organization experiences are structured inside PilotFlows. Move on to the setup flow when you are ready to start using the platform. Check common questions if you want quick answers before diving deeper. Reach out if you are unsure where to start or need help with a specific use case. # Mass & Balance Source: https://docs.pilotflows.com/hangar/mass-balance Calculate aircraft mass and balance for flight planning. Weight limits and loading documentation in PilotFlows. Coming soon... # Overview Source: https://docs.pilotflows.com/hangar/mass-balance-details Coming soon Coming soon... # Mass & Balance Source: https://docs.pilotflows.com/hangar/mass-balance/coming-soon Coming soon Coming soon... # My Flying Source: https://docs.pilotflows.com/hangar/my-flying View and manage your personal flight bookings and flying activity in PilotFlows. Coming soon... # Overview Source: https://docs.pilotflows.com/hangar/my-flying-details Coming soon Coming soon... # My Flying Source: https://docs.pilotflows.com/hangar/my-flying/coming-soon Coming soon Coming soon... # Hangar Overview Source: https://docs.pilotflows.com/hangar/overview Aircraft and hangar management in PilotFlows: scheduling, mass & balance, resources. For pilots, clubs, and aircraft operators. Coming soon... # Overview Source: https://docs.pilotflows.com/hangar/overview-details Coming soon Coming soon... # Resources Source: https://docs.pilotflows.com/hangar/resources Manage hangar resources, documents, and operational reference materials in PilotFlows. Coming soon... # Overview Source: https://docs.pilotflows.com/hangar/resources-details Coming soon Coming soon... # Resources Source: https://docs.pilotflows.com/hangar/resources/coming-soon Coming soon Coming soon... # Scheduler Source: https://docs.pilotflows.com/hangar/scheduler Schedule aircraft bookings, view availability, and manage the hangar calendar in PilotFlows. Coming soon... # Overview Source: https://docs.pilotflows.com/hangar/scheduler-details Coming soon Coming soon... # Scheduler Source: https://docs.pilotflows.com/hangar/scheduler/coming-soon Coming soon Coming soon... # Accounting Source: https://docs.pilotflows.com/organization/accounting Complete financial management for your organization - invoices, expenses, payments, and more # Accounting The Accounting module provides comprehensive financial management for your organization. Track income and expenses, manage invoices and payments, handle products and services, and maintain complete financial records. Accounting dashboard showing financial overview ## Overview The Accounting module is a complete financial management system designed for aviation and skydiving organizations. It handles invoicing, expense tracking, payment processing, product management, and financial reporting. ## Key Features Create, send, and track invoices. Support for multiple currencies, tax rates, payment terms, and automated numbering. Record and categorize expenses. Track vendor payments, receipts, and expense approvals. Link expenses to specific projects or aircraft. Record payments against invoices, track payment status, and manage payment methods. Support for partial payments and payment plans. Create a catalog of products and services with pricing, tax rates, and descriptions. Use products when creating invoices. Track multiple bank accounts, reconcile transactions, and monitor balances. Import bank statements for reconciliation. Generate comprehensive financial reports including profit & loss, balance sheets, cash flow, and custom reports. Create quotes for potential customers. Convert quotes to invoices when accepted. Track quote acceptance rates. Issue credit notes for refunds, adjustments, or corrections. Link credit notes to original invoices. ## Accounting Sections The Accounting module is organized into several sections accessible via tabs: * **Dashboard** - Financial overview and key metrics * **Invoices** - Invoice management (includes Quotes, Credit Notes, and Products) * **Expenses** - Expense tracking and management * **Balances** - Member and organization account balances * **Reimbursements** - Employee reimbursement requests * **Payments** - Payment processing and bank reconciliation * **Reports** - Financial reports and statements Access these sections using the tabs at the top of the Accounting page. The Invoices tab includes access to Quotes, Credit Notes, and Products management. ## Getting Started Before creating invoices or expenses, set up your accounting configuration: 1. Go to **Settings** → **Accounting** 2. Set your currency 3. Configure tax rates 4. Set up invoice and quote numbering 5. Enter company information 6. Configure payment terms Accounting settings configuration page Organize your financial accounts: 1. Navigate to **Accounting** → **Settings** → **Chart of Accounts** 2. Add account categories (Income, Expenses, Assets, Liabilities) 3. Create sub-accounts as needed 4. Set account types and codes A well-organized chart of accounts makes reporting and analysis much easier. Set it up early. Start invoicing: 1. Go to **Accounting** → **Invoices** 2. Click **New Invoice** 3. Select a customer 4. Add line items (products or custom items) 5. Apply tax rates 6. Set payment terms 7. Save and send Invoices can be sent via email directly from the system. Recipients receive a professional PDF invoice. Track expenses: 1. Go to **Accounting** → **Expenses** 2. Click **New Expense** 3. Enter expense details 4. Select category and account 5. Attach receipt (optional) 6. Save expense Expenses can be linked to vendors, projects, or aircraft for better tracking and reporting. ## Invoice Management ### Creating Invoices Click **New Invoice** from the invoices page or dashboard. Choose an existing customer or create a new one. Customer information auto-fills on the invoice. Add products or services: * **From Catalog** - Select from your product/service catalog * **Custom Item** - Enter description, quantity, and price manually Form for creating a new invoice Set invoice properties: * **Invoice Number** - Auto-generated or custom * **Date** - Invoice date * **Due Date** - Based on payment terms or custom * **Tax Rates** - Applied automatically or manually * **Discount** - Percentage or fixed amount * **Notes** - Additional information for customer Review the invoice totals and details: * Subtotal * Tax amounts * Discounts * Total amount Then choose to: * **Save Draft** - Save for later editing * **Save & Send** - Save and email to customer * **Save & Print** - Save and generate PDF ### Invoice Statuses Invoices can have different statuses: * **Draft** - Not yet sent to customer * **Sent** - Sent to customer, awaiting payment * **Partially Paid** - Some payment received * **Paid** - Fully paid * **Overdue** - Past due date, not paid * **Cancelled** - Invoice cancelled * **Refunded** - Payment refunded List of invoices showing different statuses ### Managing Invoices Edit invoices that are in draft status or have not been fully paid. Changes are tracked in invoice history. Send payment reminders to customers for overdue invoices. Customize reminder messages. Record payments against invoices: 1. Open the invoice 2. Click **Record Payment** 3. Enter payment amount and date 4. Select payment method 5. Save payment Partial payments are supported. The invoice status updates automatically. Download or email PDF versions of invoices. PDFs include your branding and are professionally formatted. Create a copy of an existing invoice. Useful for recurring invoices or similar charges. ## Expense Management ### Recording Expenses Navigate to **Accounting** → **Expenses** → **New Expense**. Fill in expense information: * **Description** - What the expense is for * **Amount** - Expense amount * **Date** - When expense occurred * **Category** - Expense category * **Account** - Chart of accounts account * **Vendor** - Who you paid (optional) * **Receipt** - Upload receipt image/PDF Optionally link expense to: * **Aircraft** - For aircraft-related expenses * **Project** - For project-specific expenses * **Invoice** - For expenses related to specific invoices * **Member** - For member-related expenses If using approval workflow: * **Pending** - Awaiting approval * **Approved** - Approved for payment * **Rejected** - Not approved Approval workflows can be configured in settings. Not all organizations use this feature. Save the expense. It will appear in expense reports and affect your financial totals. ### Expense Categories Organize expenses by category: * **Aircraft Maintenance** - Repairs, inspections, parts * **Fuel** - Fuel and oil purchases * **Insurance** - Aircraft and liability insurance * **Hangar/Storage** - Facility costs * **Training** - Training-related expenses * **Administrative** - Office supplies, software, etc. * **Marketing** - Advertising and promotion * **Travel** - Business travel expenses * **Other** - Miscellaneous expenses ## Payment Management ### Recording Payments The easiest way is from the invoice: 1. Open the invoice 2. Click **Record Payment** 3. Enter payment details 4. Save Payment is automatically linked to the invoice. For payments not linked to invoices: 1. Go to **Accounting** → **Payments** → **New Payment** 2. Enter payment details 3. Link to customer or other entity 4. Save Record payment method: * Cash * Check * Bank Transfer * Credit Card * PayPal * Other ### Payment Reconciliation Reconcile payments with bank statements: Upload bank statement (CSV or OFX format) to import transactions. Match imported transactions with recorded payments. System suggests matches based on amount and date. Mark transactions as reconciled. Unmatched transactions can be investigated or recorded as new payments/expenses. ## Products and Services ### Creating Products Go to **Accounting** → **Products** → **New Product**. Fill in product information: * **Name** - Product or service name * **Description** - Detailed description * **SKU** - Stock keeping unit (optional) * **Price** - Unit price * **Tax Rate** - Default tax rate * **Category** - Product category * **Unit** - Unit of measure (hour, item, etc.) * **Image** - Product image (optional) Control who can see the product: * **Public** - Visible in shop * **Members Only** - Only logged-in members * **Private** - Not shown in shop Save the product. It's now available when creating invoices or in your shop. ### Using Products in Invoices When creating invoices, you can: * Search products by name or SKU * Add products with one click * Prices and tax rates auto-fill * Update quantities as needed * Products appear in shop (if visibility allows) ## Bank Accounts ### Adding Bank Accounts Go to **Accounting** → **Bank Accounts** → **New Account**. Provide bank account information: * **Account Name** - Descriptive name * **Bank Name** - Bank institution * **Account Number** - Last 4 digits (for security) * **Account Type** - Checking, Savings, etc. * **Opening Balance** - Starting balance * **Currency** - Account currency Mark as default account if this is your primary account. Default account is used for new transactions. ### Bank Transactions Track transactions for each account: * **Deposits** - Money coming in * **Withdrawals** - Money going out * **Transfers** - Between accounts * **Reconciliation** - Match with bank statements ## Quotes and Estimates ### Creating Quotes Go to **Accounting** → **Quotes** → **New Quote**. Similar to invoices: 1. Select customer 2. Add line items 3. Set validity period 4. Add terms and conditions 5. Save quote Send quote to customer via email. They receive a professional PDF. When customer accepts: 1. Open the quote 2. Click **Convert to Invoice** 3. Quote items copy to invoice 4. Complete invoice and send ## Credit Notes ### Issuing Credit Notes Go to **Accounting** → **Credit Notes** → **New Credit Note**. Optionally link to original invoice. This helps track refunds and adjustments. Specify: * Reason for credit * Amount to credit * Items being credited * Reference number Credit can be: * Applied to future invoices * Refunded to customer * Left as account credit ## Financial Reports Financial reports are available in the Accounting module. Access them from **Accounting** → **Reports** tab. ### Available Reports Generate comprehensive financial reports with customizable formats: Income vs expenses over a period. Shows net profit or loss. Assets, liabilities, and equity at a point in time. Money in vs money out. Track cash position. Outstanding invoices grouped by age. Identify overdue payments. Expenses by category, vendor, or time period. Sales by product, customer, or time period. ### Generating Reports Go to **Accounting** → **Reports** tab from the accounting navigation. Choose the financial report you need from available options. Select the time period for the report: * This month * Last month * This quarter * This year * Custom range Filter by: * Customer * Product category * Account * Status * Other criteria Click **Generate** to create the report. View online or export to PDF/CSV. Financial reports are separate from the incident reporting system in the main Reports module. Financial reports are accessed through the Accounting module's Reports tab. ## Dashboard Overview The accounting dashboard provides a quick overview: * **Total Revenue** - Sum of all paid invoices * **Total Expenses** - Sum of all expenses * **Net Income** - Revenue minus expenses * **Outstanding Invoices** - Unpaid invoice amounts * **Recent Activity** - Latest invoices, expenses, and payments Dashboard showing financial summary cards ## Best Practices Configure all settings before creating transactions. This ensures consistency and accurate reporting. Create products for common items. This speeds up invoice creation and ensures consistent pricing. Enter expenses as soon as possible. Attach receipts immediately to avoid losing them. Reconcile bank accounts monthly. This catches errors and ensures accuracy. Generate and review financial reports monthly. This helps identify trends and issues early. ## Troubleshooting * Check invoice settings for numbering format * Verify next number is correct * Manually adjust if needed * Contact support if pattern is incorrect * Verify tax rates in settings * Check if tax is applied correctly on line items * Ensure tax rates match your location * Review tax configuration * Check date filters * Verify you're in the correct organization * Search by customer or invoice number * Check if transaction was deleted or archived ## Related Documentation * [Organization Overview](/organization/overview) - Learn about organization features * [Shop](/organization/shop) - Sell products through your shop * [Settings](/organization/settings) - Configure accounting settings * [Analytics](/organization/analytics) - Financial analytics and insights # Overview Source: https://docs.pilotflows.com/organization/accounting-details Coming soon Coming soon... # Accounting Source: https://docs.pilotflows.com/organization/accounting/coming-soon Coming soon Coming soon... # Aircrafts Source: https://docs.pilotflows.com/organization/aircrafts Manage your aircraft fleet - registration, maintenance, tracking, and availability # 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. Aircraft management page showing fleet list ## 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 Store complete aircraft information including registration, type, serial numbers, and ownership details. Schedule and track maintenance events, inspections, and repairs. Set reminders for upcoming maintenance. Monitor Hobbs hours, tachometer hours, and total flight time. Track hours by aircraft and pilot. Track aircraft availability for booking. See when aircraft are scheduled, in maintenance, or unavailable. Attach documents like registration certificates, insurance policies, maintenance logs, and manuals. Track operating costs, maintenance expenses, and calculate cost per flight hour for each aircraft. ## Getting Started Navigate to **Organization** → **Aircrafts** from your dashboard sidebar. Click **Add Aircraft** to register a new aircraft in your fleet. 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 Form for adding a new aircraft 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 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 Detailed aircraft information 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 Click on an aircraft and select **Change Status**. Choose the appropriate status from the dropdown. Optionally add a note explaining the status change (e.g., "Annual inspection"). For temporary statuses, set when the aircraft will be available again. ## Maintenance Management ### Scheduling Maintenance Open an aircraft and go to the **Maintenance** tab. Click **Add Maintenance** to schedule or record maintenance. 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 interface Upload maintenance logs, invoices, or certificates related to the maintenance. 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 Don't ignore maintenance reminders. Regular maintenance is essential for safety and compliance. ## Flight Hours Tracking ### Recording Flight Hours After flights, update aircraft hours: 1. Open the aircraft 2. Go to **Hours** tab 3. Click **Update Hours** 4. Enter new readings Record: * **Hobbs Hours** - Total engine time * **Tachometer Hours** - Tachometer reading * **Date** - When hours were recorded * **Pilot** - Who flew the aircraft (optional) 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 Calendar showing aircraft availability ### Managing Availability Check aircraft availability: 1. Go to aircraft list 2. Click on an aircraft 3. View **Availability** tab 4. See scheduled bookings and maintenance Block aircraft for specific periods: * Maintenance periods * Special events * Unavailability periods 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. Open aircraft 2. Go to **Documents** tab 3. Click **Upload Document** 4. Select file 5. Add description 6. Save Organize documents by type or date. Use folders for better organization. For documents with expiry dates (insurance, registration): 1. Set expiry date 2. Enable reminders 3. 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: 1. Track all operating costs 2. Record total flight hours 3. System calculates cost per hour 4. Compare between aircraft 5. Identify cost trends Cost tracking and analysis for aircraft ## 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 Regularly update aircraft information, especially hours and maintenance records. Accurate data is essential for safety and compliance. Configure reminders for all recurring maintenance. This helps prevent missed inspections and keeps aircraft airworthy. Record all operating costs to accurately calculate cost per flight hour. This helps with pricing and budgeting. Upload all important documents. Having digital copies ensures you always have access to critical paperwork. Update aircraft status immediately when it changes. This ensures accurate availability for booking and operations. ## Troubleshooting * 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 * Check reminder settings are configured * Verify notification preferences * Ensure email address is correct * Check spam folder * Review notification settings in account preferences * 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](/organization/overview) - Learn about organization features * [Calendar](/organization/calendar) - Schedule aircraft usage * [Accounting](/organization/accounting) - Track aircraft costs * [Reports](/organization/reports) - Generate aircraft reports # Overview Source: https://docs.pilotflows.com/organization/aircrafts-details Coming soon Coming soon... # Analytics Source: https://docs.pilotflows.com/organization/analytics Visualize and analyze your organization's data with charts, graphs, and insights # Analytics The Analytics module provides powerful data visualization and insights for your organization. Track key metrics, identify trends, and make data-driven decisions with comprehensive charts and reports. Analytics dashboard showing various charts and metrics ## Overview Analytics helps you understand your organization's performance across all areas - finances, members, aircraft usage, training, and more. Visualize data with interactive charts and graphs, and drill down into details for deeper insights. ## Key Features Track revenue, expenses, profit trends, and financial performance over time. Compare periods and identify growth patterns. Analyze member activity, engagement, growth, and retention. See member trends and participation metrics. Monitor aircraft usage, flight hours, maintenance costs, and availability. Track fleet performance and utilization. Analyze training progress, completion rates, instructor performance, and student outcomes. Create custom dashboards with the metrics most important to you. Save and share dashboards with team members. Export charts and reports as images or PDFs. Share insights with stakeholders and team members. ## Getting Started Navigate to **Organization** → **Analytics** from your dashboard sidebar. Analytics is organized into sections: * **Overview** - General analytics dashboard * **Aircraft** - Aircraft-specific analytics * **Flights** - Flight analytics * **Maintenance** - Maintenance analytics * **Revenue** - Revenue and financial analytics * **Users** - User and member analytics Analytics sections navigation Start with the Overview section for a general dashboard: * Key metrics summary * Recent trends * Quick insights * Navigation to detailed sections Default analytics dashboard view Use the date picker to select the time period you want to analyze: * Last 7 days * Last 30 days * Last 90 days * Last year * Custom range Compare different periods to identify trends and changes over time. ## Analytics Sections ### Overview Analytics General analytics dashboard showing: * Key performance indicators * Recent activity trends * Quick insights * Links to detailed sections ### Aircraft Analytics Aircraft-specific analytics: * Aircraft usage statistics * Fleet utilization * Aircraft performance metrics * Usage trends ### Flight Analytics Flight operation analytics: * Flight hours trends * Flight frequency * Route analysis * Flight patterns ### Maintenance Analytics Maintenance operation analytics: * Maintenance costs * Maintenance frequency * Downtime analysis * Maintenance trends ### Revenue Analytics Financial and revenue analytics: * Revenue trends * Revenue by source * Financial performance * Revenue forecasting ### User Analytics User and member analytics: * Member activity * User engagement * Growth metrics * Activity patterns ## Financial Analytics ### Revenue Analysis Track your organization's income: * **Revenue Trends** - See revenue over time with line charts * **Revenue by Source** - Breakdown by product, service, or category * **Revenue Forecast** - Projected revenue based on trends * **Comparison** - Compare periods (month-over-month, year-over-year) Charts showing revenue trends and breakdowns ### Expense Analysis Understand where money is being spent: * **Expense Trends** - Track expenses over time * **Expense by Category** - See spending breakdown by category * **Top Expenses** - Identify largest expense items * **Expense vs Budget** - Compare actual vs budgeted expenses ### Profitability Analyze profitability: * **Net Income** - Revenue minus expenses * **Profit Margins** - Percentage margins by category * **Break-Even Analysis** - When you become profitable * **ROI** - Return on investment for different areas ## Member Analytics ### Member Growth Track member acquisition and growth: * **New Members Over Time** - Growth trends * **Member Retention** - How many members stay active * **Churn Rate** - Members leaving the organization * **Growth Rate** - Percentage growth over periods Charts showing member growth and activity ### Member Activity Analyze member engagement: * **Activity Levels** - How active members are * **Participation Rates** - Event and training participation * **Login Frequency** - How often members access the system * **Feature Usage** - Which features members use most ### Member Segmentation Group and analyze members: * **By Role** - Activity by role (pilots, students, instructors) * **By Membership Type** - Different membership tiers * **By Activity Level** - Active vs inactive members * **By Demographics** - Age, location, etc. (if available) ## Aircraft Analytics ### Usage Analytics Monitor aircraft utilization: * **Flight Hours** - Total and per-aircraft flight hours * **Usage Trends** - How usage changes over time * **Peak Usage Times** - When aircraft are used most * **Utilization Rate** - Percentage of available time used Charts showing aircraft usage and performance ### Cost Analysis Track aircraft-related costs: * **Operating Costs** - Fuel, maintenance, insurance * **Cost per Flight Hour** - Average cost per hour * **Maintenance Costs** - Spending on maintenance * **Cost Trends** - How costs change over time ### Performance Metrics Analyze aircraft performance: * **Availability** - Percentage of time aircraft are available * **Downtime** - Time spent in maintenance * **Reliability** - Aircraft reliability metrics * **Efficiency** - Fuel efficiency and performance ## Training Analytics ### Training Progress Track training activities: * **Lessons Completed** - Number of lessons over time * **Completion Rates** - Percentage of students completing programs * **Average Training Time** - Time to complete training * **Training Trends** - Growth in training activities ### Instructor Performance Analyze instructor effectiveness: * **Students per Instructor** - Workload distribution * **Completion Rates** - Student success rates by instructor * **Instructor Ratings** - Student feedback (if available) * **Training Hours** - Hours taught by each instructor ### Student Outcomes Track student success: * **Certification Rates** - Students earning certifications * **Pass Rates** - Exam and checkride pass rates * **Time to Certification** - Average time to complete * **Student Satisfaction** - Feedback and ratings ## Custom Dashboards ### Creating Dashboards Click **New Dashboard** to start building a custom dashboard. Add different types of widgets: * Charts (line, bar, pie, etc.) * Metrics (key numbers) * Tables (data tables) * Text (notes and descriptions) Dashboard creation interface For each widget: 1. Select data source 2. Choose visualization type 3. Set filters and parameters 4. Customize appearance 5. Set refresh interval Drag widgets to arrange your dashboard layout. Resize widgets as needed. Give your dashboard a name and save it. You can create multiple dashboards for different purposes. ### Dashboard Sharing Share dashboards with team members: * **View Only** - Others can view but not edit * **Edit Access** - Others can modify the dashboard * **Public Link** - Share via link (if enabled) * **Scheduled Reports** - Email dashboard regularly ## Chart Types ### Line Charts Best for trends over time: * Revenue trends * Member growth * Flight hours over time * Any time-series data ### Bar Charts Compare categories: * Revenue by product * Expenses by category * Member activity by role * Aircraft usage comparison ### Pie Charts Show proportions: * Revenue by source * Expense breakdown * Member distribution * Category percentages ### Area Charts Show cumulative values: * Total revenue over time * Cumulative expenses * Running totals * Stacked comparisons ## Exporting and Sharing ### Export Options Click the export icon on any chart to: * Download as PNG image * Download as PDF * Copy to clipboard * Share via link Export entire dashboards: 1. Open dashboard menu 2. Select **Export** 3. Choose format (PDF, PNG, CSV) 4. Download or email Set up automated reports: 1. Configure report content 2. Set schedule (daily, weekly, monthly) 3. Add recipients 4. Save schedule Reports are automatically generated and emailed. ## Best Practices Identify the metrics most important to your organization. Focus on these in your dashboards. Review analytics regularly (weekly or monthly) to stay informed about trends and changes. Always compare current period to previous periods to identify trends and changes. Share important insights with team members and stakeholders. Use exports and scheduled reports. Use analytics to make decisions. If you see a problem, investigate and take action. ## Troubleshooting * Check date range - data might be outside selected period * Verify filters aren't excluding all data * Ensure you have permission to view the data * Check if data exists for the selected metrics * Verify date range is correct * Check filters aren't excluding relevant data * Ensure data was entered correctly in source modules * Compare with source reports for verification * Verify you have dashboard creation permissions * Check if custom dashboards are enabled * Ensure you have access to the data sources * Contact admin if permissions seem incorrect ## Related Documentation * [Organization Overview](/organization/overview) - Learn about organization features * [Accounting](/organization/accounting) - Financial data source and accounting reports * [Aircrafts](/organization/aircrafts) - Aircraft data source * [Members](/organization/members) - Member data source # Overview Source: https://docs.pilotflows.com/organization/analytics-details Coming soon Coming soon... # Announcements Source: https://docs.pilotflows.com/organization/announcements Create and manage announcements for your organization members # Announcements The Announcements module allows you to communicate important information to your organization members. Create announcements, schedule them for later delivery, and send them through multiple channels. Announcements page showing list of announcements ## Overview Announcements help you keep your organization members informed about important events, safety notices, maintenance updates, social activities, and other information. Send announcements via dashboard, email, or SMS. ## Key Features Send announcements through dashboard notifications, email, SMS, or all channels simultaneously. Schedule announcements for future delivery. Set specific date and time for announcements to be sent. Send to all members, specific roles (pilots, students, instructors), or custom groups. Set priority levels (low, medium, high, critical) to help recipients understand importance. Organize announcements by category (safety, maintenance, admin, social, general). Track who has read and acknowledged important announcements. Ensure critical messages are seen. ## Getting Started Navigate to **Organization** → **Announcements** from your dashboard sidebar. See all announcements: * Sent announcements * Scheduled announcements * Draft announcements * Filtered by status, category, or priority List of announcements with filters Click **New Announcement** to create your first announcement. ## Creating Announcements ### Basic Announcement Click **+ New Announcement** button on the announcements page. Provide a clear, descriptive title: * Keep it concise * Make it informative * Use action words when appropriate Example: "Annual Safety Meeting - This Saturday" Choose one or more categories: * **Safety** - Safety-related announcements * **Maintenance** - Maintenance updates * **Admin** - Administrative notices * **Social** - Social events and activities * **General** - General information Form for creating a new announcement Enter the announcement message: * Be clear and concise * Include all relevant details * Use formatting (bold, lists) for readability * Add links if needed Use bullet points and short paragraphs for better readability, especially in email announcements. Choose priority level: * **Low** - Informational, not urgent * **Medium** - Important but not critical * **High** - Urgent, requires attention * **Critical** - Very urgent, immediate action needed Priority affects visual styling and notification urgency. Choose who receives the announcement: * **All Members** - Everyone in organization * **All Pilots** - Only pilots * **All Instructors** - Only instructors * **All Students** - Only students * **All Admins** - Only administrators * **Custom** - Select specific members You can select multiple recipient groups. Members matching any selected group will receive the announcement. Select how to deliver: * **Internal Message** - Dashboard notification * **Email** - Email to recipients * **SMS** - Text message (if enabled) You can select multiple channels. Recipients receive through all selected channels. Choose when to send: * **Send Now** - Send immediately * **Schedule** - Set date and time for future delivery Scheduled announcements are sent automatically at the specified time. ### Advanced Options Schedule announcements: 1. Enable **Schedule for later** 2. Select date and time 3. Announcement is queued 4. Sent automatically at scheduled time You can edit or cancel scheduled announcements before they're sent. Set when announcement expires: * Announcement automatically hides after expiration * Useful for time-sensitive information * Prevents outdated announcements from cluttering the list For critical announcements: * Require recipients to acknowledge * Track who has seen the announcement * Follow up with those who haven't acknowledged * Useful for safety and compliance announcements Add attachments: * Upload documents, images, or PDFs * Attachments included in email * Available for download in dashboard * Useful for forms, documents, or images ## Managing Announcements ### Viewing Announcements Use filters to find specific announcements: * **Status** - Sent, scheduled, draft * **Category** - Filter by category * **Priority** - Filter by priority level * **Date Range** - Show announcements within period * **Search** - Search by title or content Sort by: * **Date** - Most recent first (default) * **Priority** - Highest priority first * **Title** - Alphabetical Click on an announcement to see: * Full content * Recipients * Delivery channels * Send date/time * Acknowledgments (if required) * Attachments ### Editing Announcements Draft announcements can be edited: 1. Open the announcement 2. Click **Edit** 3. Make changes 4. Save updates Scheduled announcements can be modified: * Change content * Update schedule time * Modify recipients * Cancel if needed Changes apply before the announcement is sent. Once sent, announcements cannot be edited. This maintains a record of what was actually sent. If you need to correct information, create a new announcement. ### Deleting Announcements 1. Open the announcement 2. Click **Delete** 3. Confirm deletion Deleted announcements cannot be recovered. Consider if you need to keep a record before deleting. ## Announcement Statuses Announcements have different statuses: * **Draft** - Created but not sent * **Scheduled** - Queued for future delivery * **Sent** - Successfully delivered * **Failed** - Delivery failed (check errors) Announcements showing different status badges ## Delivery Channels ### Dashboard Notifications Internal messages appear in: * Dashboard notification center * Announcements page * Persistent until acknowledged (if required) * Always visible to recipients ### Email Delivery Email announcements include: * Formatted content * Attachments (if any) * Links back to dashboard * Professional formatting * Organization branding Email delivery requires valid email addresses for recipients. Check that member emails are current. ### SMS Delivery SMS announcements: * Short text messages * Link to full announcement * Requires SMS to be enabled * May have character limits * Additional charges may apply SMS delivery may incur additional costs. Check your plan and billing settings before enabling SMS. ## Acknowledgments ### Requiring Acknowledgments For critical announcements: When creating announcement, enable **Require Acknowledgment**. After sending, view who has acknowledged: * See acknowledgment status * List of members who acknowledged * List of members who haven't * Acknowledgment timestamps For unacknowledged recipients: * Send reminder (if needed) * Contact directly if critical * Track compliance Use acknowledgments for safety-critical announcements to ensure everyone has seen important information. ## Best Practices Write descriptive titles that immediately convey the announcement's purpose. Members should understand what it's about from the title. Use priority levels correctly. Overusing "critical" reduces its impact. Reserve high/critical for truly urgent matters. Send announcements only to relevant recipients. Don't send everything to everyone - it leads to notification fatigue. Use categories consistently to help members filter and find relevant announcements. Establish category guidelines. Schedule announcements for times when recipients are likely to see them. Avoid sending late at night or very early morning. Be brief and to the point. Include essential information but avoid lengthy messages. Use attachments for detailed information. ## Troubleshooting * Check recipient email addresses are correct * Verify recipient is in selected group * Check spam/junk folder * Verify delivery channel is enabled * Check announcement status (may have failed) * Verify scheduled time has passed * Check announcement status * Review error messages * Ensure system is running * Contact support if issue persists * Verify you have permission to create announcements * Check if announcements module is enabled * Ensure required fields are filled * Try refreshing the page * Contact admin if permissions seem incorrect ## Related Documentation * [Organization Overview](/business/organization/overview) - Learn about organization features * [Members](/business/organization/members) - Manage announcement recipients * [Calendar](/business/organization/calendar) - Link announcements to events # Calendar Source: https://docs.pilotflows.com/organization/calendar Manage events, schedules, and activities for your organization # Calendar The Calendar module helps you coordinate events, flights, training sessions, meetings, and maintenance activities across your organization. Keep everyone informed and avoid scheduling conflicts. Organization calendar showing various events and activities ## Overview The organization calendar is a central scheduling tool that supports multiple event types, recurring events, and integration with other modules like aircraft booking and training. ## Key Features Create different types of events: flights, training, meetings, maintenance, social events, and more. Each type has its own color and icon. Set up recurring events like weekly meetings, monthly maintenance checks, or regular training sessions. Customize recurrence patterns. View your calendar in day, week, month, or agenda format. Switch views to see different time perspectives. Filter events by type, participant, aircraft, or date range. Show only what's relevant to you. Invite members to events, see who's attending, and manage RSVPs. Send notifications to participants. Link events to specific aircraft for booking and availability tracking. See aircraft schedules alongside events. ## Event Types Your organization calendar supports various event types, each with distinct styling: * **Flight** - Scheduled flights, training flights, check rides * **Training** - Lessons, ground school, simulator sessions * **Meeting** - Staff meetings, board meetings, planning sessions * **Maintenance** - Aircraft maintenance, inspections, repairs * **Social** - Social events, fundraisers, gatherings * **Information** - Announcements, notices, general information * **Fundraiser** - Fundraising events and activities Dialog showing different event types with color coding ## Creating Events Navigate to **Organization** → **Calendar** from your dashboard sidebar. Click the **+ New Event** button or click on a time slot in the calendar view. You can also drag on the calendar to select a time range, which will pre-fill the start and end times. In the event creation dialog, provide: * **Title** - Name of the event * **Type** - Select from available event types * **Date & Time** - Start and end times * **Description** - Additional details about the event * **Location** - Where the event takes place (optional) * **Participants** - Invite members to the event * **Aircraft** - Link to specific aircraft (if applicable) Form for creating a new calendar event If this is a recurring event: 1. Enable **Recurring Event** 2. Choose recurrence pattern: * Daily * Weekly (select days) * Monthly (specific date or day of week) * Yearly 3. Set end date or number of occurrences Recurring events can be edited individually or as a series. Changes to one occurrence don't affect others unless you choose to update the series. Click **Create Event** to save. Participants will receive notifications if enabled. Events appear immediately on the calendar and are visible to all members with calendar access. ## Calendar Views Switch between different calendar views to see your schedule from various perspectives: See the entire month at a glance. Perfect for: * Long-term planning * Identifying busy periods * Overview of all activities Month view of calendar Detailed weekly schedule showing: * All days of the week * Time slots with events * Better detail than month view Week view of calendar Focus on a single day with: * Hour-by-hour breakdown * Detailed event information * Best for daily planning Day view of calendar List view showing: * Upcoming events in chronological order * Event details and participants * Easy to scan and read Agenda list view of events ## Managing Events ### Editing Events Click on any event in the calendar to view its details. Click **Edit** to modify: * Event details (title, description, time) * Participants (add or remove) * Recurrence pattern * Linked aircraft or resources For recurring events, choose: * **This Event Only** - Changes affect only the selected occurrence * **All Future Events** - Changes apply to this and all following events * **All Events** - Changes apply to the entire series ### Deleting Events * Click on an event and select **Delete** * For recurring events, choose to delete one occurrence or the entire series * Confirm the deletion Deleted events cannot be recovered. Consider archiving important events instead of deleting them. ## Filtering and Searching Use filters to focus on specific events: ### Filter Options * **Event Type** - Show only specific types (e.g., only flights) * **Participant** - Events involving specific members * **Aircraft** - Events linked to specific aircraft * **Date Range** - Show events within a time period * **Status** - Upcoming, past, or all events Filter options for calendar view ### Search Use the search bar to find events by: * Title * Description * Participant name * Location ## Event Notifications Configure how members receive event notifications: Members can receive email notifications for: * New event invitations * Event updates or changes * Reminders before events * Cancellations Configure email preferences in personal settings. Dashboard notifications appear for: * Upcoming events * Event changes * New invitations * Reminders Subscribe to calendar feeds (iCal format) to view organization events in external calendar applications like Google Calendar, Outlook, or Apple Calendar. ## Integration with Other Modules The calendar integrates with other organization features: ### Aircraft Booking * Link events to specific aircraft * See aircraft availability when scheduling * Automatic conflict detection * Maintenance events block aircraft availability ### Training Module * Training sessions appear on calendar * Link to student records * Track lesson progress * Instructor scheduling ### Member Management * See member availability * Invite participants to events * Track member participation * RSVP management ## Best Practices Establish naming conventions for events (e.g., "Flight - \[Aircraft] - \[Pilot]") to make them easy to identify and search. Use the correct event type for each activity. This helps with filtering and provides visual organization. Include relevant information in event descriptions: * Purpose or agenda * Required materials or preparation * Special instructions * Contact information Only invite members who need to attend. Too many invitations can lead to notification fatigue. Set up recurring events for regular activities, but review them periodically to ensure they're still accurate. ## Calendar Settings Configure calendar behavior in **Settings** → **Calendar**: * **Default View** - Set your preferred default view * **Week Start Day** - Choose Monday or Sunday * **Time Zone** - Set organization time zone * **Working Hours** - Define business hours for better scheduling * **Event Types** - Customize available event types and colors Calendar settings affect all members. Only admins can modify these settings. ## Troubleshooting * Check date range and filters * Verify you have calendar access permissions * Refresh the page * Check if events are in the correct organization * Verify you have "create events" permission * Check if calendar module is enabled * Ensure you're in the correct organization * Contact admin if permissions seem incorrect * Check email notification settings * Verify email address is correct * Check spam/junk folder * Review notification preferences in account settings ## Related Documentation * [Organization Overview](/organization/overview) - Learn about organization features * [Aircrafts](/organization/aircrafts) - Link events to aircraft * [Members](/organization/members) - Invite members to events * [Flight Add-on Calendar](/business/flight-addon/calendar) - Training-specific calendar features # Overview Source: https://docs.pilotflows.com/organization/calendar-details Coming soon Coming soon... # Dashboard Source: https://docs.pilotflows.com/organization/dashboard/coming-soon Coming soon Coming soon... # Documents Source: https://docs.pilotflows.com/organization/documents Store, organize, and share documents for your organization # Documents The Documents module provides centralized document storage and management for your organization. Keep all important files, certificates, manuals, and records in one secure, organized location. Documents page showing folder structure and file list ## Overview The Documents module helps you organize, store, and share files with your organization members. Create folders, upload files, set permissions, and maintain version control for important documents. ## Key Features Create folders and subfolders to organize documents by category, project, or department. Maintain a clear file structure. Upload multiple file types including PDFs, images, spreadsheets, and more. Support for drag-and-drop and bulk uploads. Set permissions on folders and files to control who can view, download, or edit documents. Role-based access control. Share documents with specific members or make them available to the entire organization. Generate shareable links. Track document versions and changes. View history and restore previous versions when needed. Quickly find documents using search functionality. Filter by file type, date, author, or folder. ## Getting Started Navigate to **Organization** → **Documents** from your dashboard sidebar. Organize your documents by creating folders: 1. Click **New Folder** 2. Enter folder name 3. Optionally set permissions 4. Click **Create** Create a logical folder structure from the start. Common patterns include organizing by department, project, document type, or date. Add documents to your organization: * **Drag and Drop** - Drag files directly onto the page * **Upload Button** - Click **Upload** and select files * **Bulk Upload** - Select multiple files at once File upload dialog showing drag and drop area Move files into appropriate folders: 1. Select files (use checkboxes) 2. Click **Move** or drag to destination folder 3. Confirm the move You can also create subfolders within folders for more detailed organization. ## Folder Management ### Creating Folders Folders help organize documents logically: Click **New Folder** at the top level to create a main folder. Examples: * "Aircraft Manuals" * "Financial Records" * "Training Materials" * "Member Certificates" Navigate into a folder and click **New Folder** to create a subfolder. This allows for deeper organization: ``` Aircraft Manuals/ ├── Cessna 172/ ├── Piper PA-28/ └── Maintenance Logs/ ``` When creating a folder, set who can access it: * **All Members** - Everyone in organization * **Specific Roles** - Only certain roles * **Specific Members** - Individual members only Folder permissions apply to all files within. Individual files can have more restrictive permissions. ### Folder Actions Click the folder menu (three dots) and select **Rename**. Enter the new name and save. Drag the folder to a new location or use the **Move** option. Moving a folder moves all its contents. Select **Delete** from the folder menu. You'll be asked to confirm, as this action cannot be undone. Deleting a folder permanently removes all files within it. Ensure you have backups of important documents. Update who can access a folder: 1. Open folder menu 2. Select **Permissions** 3. Choose access level 4. Save changes ## File Management ### Uploading Files Choose how to upload: * **Drag and Drop** - Simplest method, drag files from your computer * **Upload Button** - Click and browse for files * **Bulk Upload** - Select multiple files at once Navigate to the folder where you want to upload files, or upload to current location. Watch upload progress for each file. Large files may take longer to upload. Supported file types include: PDF, DOC, DOCX, XLS, XLSX, PPT, PPTX, images (JPG, PNG, GIF), and more. Check file size limits in settings. Once uploaded, files appear in the document list. Verify they're in the correct location. ### File Actions For each file, you can perform various actions: Click on a file to preview it in the browser. Supported formats include PDFs and images. Download files to your computer. Right-click or use the download button. Rename files to better reflect their content. Useful for organizing and searching. Move files between folders to reorganize your document structure. Generate shareable links or share directly with specific members. Control access permissions. Remove files you no longer need. Deletion is permanent, so be careful. ## Permissions and Access Control Control who can access your documents: ### Permission Levels * **View** - Can see and download the file * **Edit** - Can modify the file (rename, move, delete) * **No Access** - Cannot see the file at all ### Setting Permissions 1. Click on a file's menu (three dots) 2. Select **Permissions** 3. Choose access level: * Organization-wide * Specific roles * Specific members 4. Save changes Set permissions on folders to apply to all files within: 1. Open folder menu 2. Select **Permissions** 3. Configure access 4. Files inherit folder permissions (can be overridden) Files inherit permissions from their parent folder by default. You can override this for individual files if needed. ## Searching and Filtering Find documents quickly using search and filter tools: ### Search * **Full-text Search** - Search within file names and content (for supported file types) * **Quick Search** - Type in the search bar to find files by name * **Advanced Search** - Filter by multiple criteria ### Filters * **File Type** - Show only PDFs, images, spreadsheets, etc. * **Date Range** - Files uploaded within a specific period * **Author** - Files uploaded by specific members * **Folder** - Files in specific folders * **Size** - Filter by file size Search bar and filter options for documents ## File Sharing Share documents with members or generate external links: 1. Select the file(s) you want to share 2. Click **Share** 3. Choose members or roles 4. Set permission level 5. Send notification (optional) 1. Open file menu 2. Select **Get Link** 3. Copy the generated link 4. Share with anyone (if permissions allow) Shareable links can be set to expire after a certain time or require authentication. Configure link settings: * Expiration date * Password protection * Download limits * Access permissions ## Version Control Track document changes and maintain version history: Click **Versions** on any file to see: * Previous versions * Who made changes * When changes were made * File sizes If you need to revert changes: 1. Open version history 2. Select the version to restore 3. Click **Restore** 4. Confirm the action Restoring a version creates a new version, so you don't lose the current version. Download any previous version of a file for reference or backup purposes. ## Best Practices Create a clear folder structure before uploading many files. It's easier to organize upfront than to reorganize later. Name files clearly and consistently. Include dates, versions, or other identifiers when relevant (e.g., "Invoice\_2024\_01.pdf"). Don't make everything public. Use permissions to protect sensitive documents while keeping necessary files accessible. Periodically review and remove outdated or unnecessary files. Archive important historical documents rather than deleting them. While documents are stored securely, maintain your own backups of critical files, especially legal or financial documents. ## File Types and Limits ### Supported File Types * **Documents**: PDF, DOC, DOCX, TXT, RTF * **Spreadsheets**: XLS, XLSX, CSV * **Presentations**: PPT, PPTX * **Images**: JPG, JPEG, PNG, GIF, SVG, WEBP * **Archives**: ZIP, RAR, 7Z * **Other**: JSON, XML, and more ### File Size Limits * Maximum file size varies by subscription plan * Check your plan limits in **Settings** → **Storage** * Large files may take longer to upload If you need to upload very large files, consider compressing them or using Storage+ add-on for increased limits. ## Storage Management Monitor your organization's storage usage: * **Storage Dashboard** - View total storage used * **By Folder** - See storage usage per folder * **By File Type** - Breakdown by file type * **Cleanup Suggestions** - Identify large or duplicate files Dashboard showing storage usage statistics ## Troubleshooting * Check file size limits * Verify file type is supported * Check your internet connection * Try a different browser * Clear browser cache * Verify you have permission to view the file * Check if you're in the correct organization * Contact the file owner or an admin * Verify folder permissions * Try downloading and opening locally * Check if file was uploaded completely * Verify file format compatibility * Contact support if issue persists ## Related Documentation * [Organization Overview](/organization/overview) - Learn about organization features * [Storage+](/business/storage/overview) - Enhanced storage features * [Members](/organization/members) - Manage document access permissions * [Settings](/organization/settings) - Configure document settings # Overview Source: https://docs.pilotflows.com/organization/documents-details Coming soon Coming soon... # Documents Source: https://docs.pilotflows.com/organization/documents/coming-soon Coming soon Coming soon... # Members Source: https://docs.pilotflows.com/organization/members Manage organization members, roles, permissions, and invitations # Members The Members module allows you to manage all people in your organization. Invite new members, assign roles, control permissions, and track member activity. Members management page showing list of organization members ## Overview Member management is essential for controlling access to your organization's features and data. Each member can have different roles and permissions based on their responsibilities. ## Key Features Send email invitations to new members individually or bulk import via CSV. Customize invitation messages and set default roles. Create custom roles with specific permissions. Assign roles to members to control what they can access and modify. View detailed member profiles including contact information, roles, permissions, and activity history. Import multiple members at once using CSV templates. Export member lists for reporting or backup purposes. ## Inviting Members Navigate to **Organization** → **Members** from your dashboard sidebar. Click the **Invite Member** button to open the invitation dialog: * Enter the member's email address * Select their role (or assign later) * Optionally customize the invitation message * Click **Send Invitation** Dialog for inviting a new member For multiple members, use the CSV import feature: 1. Click **Import Members** → **Download CSV Template** 2. Fill in the template with member information 3. Upload the completed CSV file 4. Review and confirm the import The CSV template includes columns for email, first name, last name, role, and optional custom fields. The invited member receives an email with a link to join. Once they click the link and create an account (if needed), they'll be added to your organization. Invitations expire after a set period. You can resend expired invitations from the members list. ## Managing Roles Roles define what members can do in your organization. Each role has specific permissions assigned to it. In the Members page, click on **Roles** to see all available roles in your organization. Common default roles include: * **Owner** - Full access to everything * **Admin** - Administrative access (may have some restrictions) * **Member** - Basic member access * **Viewer** - Read-only access 1. Click **Create Role** 2. Enter a role name and description 3. Select permissions for each module: * Accounting (invoices, expenses, etc.) * Members (invite, edit, remove) * Aircraft (view, edit, manage) * Calendar (create events, edit, delete) * Documents (view, upload, delete) * And more... 4. Save the role Role creation page showing permission checkboxes You can assign roles when inviting members or update existing members: 1. Find the member in the members list 2. Click the **More** menu (three dots) 3. Select **Edit Role** 4. Choose the new role 5. Save changes Changing a member's role immediately updates their permissions. Make sure the new role is appropriate for their responsibilities. ## Member List Features The members list provides several ways to view and manage members: ### View Options * **Table View** - Detailed table with all member information * **Card View** - Visual cards showing member avatars and key info * **Column Customization** - Show or hide specific columns ### Filtering and Search * **Search** - Search by name, email, or role * **Filter by Role** - Show only members with specific roles * **Filter by Status** - Active, pending, or inactive members * **Sort** - Sort by name, join date, role, etc. Members list showing filtering and search options ## Member Actions For each member, you can perform various actions: Click on a member's name or avatar to view their full profile, including: * Contact information * Assigned roles and permissions * Activity history * Associated records (invoices, flights, etc.) Update member information: * Name and contact details * Role assignments * Profile picture * Custom fields If a member hasn't accepted their invitation, you can resend it. Useful if the original email was lost or expired. Remove a member from your organization. This action: * Revokes all access immediately * Removes them from member lists * Preserves historical data (invoices, flights, etc.) Removing a member cannot be undone. The member will need to be re-invited if you want them back. ## CSV Import Format When importing members via CSV, use this format: | Column | Required | Description | | ---------- | -------- | -------------------------------------- | | Email | Yes | Member's email address | | First Name | Yes | Member's first name | | Last Name | Yes | Member's last name | | Role | No | Role name (must exist in organization) | | Phone | No | Phone number | | Notes | No | Additional notes | Download the CSV template from the import dialog to ensure you're using the correct format. The template includes example data. ## Permissions Reference Here are common permission categories: * **Accounting** - Create/edit invoices, manage expenses, view financial data * **Members** - Invite members, edit roles, remove members * **Aircraft** - Add/edit aircraft, manage maintenance, view fleet * **Calendar** - Create events, edit calendar, manage schedules * **Documents** - Upload files, organize folders, share documents * **Settings** - Modify organization settings, manage modules * **Reports** - Generate and view reports * **Analytics** - Access analytics dashboards Permission names are typically formatted as "module.action" (e.g., "accounting.create\_invoice"). Admins can see all permissions when creating roles. ## Best Practices Use the default roles (Owner, Admin, Member) initially. Create custom roles only when you need specific permission combinations. When adding many members at once, use CSV import instead of individual invitations. It's faster and less error-prone. Periodically review member roles and permissions to ensure they match current responsibilities. Remove access for members who no longer need it. Add descriptions to custom roles explaining their purpose. This helps when assigning roles to new members. ## Troubleshooting * Check the email address is correct * Ask them to check spam/junk folder * Resend the invitation * Verify email delivery settings in organization settings * Check their assigned role and permissions * Verify the feature is enabled in organization settings * Ensure they're viewing the correct organization * Contact support if permissions seem incorrect * Verify all required columns are present * Check for invalid email formats * Ensure role names match existing roles exactly * Review error messages for specific issues ## Member Management Sections The Members module includes several sections accessible via tabs: * **Members List** - View and manage all organization members * **Invites** - Manage member invitations and pending invites * **Leave Requests** - Handle member leave requests and time off * **Requests** - Manage various member requests and approvals * **Roles** - Create and manage roles and permissions Access these sections using the tabs at the top of the Members page. Each section has its own functionality and features. ## Related Documentation * [Organization Overview](/organization/overview) - Learn about organization features * [Settings](/organization/settings) - Configure organization-wide settings * [My Account](/organization/my-account) - Personal account management # Overview Source: https://docs.pilotflows.com/organization/members-details Coming soon Coming soon... # Members Source: https://docs.pilotflows.com/organization/members/coming-soon Coming soon Coming soon... # My Account Source: https://docs.pilotflows.com/organization/my-account Manage your personal account settings within the organization # My Account The My Account section allows you to manage your personal profile, preferences, and account settings within an organization. This is your personal space that's separate from organization-wide settings. My Account page showing personal profile and settings ## Overview My Account is where you manage everything related to your personal presence in the organization. Update your profile, configure notifications, view your activity, and manage your personal data. ## Key Features View your organization account balance, add funds, and manage your account balance within the organization. View all your transactions including payments, reimbursements, and account activity within the organization. Submit reimbursement requests, track request status, and manage your reimbursement history. ## My Account Sections The My Account section includes: * **Account Balance** - View balance and add funds to your organization account * **Transactions** - View transaction history and account activity * **Reimbursements** - Submit and track reimbursement requests My Account is your personal account management within the organization, separate from organization-wide settings. It focuses on your individual account balance, transactions, and reimbursements. ## Account Balance ### Viewing Your Balance Navigate to **Organization** → **My Account** from your dashboard sidebar. See your current account balance: * Current balance amount * Available balance * Pending transactions * Account status Account balance display Add funds to your account: 1. Click **Add Funds** 2. Enter amount 3. Select payment method 4. Complete payment 5. Funds are added to your balance Adding funds allows you to make payments and cover expenses within the organization. ## Transactions ### Viewing Transactions In My Account, go to **Transactions** tab. See all your transactions: * Transaction date and time * Transaction type * Amount * Description * Status * Related items (invoices, reimbursements, etc.) List of transactions Filter by: * Date range * Transaction type * Amount range * Status * Related items Click on a transaction to see: * Complete transaction details * Related documents * Payment method * Transaction notes ## Reimbursements ### Submitting Reimbursement Requests In My Account, go to **Reimbursements** tab. Submit a new reimbursement: 1. Click **New Reimbursement** or **Request Reimbursement** 2. Enter expense details 3. Upload receipts 4. Add description 5. Submit request Form for submitting reimbursement request Monitor your reimbursement requests: * **Pending** - Awaiting review * **Approved** - Approved for payment * **Rejected** - Request rejected * **Paid** - Payment processed ### Managing Reimbursements See all your reimbursement requests: * Request date * Amount * Status * Approval date * Payment date Edit pending requests: * Update details * Add receipts * Modify amount * Add notes See complete request information: * All submitted details * Receipts and documents * Review comments * Payment information ## Account Management ### Adding Funds Click **Add Funds** button on the account balance page. Specify the amount to add: * Enter amount * Minimum and maximum limits apply * Amount is in organization currency Choose how to pay: * Credit card * Bank transfer * Other available methods Complete the payment process: 1. Review amount and payment method 2. Complete payment 3. Funds are added to your balance 4. Transaction appears in transaction history Funds are typically available immediately after successful payment. ## Best Practices Regularly check your account balance to ensure you have sufficient funds for payments and expenses. Save receipts for all expenses you plan to submit for reimbursement. Upload clear, readable images. Submit reimbursement requests as soon as possible after incurring expenses. This helps with timely processing. Review your transaction history regularly to ensure all transactions are correct and authorized. ## Troubleshooting * Verify payment method is valid * Check payment method limits * Ensure you have permission to add funds * Try a different payment method * Contact support if issue persists * Wait a few minutes for processing * Check transaction filters * Verify transaction date range * Refresh the page * Contact support if transaction should appear * Check all required fields are filled * Verify receipt files uploaded successfully * Ensure amount is valid * Review reimbursement requirements * Try again or contact support ## Related Documentation * [Organization Overview](/organization/overview) - Learn about organization features * [Accounting](/organization/accounting) - Organization financial management * [Members](/organization/members) - Understand member management * [Settings](/organization/settings) - Organization-wide settings (different from My Account) # Overview Source: https://docs.pilotflows.com/organization/my-account-details Coming soon Coming soon... # Balance Source: https://docs.pilotflows.com/organization/my-account/balance/coming-soon Coming soon Coming soon... # My Account Source: https://docs.pilotflows.com/organization/my-account/coming-soon Coming soon Coming soon... # Transactions Source: https://docs.pilotflows.com/organization/my-account/transactions/coming-soon Coming soon Coming soon... # Organization Overview Source: https://docs.pilotflows.com/organization/overview Complete guide to managing your organization on PilotFlows - members, calendar, accounting, and more # 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. ## 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 including members, calendar, accounting, and analytics ## Key Features Invite members, assign roles, manage permissions, and track member activity. Support for bulk invites via CSV and custom role-based access control. Complete financial management with invoices, expenses, payments, products, bank accounts, and comprehensive reporting. Generate quotes and credit notes. Schedule events, flights, training sessions, meetings, and maintenance. Multiple event types with color coding and filtering. Track your fleet, manage registrations, schedule maintenance, and monitor aircraft availability and status. Centralized document storage with organization, sharing, and access control. Keep all important files in one secure location. Visualize your data with charts and graphs. Track key metrics, trends, and performance indicators for your organization. Generate comprehensive reports on finances, members, aircraft, and operations. Export to PDF or CSV formats. Create an online shop for your organization. Sell products, services, or memberships with public and member-only visibility options. ## Getting Started 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. 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 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. 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. ## Organization Types PilotFlows supports various organization types, each with specific features: * Student management and progress tracking * Training program management * Instructor scheduling * Lesson booking and calendar * Certificate tracking * Aircraft booking system * Member access management * Usage tracking and billing * Maintenance scheduling * Shared calendar for aircraft availability * Skydiver management * Manifest system * Gear tracking * Training programs * Jump scheduling * Full accounting suite * Customer management * Service scheduling * Document management * Custom workflows ## 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. ## 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. ## Next Steps Now that you understand the basics, explore these key areas: * [Member Management](/organization/members) - Learn how to invite and manage members * [Accounting](/organization/accounting) - Set up your financial management * [Calendar](/organization/calendar) - Start scheduling events and activities * [Settings](/organization/settings) - Configure your organization preferences 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. # Overview Source: https://docs.pilotflows.com/organization/overview-details Coming soon Coming soon... # Pilots Source: https://docs.pilotflows.com/organization/pilots Manage pilot roster, licenses, recency, and flight hours # Pilots The Pilots module provides a comprehensive view of all pilots in your organization. Track licenses, ratings, recency requirements, flight hours, and emergency contacts in one centralized location. Pilots roster showing list of pilots with key information ## Overview The Pilots module helps you maintain accurate records of all pilots in your organization. Monitor license expirations, track recency requirements, view flight hours, and ensure pilots meet all requirements for flying. ## Key Features Complete list of all pilots in your organization with key information at a glance. Track pilot licenses, types, numbers, issue dates, and expiration dates. Monitor license status and document submissions. Monitor pilot ratings including class ratings, instrument ratings, and type ratings with expiration dates. Track recency requirements including last flight date and landings in the last 90 days. Identify pilots needing recency flights. View total flight hours, hours in last 30/90 days, and PIC (Pilot in Command) hours for each pilot. Maintain emergency contact information for each pilot including name, relationship, and phone number. ## Getting Started Navigate to **Organization** → **Pilots** from your dashboard sidebar. See all pilots in your organization: * Pilot name and contact * License information * Expiry status * Ratings * Recency information * Flight hours Table showing pilots with key information Click on a pilot's name to see comprehensive information including all licenses, ratings, and flight history. ## Pilot Information ### License Information Each pilot's license details include: * **License Type** - PPL(A), CPL(A), ATPL(A), etc. * **License Number** - Official license number * **Issue Date** - When license was issued * **Expiry Date** - License expiration date * **Document Status** - Not Submitted, Pending Approval, Approved, Rejected Pilot license details and status ### License Status Licenses are color-coded by status: * **Valid** - License is current and valid * **Expires Soon** - Expiring within 30 days (warning) * **Expired** - License has expired (critical) Expired licenses mean the pilot cannot legally fly. Ensure licenses are renewed before expiration. ### Ratings Track various pilot ratings: * **Class Ratings** - SEP(land), MEP(land), etc. * **Instrument Ratings** - IR(A), etc. * **Type Ratings** - Specific aircraft types * **Other Ratings** - Night, seaplane, etc. Each rating can have: * Name/type * Expiry date (if applicable) * Status (valid, expiring, expired) Some ratings don't expire, while others require periodic renewal or currency requirements. ## Recency Requirements ### Tracking Recency Monitor pilot recency to ensure they meet requirements: * **Last Flight Date** - Date of most recent flight * **Landings (90 days)** - Number of landings in last 90 days * **Day Landings** - Day landings count * **Night Landings** - Night landings count Recency information showing last flight and landings ### Recency Status Pilots are flagged if: * **Current** - Meets all recency requirements * **Needs Recency** - Requires flights to maintain currency * **Out of Recency** - No longer current (cannot fly) Regular monitoring of recency helps prevent pilots from becoming non-current. Set up reminders for pilots approaching recency limits. ## Flight Hours ### Hour Types Track different types of flight hours: * **Total Hours** - Lifetime total flight time * **Last 30 Days** - Hours flown in last month * **Last 90 Days** - Hours flown in last quarter * **PIC Hours** - Pilot in Command hours * **Other Hours** - Additional hour types as configured ### Viewing Hours See flight hours for each pilot: * Total hours * Recent activity (30/90 days) * PIC hours * Hours by aircraft type (if tracked) Compare hours across pilots: * See who's most active * Identify pilots needing more flight time * Track training progress ## Emergency Contacts ### Contact Information Each pilot has emergency contact details: * **Contact Name** - Emergency contact's name * **Relationship** - Relationship to pilot (spouse, parent, etc.) * **Phone Number** - Contact phone number * **Additional Info** - Other relevant information Emergency contacts are important for safety. Ensure this information is kept current and accurate. ### Updating Contacts 1. Open pilot details 2. Go to Emergency Contact section 3. Edit contact information 4. Save changes Periodically verify emergency contacts are still current. Outdated contacts are not helpful in emergencies. ## License Document Management ### Document Status Track license document submissions: * **Not Submitted** - Pilot hasn't submitted license document * **Pending Approval** - Document submitted, awaiting review * **Approved** - Document verified and approved * **Rejected** - Document rejected (needs resubmission) ### Requesting Documents For pilots with "Not Submitted" status: 1. Click **Request License** on pilot record 2. System sends notification to pilot 3. Pilot uploads license document 4. Status changes to "Pending Approval" When documents are submitted: 1. View uploaded document 2. Verify information matches records 3. Approve or reject 4. Add notes if needed After verification: 1. Review document 2. Confirm details are correct 3. Click **Approve** 4. Status updates to "Approved" ## Pilot Actions ### Viewing Pilot Details Click on a pilot's name to view full details: * Complete license information * All ratings and expirations * Flight hours breakdown * Recency details * Emergency contacts * Activity history See license and rating history: * Previous licenses * Rating additions * Expiration dates * Renewal dates ### Managing Pilot Records Update pilot details: * Contact information * License details * Ratings * Emergency contacts * Other information Some information may be synced from member profiles. Changes in member management may update pilot records. Send request to pilot to upload license document. Useful when document status is "Not Submitted." See pilot's flight log entries: * Recent flights * Aircraft flown * Flight hours * Flight details Links to full logbook for detailed history. ## Filtering and Search ### Search Options Find pilots quickly: * **By Name** - Search pilot names * **By License** - Search by license number or type * **By Rating** - Filter by specific ratings * **By Status** - Show pilots with expiring/expired licenses ### Advanced Filters Use filters to focus on specific pilots: * **License Expiry** - Pilots with licenses expiring soon * **Recency Status** - Pilots needing recency flights * **Flight Hours** - Pilots with specific hour ranges * **Document Status** - Pilots with pending documents Filter options for pilot roster ## Monitoring and Alerts ### Expiration Monitoring Track upcoming expirations: * **License Expirations** - Licenses expiring soon * **Rating Expirations** - Ratings expiring soon * **Medical Expirations** - Medical certificates expiring * **Insurance Expirations** - Insurance expiring ### Recency Alerts Identify pilots needing recency: * **Approaching Recency Limit** - Getting close to losing currency * **Out of Recency** - No longer current * **Low Activity** - Not flying regularly Pilots who are out of recency cannot legally fly. Ensure they complete required flights before allowing them to fly. ## Best Practices Regularly update pilot information, especially license expirations and recency. Outdated information can lead to compliance issues. Set up reminders for upcoming expirations. Proactive monitoring prevents pilots from becoming non-current. Always verify license documents before approving. Ensure information matches your records. Monitor recency requirements regularly. Don't wait until pilots are out of recency to address issues. Keep emergency contact information current. Verify contacts periodically to ensure accuracy. ## Troubleshooting * Verify pilot is a member of the organization * Check if pilot has pilot role assigned * Ensure pilot profile is complete * Verify you're viewing the correct organization * Contact admin if pilot should appear but doesn't * Verify information was entered correctly * Check if license document matches records * Update information manually if needed * Request updated document from pilot * Verify flight logs are being recorded * Check if flights are linked to correct pilot * Ensure flight dates are accurate * Review recency calculation settings ## Related Documentation * [Organization Overview](/business/organization/overview) - Learn about organization features * [Members](/business/organization/members) - Manage pilot membership * [Calendar](/business/organization/calendar) - Schedule flights and training * [Flight Add-on](/business/flight-addon/overview) - Training-specific features # Reports Source: https://docs.pilotflows.com/organization/reports Create and manage incident reports, accident reports, safety reports, and maintenance issues # Reports The Reports module allows you to create and manage safety and incident reports for your organization. Report incidents, accidents, near misses, maintenance issues, and other safety concerns. Track report status, assign reviewers, and ensure proper follow-up. Reports page showing list of incident reports ## Overview The Reports module is a comprehensive incident and safety reporting system. It helps you track and manage various types of reports including incidents, accidents, near misses, maintenance issues, and safety concerns. Ensure proper documentation, review, and resolution of all reported issues. ## Key Features Report incidents and accidents with detailed information, media attachments, and witness accounts. Document near misses and potential safety hazards before they become incidents. Report maintenance problems, equipment failures, and safety concerns related to aircraft or equipment. Submit reports anonymously to encourage reporting without fear of reprisal. Assign reports to reviewers and track resolution progress through workflow stages. Track report status from creation through review, resolution, and archiving. Attach photos, videos, documents, and other media to support your reports. Link reports to specific flight logs for comprehensive incident documentation. ## Getting Started Navigate to **Organization** → **Reports** from your dashboard sidebar. See all reports in your organization: * Incident reports * Accident reports * Near miss reports * Maintenance issues * Other safety reports List of incident reports Use filters to find specific reports: * By type (incident, near miss, maintenance, etc.) * By status (action required, in review, resolved, etc.) * By urgency level * By date range * By assigned reviewer Click **New Report** to create a new incident or safety report. ## Report Types ### Incident/Accident Reports Report actual incidents and accidents: * **Incident Description** - What happened * **Location** - Where it occurred * **Date and Time** - When it happened * **Injuries** - Any injuries sustained * **Equipment Involved** - Related equipment * **Witnesses** - Witness accounts * **Media** - Photos, videos, documents Form for creating an incident report ### Near Miss Reports Document near misses and potential hazards: * **What Almost Happened** - Description of near miss * **Potential Consequences** - What could have happened * **Contributing Factors** - What led to the situation * **Preventive Measures** - How to prevent recurrence ### Maintenance Issue Reports Report maintenance problems: * **Issue Description** - What's wrong * **Equipment** - Which equipment is affected * **Maintenance Type** - Preventive, corrective, emergency * **Urgency** - How urgent is the repair * **Safety Impact** - Safety implications ### Other Report Types Additional report types include: * **Unsafe Behavior** - Report unsafe practices * **Mental Health** - Mental health concerns * **Lost and Found** - Lost or found items * **Feedback/Complaint** - General feedback * **Ethical Concerns** - Ethical issues * **Other** - Other types of reports ## Creating Reports ### Creating a New Report Click **New Report** or **+ Create Report**. Choose the type of report: * Incident/Accident * Near Miss * Maintenance Issue * Unsafe Behavior * Other types Form for creating a new report Provide comprehensive information: * **Title** - Brief description * **Description** - Detailed account * **Location** - Where it occurred * **Date and Time** - When it happened * **Urgency Level** - Low, medium, high, critical * **Anonymous** - Submit anonymously (optional) Include relevant details: * **Injuries** - Any injuries sustained * **Equipment Involved** - Related equipment * **Witnesses** - Witness information * **Media Files** - Photos, videos, documents * **Flight Log Reference** - Link to flight log (if applicable) * **Tags** - Categorization tags Review all information and submit. Report is created and assigned for review. ## Report Status and Workflow ### Report Statuses Reports progress through different statuses: * **Action Required** - Immediate action needed * **Follow Up Needed** - Requires follow-up * **In Review** - Being reviewed * **Resolved** - Issue resolved * **Dismissed** - Report dismissed * **Archived** - Moved to archive Report status indicators ### Report Assignment Assign reports to reviewers: 1. Open report 2. Click **Assign** 3. Select reviewer or role 4. Add assignment notes 5. Save assignment Reviewers can: * View report details * Request additional information * Add comments * Change status * Resolve report ## Report Management ### Viewing Reports Use filters to find reports: * By type * By status * By urgency * By date range * By assigned reviewer * By tags Search by: * Report title * Description content * Report ID * Tags Click on a report to see: * Complete report information * Status and workflow * Comments and updates * Media attachments * Assignment history * Resolution details ### Updating Reports Add comments to reports: * General comments * Status change notes * Information requests * Resolution comments Request additional information: 1. Click **Request Information** 2. Enter request message 3. Submit request 4. Reporter receives notification Update report status: * Move through workflow stages * Resolve when complete * Archive when done * Add status change notes Mark report as resolved: 1. Open report 2. Click **Resolve** 3. Enter resolution comment 4. Save resolution Resolved reports remain accessible for reference but are marked as complete. ## Exporting Reports ### PDF Export Export reports as PDF: * **Individual Report** - Export single report * **Bulk Export** - Export multiple reports * **Formatted Layout** - Professional formatting * **Includes Media** - Attachments included ### Report Archive Archive completed reports: * **Archive Individual** - Archive single report * **Bulk Archive** - Archive multiple reports * **Archive Access** - Archived reports remain accessible * **Restore** - Unarchive if needed ## Best Practices Report incidents and issues as soon as possible. Timely reporting helps prevent recurrence and ensures proper documentation. Provide complete and accurate information. Include all relevant details, witnesses, and media. Encourage anonymous reporting for sensitive issues. This helps ensure all issues are reported. Ensure reports are reviewed and resolved. Don't let reports sit without action. Document how issues were resolved. This helps prevent similar problems in the future. ## Troubleshooting * Verify you have permission to create reports * Check all required fields are filled * Ensure you're in the correct organization * Try refreshing the page * Contact admin if permissions seem incorrect * Check filters aren't hiding the report * Verify report wasn't deleted or archived * Ensure you have permission to view reports * Check if report is anonymous and you're not the creator * Review search criteria * Verify you have assignment permissions * Check reviewer exists and has appropriate role * Ensure report isn't already resolved * Review assignment settings ## Related Documentation * [Organization Overview](/organization/overview) - Learn about organization features * [Aircrafts](/organization/aircrafts) - Report aircraft-related incidents * [Members](/organization/members) - Report member-related issues * [Calendar](/organization/calendar) - Link reports to events # Overview Source: https://docs.pilotflows.com/organization/reports-details Coming soon Coming soon... # Reports Source: https://docs.pilotflows.com/organization/reports/coming-soon Coming soon Coming soon... # Settings Source: https://docs.pilotflows.com/organization/settings Configure your organization settings - profile, billing, modules, API keys, and more # Settings The Settings module allows you to configure all aspects of your organization. Manage your profile, billing, modules, API keys, branding, and various feature-specific settings. Organization settings page showing various configuration options ## Overview Settings is where you customize your organization to match your needs. Configure everything from basic information to advanced integrations, billing, and module activation. ## Key Features Update organization name, description, logo, and basic information. Manage your organization's public profile. Manage subscription, view billing history, update payment methods, and manage your plan. Enable or disable add-on modules like Flight School, Skydiving, and Storage+. Control which features are available. Generate and manage API keys for integrations. Control access to your organization's API. Customize your organization's appearance with logos, colors, and social media links. Configure settings for specific features like accounting, calendar, hangar, and skydiving. ## Getting Started Navigate to **Organization** → **Settings** from your dashboard sidebar. Settings are organized into sections: * **General** - Profile and basic settings * **Accounting** - Financial configuration * **Admin** - Administrative settings * **API Keys** - API access management * **Billing** - Subscription and payments * **Branding** - Visual customization * **Calendar** - Calendar configuration * **Hangar** - Aircraft settings * **Skydiving** - Skydiving-specific settings * **Logs** - Activity and audit logs Settings page showing different sections Start with the most important settings: 1. **Profile** - Set organization name and logo 2. **Accounting** - Configure currency and tax 3. **Modules** - Activate needed add-ons 4. **Branding** - Customize appearance ## Profile Settings ### Basic Information Go to **Settings** → **General** (or main Settings page). Update: * **Organization Name** - Your organization's name * **Description** - Brief description of your organization * **Type** - Organization type (club, school, business, etc.) * **Contact Information** - Email, phone, address * **Website** - Organization website URL Organization profile editing form Add your organization logo: 1. Click **Upload Logo** 2. Select image file 3. Crop/adjust as needed 4. Save Use a high-quality logo image. Recommended size is 400x400 pixels. Logo appears in shop, invoices, and other places. Click **Save** to update your organization profile. ### Social Media Settings Link your social media accounts: * **Facebook** - Facebook page URL * **Instagram** - Instagram profile * **Twitter/X** - Twitter/X handle * **LinkedIn** - LinkedIn page * **YouTube** - YouTube channel * **Other** - Additional social links Social media links appear on your public profile and shop page. ## Billing & Subscription ### Viewing Billing Information Go to **Settings** → **Billing**. See your current subscription: * Plan name and features * Billing cycle (monthly/annual) * Next billing date * Plan limits (members, storage, etc.) Billing page showing subscription details See past invoices and payments: * Invoice dates and amounts * Payment status * Download invoices * View transaction details ### Managing Subscription Upgrade to a higher tier: 1. Go to **Billing** → **Plans** 2. Compare available plans 3. Select upgrade option 4. Complete payment 5. Plan upgrades immediately Upgrading gives you immediate access to new features and higher limits. Downgrade to a lower tier: 1. Go to **Billing** → **Plans** 2. Select lower plan 3. Confirm downgrade 4. Changes take effect at next billing cycle Downgrading may result in loss of features or data. Review what will be affected before downgrading. Change your payment method: 1. Go to **Billing** → **Payment Methods** 2. Add new payment method 3. Set as default 4. Remove old method (optional) Cancel your subscription: 1. Go to **Billing** → **Subscription** 2. Click **Cancel Subscription** 3. Confirm cancellation 4. Access continues until end of billing period Cancelled subscriptions lose access at the end of the billing period. Export important data before cancelling. ## Module Activation ### Available Modules Enable or disable add-on modules: * **Flight School Add-on** - Training management features * **Skydiving Add-on** - Skydiving-specific features * **Storage+** - Enhanced storage capabilities ### Activating Modules Go to **Settings** → **General** → **Module Activation** (or main Settings page). See which modules are available: * Module name and description * Features included * Current status (active/inactive) * Subscription requirements (if any) Toggle module to activate: 1. Click toggle switch 2. Confirm activation 3. Module features become available 4. May require subscription upgrade Some modules require a subscription upgrade. You'll be prompted to upgrade if needed. To disable a module: 1. Toggle switch off 2. Confirm deactivation 3. Module features become unavailable 4. Data is preserved but hidden ## API Keys ### Generating API Keys Go to **Settings** → **API Keys**. Generate a new API key: 1. Click **Generate API Key** 2. Enter key name/description 3. Set permissions (read, write, admin) 4. Generate key 5. Copy key immediately (shown only once) API keys provide access to your organization's data. Keep them secure and never share publicly. Store them securely. View and manage existing keys: * See all active keys * View key permissions * Revoke keys when needed * See last usage date ### API Key Security Best practices: * **Use descriptive names** - Name keys by purpose * **Limit permissions** - Only grant necessary permissions * **Rotate regularly** - Generate new keys periodically * **Revoke unused keys** - Remove keys no longer needed * **Never commit keys** - Don't put keys in code repositories ## Branding ### Customizing Appearance Go to **Settings** → **Branding**. Add branding elements: * **Logo** - Main organization logo * **Icon** - Favicon/small icon * **Prefer Icon Over Logo** - Use icon when space is limited Branding configuration page Customize color scheme: * Primary color * Secondary color * Accent colors Colors appear in shop, invoices, and other branded areas. Preview how branding appears: * Shop page preview * Invoice preview * Email preview ## Feature-Specific Settings ### Accounting Settings Configure financial settings: * **Currency** - Default currency * **Tax Rates** - VAT/sales tax rates * **Invoice Numbering** - Invoice prefix and format * **Payment Terms** - Default payment terms * **Chart of Accounts** - Account structure * **Company Information** - Billing details ### Calendar Settings Configure calendar behavior: * **Default View** - Preferred calendar view * **Week Start Day** - Monday or Sunday * **Time Zone** - Organization time zone * **Working Hours** - Business hours * **Event Types** - Available event types ### Hangar Settings Aircraft management settings: * **Aircraft Categories** - Custom categories * **Maintenance Reminders** - Reminder settings * **Hour Tracking** - Hour type preferences * **Document Templates** - Standard documents ### Skydiving Settings Skydiving-specific configuration: * **Manifest Settings** - Manifest configuration * **Gear Categories** - Equipment categories * **Training Programs** - Program settings * **Jump Types** - Available jump types ## Admin Settings ### Administrative Controls Go to **Settings** → **Admin**. Set administrative preferences: * Member invitation settings * Default roles * Security settings * Data retention policies * Audit logging ## Activity Logs ### Viewing Logs Go to **Settings** → **Logs**. See organization activity: * User actions * System events * Configuration changes * Security events Activity log viewer Filter by: * Date range * User * Action type * Module/feature Export logs for: * Compliance * Auditing * Analysis * Backup ## Best Practices Set up your organization profile completely before inviting members. A complete profile looks professional. Set up feature-specific settings before using those features. This ensures everything works correctly from the start. Periodically review settings to ensure they're still accurate. Update as your organization evolves. Treat API keys like passwords. Never share them publicly and rotate them regularly. Keep payment methods current to avoid service interruptions. Set up payment reminders if needed. ## Troubleshooting * Verify you have admin permissions * Check all required fields are filled * Ensure you're in the correct organization * Try refreshing the page * Contact support if issue persists * Check subscription includes the module * Verify billing is current * Ensure module is available for your plan * Try upgrading plan if needed * Contact support for assistance * Verify key is copied correctly (no extra spaces) * Check key permissions match usage * Ensure key hasn't been revoked * Verify key hasn't expired * Generate new key if needed ## Related Documentation * [Organization Overview](/organization/overview) - Learn about organization features * [Accounting](/organization/accounting) - Accounting settings details * [Members](/organization/members) - Member management settings * [My Account](/organization/my-account) - Personal account settings (different from organization settings) # Overview Source: https://docs.pilotflows.com/organization/settings-details Coming soon Coming soon... # Settings Source: https://docs.pilotflows.com/organization/settings/coming-soon Coming soon Coming soon... # Shop Source: https://docs.pilotflows.com/organization/shop Create an online shop to sell products and services to members and the public # Shop The Shop module allows you to create an online storefront for your organization. Sell products, services, memberships, or merchandise directly through PilotFlows with support for public and member-only products. Organization shop page showing products for sale ## Overview The Shop feature enables you to sell items directly through your organization's website. Products can be visible to the public or restricted to members only. Customers can browse, add items to cart, and complete purchases seamlessly. ## Key Features Create and manage a catalog of products and services with descriptions, images, pricing, and categories. Set product visibility - make items available to everyone or restrict to logged-in members only. Full shopping cart functionality with quantity management, cart persistence, and easy checkout. Streamlined checkout with order confirmation, payment processing, and order management. Organize products into categories for easy browsing. Support for main categories and subcategories. Automatic tax calculation based on configured tax rates. Support for multiple currencies and VAT. ## Getting Started Navigate to **Organization** → **Shop** from your dashboard sidebar, or access the public shop URL. Set up your shop: 1. Go to **Settings** → **Accounting** (for tax and currency) 2. Configure currency 3. Set up tax rates 4. Configure payment methods Shop uses your accounting settings for currency and tax configuration. Ensure these are set up first. Add products to your catalog: 1. Go to **Accounting** → **Products** 2. Click **New Product** 3. Fill in product details 4. Set visibility (public or members only) 5. Save product Products created in Accounting automatically appear in your shop (if visibility allows). Your shop is automatically available once products are added. Share the shop URL with customers. ## Product Management ### Creating Products Products are managed in the Accounting module but appear in your shop: Go to **Accounting** → **Products** → **New Product**. Fill in product information: * **Name** - Product name * **Description** - Detailed description * **SKU** - Stock keeping unit (optional) * **Price** - Unit price * **Tax Rate** - VAT or sales tax rate * **Category** - Product category * **Main Category** - Primary category (Aircraft, Skydiving, Bar, etc.) * **Unit** - Unit of measure (item, hour, etc.) * **Image** - Product image Form for creating a shop product Choose who can see this product: * **Public** - Visible to everyone, including non-members * **Members** - Only visible to logged-in members * **Private** - Not shown in shop (for internal use only) Public products help attract new customers. Member-only products can offer special pricing or exclusive items. Toggle product active/inactive: * **Active** - Product appears in shop * **Inactive** - Product hidden from shop (but not deleted) Use inactive status to temporarily remove products without deleting them. Save the product. It will appear in your shop immediately (if active and visibility allows). ### Product Categories Organize products with categories: * **Aircraft** - Aircraft-related products and services * **Skydiving** - Skydiving gear and services * **School** - Training and educational products * **Bar** - Food and beverage items * **Miscellaneous** - Other products Shop page showing product categories ## Shopping Experience ### Browsing Products Customers can browse your shop: Access the shop via the public URL or from the organization dashboard. Click category buttons to filter products by type. Use "All" to see everything. Use the search bar to find products by: * Product name * Description * SKU * Category Click on a product to see: * Full description * Price (with tax information) * Product image * Category * Add to cart button ### Shopping Cart Click **Add to Cart** on any product. The item is added to your cart and the cart opens. In the cart sidebar: * View all items * Adjust quantities (+/- buttons) * Remove items * See subtotal, tax, and total Shopping cart showing items and totals Your cart is saved: * Persists between sessions (for logged-in users) * Separate carts for logged-in vs. public users * Cart saved in browser storage Logged-in members and public visitors have separate carts. Logging in won't merge carts. Click **Proceed to Checkout** when ready to complete your purchase. ## Checkout Process ### Checkout Steps On the checkout page, review: * All items in your order * Quantities * Prices * Tax breakdown * Total amount Checkout page showing order review Provide required information: * Contact details (if not logged in) * Billing address * Shipping address (if applicable) * Special instructions Choose how to pay: * Online payment (if configured) * Bank transfer * Cash on pickup * Other methods (as configured) Review everything one more time, then click **Place Order**. Receive order confirmation: * Order number * Order summary * Payment instructions (if applicable) * Next steps Orders are automatically created in your accounting system as invoices or orders. ### Order Management After checkout, orders are managed in the Accounting module: * View all orders * Track order status * Process payments * Fulfill orders * Send updates to customers ## Product Visibility ### Public Products Products set to "public" visibility: * Visible to everyone * No login required to view * Can be added to cart by anyone * Great for attracting new customers * Checkout may require account creation ### Member-Only Products Products set to "members" visibility: * Only visible when logged in * Requires member account * Can offer special member pricing * Exclusive products or services * Better for member retention Member-only products won't appear for public visitors. Make sure important products are set to public if you want everyone to see them. ## Pricing and Taxes ### Price Display Prices are shown: * Base price * Tax rate (if applicable) * Total price including tax * Per unit (if unit specified) Example: "€100.00 + 21% VAT" or "€121.00 per hour" ### Tax Calculation Tax is calculated automatically: * Based on product tax rate * Applied to each line item * Shown separately in cart * Included in total Tax rates are configured in Accounting settings. Each product can have its own tax rate. ### Currency Shop uses your organization's currency: * Set in Accounting settings * All prices in that currency * Currency symbol displayed * Consistent across all products ## Shop Customization ### Organization Branding Your shop uses your organization's branding: * Organization logo (if set) * Organization name * Brand colors (if configured) * Consistent with your brand Shop page showing organization branding ### Shop URL Your shop has a public URL: * Format: `/dashboard/[orgId]/organization/shop` * Can be shared publicly * Works for both members and non-members * Bookmark for easy access ## Best Practices Name products clearly and descriptively. Customers should understand what they're buying from the name alone. Include high-quality product images. Visuals help customers make purchasing decisions. Provide comprehensive product descriptions. Include specifications, usage, and any important details. Use public visibility for items you want to sell to everyone. Use member-only for exclusive or special items. Use categories to help customers find products. Don't put everything in "Miscellaneous." Regularly review and update prices. Ensure tax rates are correct for your location. ## Troubleshooting * Check product is set to "Active" * Verify visibility is "Public" or "Members" (not "Private") * Ensure you're viewing the correct organization's shop * Try refreshing the page * Check if shop module is enabled * Check browser settings allow localStorage * Try a different browser * Ensure cookies are enabled * Clear browser cache and try again * Verify tax rates in Accounting settings * Check product tax rate is set correctly * Ensure currency matches your location * Review tax configuration * Verify all required fields are filled * Check payment method is configured * Ensure you have necessary permissions * Try logging in if checking out as guest ## Related Documentation * [Organization Overview](/organization/overview) - Learn about organization features * [Accounting](/organization/accounting) - Manage products and orders * [Settings](/organization/settings) - Configure shop and payment settings # Overview Source: https://docs.pilotflows.com/organization/shop-details Coming soon Coming soon... # Shop Source: https://docs.pilotflows.com/organization/shop/coming-soon Coming soon Coming soon... # Certificates Source: https://docs.pilotflows.com/personal/certificates/coming-soon/index Certificates and credentials management in PilotFlows. Track your pilot and skydiver certifications. (Coming soon) Coming soon... # Overview Source: https://docs.pilotflows.com/personal/certificates/coming-soon/overview Coming soon Coming soon... # Community Source: https://docs.pilotflows.com/personal/community/coming-soon/index Connect with the PilotFlows community. Network with pilots, skydivers, and aviation professionals. (Coming soon) Coming soon... # Overview Source: https://docs.pilotflows.com/personal/community/coming-soon/overview Coming soon Coming soon... # Home Source: https://docs.pilotflows.com/personal/home/coming-soon/index Personal dashboard in PilotFlows. Quick access to your activity, logbook, and account. (Coming soon) Coming soon... # Overview Source: https://docs.pilotflows.com/personal/home/coming-soon/overview Coming soon Coming soon... # Logbook Source: https://docs.pilotflows.com/personal/logbook/coming-soon/index Digital flight and jump logbook in PilotFlows. Log flights, track hours, and manage your aviation records. (Coming soon) Coming soon... # Overview Source: https://docs.pilotflows.com/personal/logbook/coming-soon/overview Coming soon Coming soon... # Messages Source: https://docs.pilotflows.com/personal/messages/coming-soon/index Messages and notifications in PilotFlows. Stay connected with your organization and community. (Coming soon) Coming soon... # Overview Source: https://docs.pilotflows.com/personal/messages/coming-soon/overview Coming soon Coming soon... # Calendar Source: https://docs.pilotflows.com/school/calendar Schedule and manage theory courses, ground school, and classroom training # Theory Calendar The Theory Calendar helps you schedule and manage classroom-based training including ground school courses, exams, briefings, and seminars. Coordinate instructor availability and track student attendance. Theory calendar showing scheduled courses ## Overview The Theory Calendar is specifically designed for scheduling and managing theory-based training. Unlike the general organization calendar, this calendar focuses on classroom courses, ground school sessions, exams, and briefings. ## Key Features Schedule theory courses with specific dates, times, locations, and instructors. Set up recurring courses. View calendar in month, week, day, or list format. Switch views to see different time perspectives. Enroll students in courses. Track who's registered and manage course capacity. Record and track student attendance for each course session. Assign instructors to courses. View instructor schedules and availability. Support for different course types: Ground School, Exams, Briefings, Seminars, and more. ## Getting Started Navigate to **Flight School** → **Calendar** from your dashboard sidebar. See scheduled theory courses: * Current month view (default) * Color-coded by course type * Instructor assignments visible * Student enrollment counts Calendar showing theory courses Change calendar view: * **Month** - See entire month * **Week** - Detailed weekly view * **Day** - Single day focus * **List** - Chronological list ## Creating Theory Courses ### Basic Course Creation Click **New Course** or click on a time slot in the calendar. Provide course information: * **Course Name** - e.g., "PPL Ground School - Aerodynamics" * **Course Type** - Ground School, Exam, Briefing, Seminar * **Date & Time** - Start and end times * **Location** - Classroom or venue * **Description** - Course content overview Form for creating a theory course Select instructor: * Choose from available instructors * See instructor availability * Assign primary instructor * Add co-instructors (if applicable) Define course capacity: * Maximum students * Minimum students (for course to run) * Waitlist enabled (optional) Optionally link to training program: * Select program * Link to specific module * Course appears in program curriculum Save the course. It appears on the calendar and is available for student enrollment. ### Recurring Courses When creating a course, enable **Recurring Course**. Choose pattern: * **Weekly** - Same day each week * **Bi-weekly** - Every two weeks * **Monthly** - Same date each month * **Custom** - Other patterns Define when recurrence ends: * After X occurrences * On specific date * No end date (ongoing) Save. All occurrences are created automatically. You can edit individual occurrences or the entire series. Changes to one occurrence don't affect others unless you update the series. ## Course Types ### Ground School Classroom instruction courses: * **Aerodynamics** - Principles of flight * **Aircraft Systems** - Aircraft systems and operations * **Navigation** - Navigation and flight planning * **Meteorology** - Weather and meteorology * **Regulations** - Aviation regulations * **Other Topics** - Additional ground school subjects ### Exams Written examinations: * **Progress Exams** - Mid-course assessments * **Final Exams** - End-of-course tests * **Mock Exams** - Practice examinations * **Official Exams** - Regulatory exams ### Briefings Pre-flight and post-flight briefings: * **Pre-Flight Briefings** - Before flight sessions * **Post-Flight Debriefings** - After flight sessions * **Safety Briefings** - Safety-related briefings * **Operational Briefings** - Operational updates ### Seminars Specialized training sessions: * **Safety Seminars** - Safety training * **Advanced Topics** - Advanced subjects * **Guest Speakers** - External presentations * **Workshops** - Hands-on training ## Student Enrollment ### Enrolling Students Click on a course in the calendar to view details. Click **Enroll Students** or **Manage Enrollment**. Choose students to enroll: * Search by name * Filter by training program * Select multiple students * Check capacity limits Review enrollment: * Verify students are eligible * Check course capacity * Confirm enrollment Optionally notify students: * Course details * Date and time * Location * Preparation requirements ### Enrollment Management See who's enrolled: * Student list * Enrollment status * Attendance history * Contact information If course is full: * Add students to waitlist * Automatic enrollment if space opens * Notify waitlisted students * Manage waitlist priority Remove students from course: * Individual cancellation * Bulk cancellation * Automatic waitlist enrollment * Send cancellation notice ## Attendance Tracking ### Recording Attendance On the course date, open the course details. Click **Take Attendance** or **Mark Attendance**. For each enrolled student: * **Present** - Attended the session * **Absent** - Did not attend * **Late** - Arrived late * **Excused** - Absence excused Save attendance records. System updates student records automatically. Attendance records are important for compliance and tracking student participation. ### Attendance Reports View attendance data: * **Per Course** - Attendance for specific course * **Per Student** - Student's attendance across courses * **Overall** - Organization-wide attendance * **By Date Range** - Attendance within period Attendance recording interface ## Calendar Views ### Month View See entire month: * All scheduled courses * Color-coded by type * Quick overview * Easy navigation ### Week View Detailed weekly schedule: * Day-by-day breakdown * Time slots visible * Instructor assignments * Student counts ### Day View Focus on single day: * Hour-by-hour schedule * Detailed course information * All courses for the day * Time conflicts visible ### List View Chronological list: * Upcoming courses * Course details * Enrollment status * Easy to scan ## Filtering and Search ### Filter Options Filter courses by: * **Course Type** - Ground School, Exam, etc. * **Instructor** - Courses by specific instructor * **Training Program** - Courses linked to programs * **Date Range** - Courses within period * **Status** - Upcoming, completed, cancelled ### Search Search for courses: * By course name * By instructor name * By location * By training program Filter options for calendar ## Best Practices Schedule courses well ahead of time. This helps with instructor and student planning. Establish naming conventions for courses. Makes them easier to find and understand. Set realistic capacity limits based on classroom size and teaching methods. Record attendance immediately after each session. Don't let it accumulate. Link courses to training programs when applicable. This helps track curriculum completion. ## Troubleshooting * Check date range and filters * Verify course is saved * Ensure you have calendar access * Check if course was cancelled * Refresh the page * Verify course capacity isn't full * Check students are in correct training program * Ensure students are organization members * Verify enrollment permissions * Check all fields are filled * Verify course date matches current date * Ensure you have permission to record attendance * Try refreshing and saving again ## Related Documentation * [Flight School Overview](/school/overview) - Learn about Flight School module * [Training Programs](/school/training) - Link courses to programs * [Students](/school/students) - Manage student enrollment * [My Training](/school/my-training) - Instructor view of assigned courses # Overview Source: https://docs.pilotflows.com/school/calendar-details Coming soon Coming soon... # My Training Source: https://docs.pilotflows.com/school/my-training Instructor view of assigned training sessions and availability management # My Training My Training is the instructor-focused portal for the Flight School module. View your assigned training sessions, manage your availability calendar, and track your teaching schedule and student assignments. My Training page showing instructor assignments ## Overview My Training provides instructors with a personalized view of their training responsibilities. See all assigned sessions, manage availability, set recurring patterns, and coordinate your teaching schedule. ## Key Features View all training sessions assigned to you including theory courses, flight lessons, and briefings. Set your available and unavailable times. Block out periods when you cannot teach. Configure recurring availability patterns. Set regular available/unavailable times. See students assigned to you. View their progress and upcoming training needs. View detailed information about each assigned session including students, objectives, and requirements. Quickly access common actions like recording training, updating availability, and viewing student progress. ## Getting Started Navigate to **Flight School** → **My Training** from your dashboard sidebar. See all your upcoming training sessions: * Theory courses you're teaching * Flight lessons assigned to you * Briefings and debriefings * Scheduled dates and times Instructor dashboard showing assigned sessions Check your teaching schedule: * Upcoming sessions * Time conflicts * Availability gaps * Student assignments ## Viewing Assigned Sessions ### Session List See all your assigned training: * **Upcoming Sessions** - Future training sessions * **Today's Sessions** - Sessions scheduled for today * **Past Sessions** - Completed training (for reference) * **Cancelled Sessions** - Cancelled or rescheduled sessions ### Session Details Click on any session to view details. See complete session information: * Date and time * Duration * Location (for theory courses) * Students assigned * Training objectives * Aircraft (for flight lessons) * Prerequisites * Notes From session details: * Record training completion * Update student progress * Reschedule session * Cancel session * View student profiles ## Availability Management ### Setting Availability In My Training, go to **Availability** or **My Availability**. See your current availability: * Available times (green) * Unavailable times (red) * Recurring patterns * One-time blocks Instructor availability calendar Mark times as unavailable: 1. Click on time slot 2. Select **Mark Unavailable** 3. Enter reason (optional) 4. Set duration 5. Save Block unavailable times to prevent scheduling conflicts. Administrators see your availability when scheduling. Mark times as available: 1. Select time period 2. Click **Mark Available** 3. Set duration 4. Save Available times allow administrators to schedule you for training. ### Recurring Availability Patterns Set up regular availability: 1. Go to **Availability** → **Recurring Patterns** 2. Click **New Pattern** 3. Select pattern type Set pattern details: * **Weekly Pattern** - Same times each week * **Days** - Which days of week * **Time Range** - Start and end times * **Available/Unavailable** - Pattern type * **Start Date** - When pattern begins * **End Date** - When pattern ends (optional) Common patterns: * Available Monday-Friday, 9am-5pm * Unavailable every Saturday * Available Tuesday/Thursday evenings * Unavailable first Monday of each month Recurring patterns automatically apply to your calendar. You can override them with one-time blocks. Save the pattern. It applies automatically to your calendar. ### Managing Patterns Modify existing patterns: 1. Open pattern 2. Edit details 3. Save changes Changes apply going forward. Remove recurring pattern: 1. Open pattern 2. Click **Delete** 3. Confirm deletion Pattern stops applying, but existing blocks remain. Temporarily override recurring pattern: * Create one-time availability block * One-time blocks take precedence * Pattern resumes after override period ## Student Assignments ### Viewing Your Students In My Training, go to **My Students** or **Student Assignments**. View students assigned to you: * Student name and contact * Training program * Progress percentage * Next scheduled session * Last training date List of students assigned to instructor Click on student to see: * Complete profile * Training progress * Lesson history * Performance metrics * Upcoming sessions ### Student Progress Track your students' progress: * **Completed Lessons** - Lessons finished * **Current Module** - Where student is now * **Hours Logged** - Flight and ground hours * **Requirements** - Completed requirements * **Performance** - Grades and assessments ## Recording Training ### After Training Session After completing a training session, open the session from My Training. Click **Record Training** or **Complete Session**. Provide session information: * **Duration** - Actual session duration * **Hours** - Hours logged (flight/ground) * **Tasks Completed** - What was accomplished * **Student Performance** - How student performed * **Notes** - Additional observations * **Next Steps** - Recommendations Update student progress: * Mark tasks as completed * Update module progress * Record requirements met * Note areas needing work Save the training record. System updates: * Student progress * Training history * Hours logged * Requirements status Training records are important for compliance and tracking. Record them promptly after each session. ## Calendar Integration ### Viewing Your Schedule My Training integrates with your calendar: * **Assigned Sessions** - Appear on your calendar * **Availability Blocks** - Show unavailable times * **Conflicts** - Highlight scheduling conflicts * **Gaps** - Show available time slots ### Calendar Sync Your availability syncs with: * Organization calendar * Training scheduling system * Administrator views * Student booking (if enabled) ## Best Practices Update your availability regularly. Accurate availability helps administrators schedule effectively. Set up recurring patterns for regular availability. Saves time and ensures consistency. Record training sessions immediately after completion. Don't let records accumulate. Check your schedule weekly. Identify conflicts early and communicate with administrators. Provide detailed notes on student performance. This helps track progress and identify issues. ## Troubleshooting * Verify you're assigned as instructor * Check date range and filters * Ensure Flight School module is enabled * Refresh the page * Contact administrator if sessions should appear * Verify you have instructor permissions * Check if availability management is enabled * Ensure you're in the correct organization * Try refreshing the page * Verify session is assigned to you * Check if session date has passed * Ensure you have permission to record training * Review required fields ## Related Documentation * [Flight School Overview](/school/overview) - Learn about Flight School module * [Training Programs](/school/training) - Understand training structure * [Students](/school/students) - View student management * [Calendar](/school/calendar) - Theory course scheduling # Overview Source: https://docs.pilotflows.com/school/my-training-details Coming soon Coming soon... # My Training Source: https://docs.pilotflows.com/school/my-training/coming-soon Coming soon Coming soon... # School Overview Source: https://docs.pilotflows.com/school/overview Flight school management in PilotFlows: students, training programs, instructors, and curriculum. For flight schools and training organizations. Coming soon... # Overview Source: https://docs.pilotflows.com/school/overview-details Coming soon Coming soon... # Students Source: https://docs.pilotflows.com/school/students Complete guide to managing students, enrollment, and tracking progress # Students The Students section provides a centralized view of all students enrolled in your flight training programs. Manage student enrollment, track progress, and monitor individual achievements. ## Overview The Students page displays all students associated with your organization and their enrollment status across training programs. \[Screenshot: Students list showing student information, enrollment status, and progress indicators] ## Viewing Students Go to **Flight School** → **Students** from your organization dashboard. The students list displays: * Student name and contact information * Profile photo (if available) * Enrollment status * Active training programs * Progress indicators \[Screenshot: Table view of students with columns for name, email, programs, and status] Use the search and filter options: * **Search** - Search by name or email * **Program Filter** - Filter by training program * **Status Filter** - Filter by enrollment status * **Sort Options** - Sort by name, enrollment date, or progress ## Student Details Click on a student's name or row to view their detailed profile. The student profile shows: * **Personal Information** - Name, email, phone, address * **Profile Photo** - Student profile image * **Enrolled Programs** - Training programs the student is enrolled in * **Progress Tracking** - Module completion status * **Training Records** - History of training sessions * **Certificates** - Earned certificates and achievements \[Screenshot: Detailed student profile showing personal info, programs, and progress] See detailed progress for each enrolled program: * Completed modules * In-progress modules * Upcoming modules * Flight time logged * Training records summary Progress is automatically calculated based on training records and module completion status. ## Enrolling Students in Training Programs Students must be enrolled in training programs to track their progress and create training records. ### Enrolling a Student From the Students page, you can enroll students in two ways: * Click **Enroll Student** button * Or navigate to a training program and use the **Students** tab Choose the student to enroll from the list of organization members. \[Screenshot: Dialog showing student selection and enrollment options] Students must be members of your organization before they can be enrolled in training programs. Add them as members first if needed. Choose the training program to enroll the student in: * Select from available programs * View program details and requirements * Check prerequisites if applicable Configure enrollment information: * **Enrollment Date** - When the student starts or started the program * **Expected Completion** - Target completion date (optional) * **Notes** - Additional enrollment notes Setting accurate enrollment dates helps track program duration and compliance with training timelines. Review the enrollment details and click **Enroll** to add the student to the program. The student will appear in the program's student list and can now have training records created for them. ### Enrolling Multiple Students Use checkboxes to select multiple students from the list. Click **Bulk Actions** → **Enroll in Program**. Select the training program for bulk enrollment. Set a common enrollment date for all selected students. Confirm to enroll all selected students in the program simultaneously. Bulk enrollment saves time when enrolling multiple students in the same program. ## Tracking Student Progress Monitor individual student progress through their enrolled training programs. ### Viewing Progress Click on a student to view their detailed profile and progress. Click on the **Progress** tab or section to see detailed progress information. For each enrolled program, see: * **Module Completion** - Which modules are completed, in progress, or pending * **Flight Time** - Total flight time logged by category * **Training Sessions** - Number of training records * **Completion Percentage** - Overall program progress \[Screenshot: Progress dashboard showing module completion, flight time, and training statistics] Click on individual modules to see: * Module completion status * Training records for the module * Requirements met * Grading results (if applicable) Access the student's training records: * Chronological list of training sessions * Instructor notes * Flight log details * Module associations ### Progress Indicators The system provides visual indicators for student progress: * **Completed** - Module or program fully completed * **In Progress** - Currently active training * **Pending** - Not yet started * **At Risk** - Behind schedule or missing requirements Progress indicators help identify students who may need additional support or attention. ## Managing Student Enrollment ### Editing Enrollment Navigate to the student's profile or the program's student list. Click **Edit Enrollment** to modify: * Enrollment date * Expected completion date * Enrollment notes * Program assignment Click **Save** to update enrollment information. ### Removing Enrollment From the program's student list, select the student to remove. Click **Remove Enrollment** or use the actions menu. Removing enrollment may affect training records and progress tracking. Consider archiving instead of removing if historical data is important. Confirm the removal. The student will no longer appear in the program's student list, but historical training records will be preserved. ## Student Communication View student contact details from their profile: * Email address * Phone number * Mailing address Use the messaging system to communicate with students: * Send training updates * Schedule reminders * Provide feedback Regular communication helps keep students engaged and informed about their training progress. ## Exporting Student Data Choose students to export using checkboxes or filters. Click **Export** and choose format: * **CSV** - For spreadsheet analysis * **PDF** - For reports and documentation \[Screenshot: Export dialog showing format options and data selection] Choose which information to include: * Personal information * Enrollment details * Progress data * Training records summary Click **Export** to generate and download the file. Exports are useful for reporting, analysis, and maintaining external records. ## Best Practices **Regular Progress Reviews** Schedule regular check-ins with students to review progress and address any concerns or questions. **Accurate Enrollment Dates** Set accurate enrollment dates to ensure proper progress tracking and compliance with training timelines. **Maintain Student Profiles** Keep student contact information and profiles up to date to ensure effective communication. **Data Privacy** Ensure compliance with data protection regulations when managing student information. Only authorized personnel should have access to student data. ## Troubleshooting ### Student Not Appearing * Verify the student is a member of your organization * Check enrollment status * Ensure proper permissions ### Progress Not Updating * Verify training records are being created * Check module completion status * Ensure records are linked to correct modules ### Enrollment Errors * Confirm student is an organization member * Verify training program exists and is active * Check for duplicate enrollments ## Related Documentation * [Training Programs](/school/training) - Managing training programs and modules * [Calendar](/school/calendar) - Scheduling theory courses * [Overview](/school/overview) - Flight School overview # Overview Source: https://docs.pilotflows.com/school/students-details Coming soon Coming soon... # Students Source: https://docs.pilotflows.com/school/students/coming-soon Coming soon Coming soon... # Training Source: https://docs.pilotflows.com/school/training Create and manage training programs, modules, and curriculum for flight training # Training Programs Training Programs (also called Syllabus) are the foundation of your flight training operations. Create comprehensive training programs with modules, curriculum, and structured learning paths for different license types. Training programs list showing available programs ## Overview Training Programs define the structure and content of your flight training offerings. Each program contains theory modules, practical training modules, curriculum details, and settings that guide student training from enrollment to certification. ## Key Features Create training programs for different license types (PPL, CPL, IR, etc.) with custom structure and requirements. Define classroom-based theory components including ground school topics, exams, and briefings. Create practical flight training modules with lessons, tasks, and skill requirements. Detailed curriculum section with lesson plans, learning objectives, legal documents, and annexes. Enroll students in programs and track their progress through modules and requirements. Monitor student progress through each module and track completion of requirements. ## Program Structure Each training program consists of four main tabs plus a separate Curriculum section: ### Theory Tab (Default) Classroom-based theory components: * Ground school courses * Written exam preparation * Briefings and seminars * Theory requirements ### Modules Tab Practical flight training components: * Flight training modules * Lessons and tasks * Skill requirements * Practical assessments ### Students Tab Student enrollment and management: * Enrolled students list * Enrollment status * Progress overview * Student management ### Settings Tab Program configuration: * Program name and description * License type * Requirements * Metadata ### Curriculum Section Comprehensive curriculum details: * Detailed lesson plans * Learning objectives * Legal documents * Annexes and references Training program showing tabs and sections ## Creating Training Programs Navigate to **Flight School** → **Training** from your dashboard sidebar. Click **New Training Program** or **Create Program**. Provide program details: * **Program Name** - e.g., "Private Pilot License (PPL)" * **Description** - Brief description of the program * **License Type** - PPL, CPL, IR, etc. * **Duration** - Expected program duration (optional) * **Prerequisites** - Required prerequisites (optional) Form for creating a new training program Set program configuration: * Minimum hours required * Maximum students per program * Certification requirements * Other program-specific settings You can modify settings later, but it's best to set up core requirements from the start. Save the program. You can now add modules and curriculum. ## Theory Modules ### Adding Theory Modules In your training program, click the **Theory** tab (default tab). Click **Add Theory Module** or **New Module**. Enter module details: * **Module Name** - e.g., "Aerodynamics" * **Description** - Module content overview * **Duration** - Expected hours or sessions * **Order** - Sequence in program * **Requirements** - What must be completed Within each module, add specific topics: * Topic name * Learning objectives * Content outline * Assessment requirements Define completion requirements: * Attendance requirements * Exam requirements * Minimum scores * Other prerequisites ### Theory Module Types Common theory module types: * **Ground School** - Classroom instruction * **Written Exam Prep** - Exam preparation courses * **Briefings** - Pre-flight and post-flight briefings * **Seminars** - Specialized topics * **Online Courses** - E-learning components ## Training Modules ### Adding Training Modules Click the **Modules** tab in your training program. Click **Add Training Module** or **New Module**. Enter module information: * **Module Name** - e.g., "Basic Flight Maneuvers" * **Description** - Module overview * **Aircraft Type** - Required aircraft (if specific) * **Prerequisites** - Required completed modules * **Order** - Sequence in training Within each module, create lessons: * Lesson name and number * Lesson objectives * Duration * Required skills * Completion criteria For each lesson, specify tasks: * Task name * Task description * Performance standards * Assessment criteria * Required repetitions ### Training Module Structure Modules typically follow this structure: * **Phase 1: Basic Training** - Initial flight training * **Phase 2: Solo Preparation** - Pre-solo training * **Phase 3: Solo Flight** - Solo flight requirements * **Phase 4: Cross-Country** - Navigation training * **Phase 5: Advanced** - Advanced maneuvers * **Phase 6: Checkride Prep** - Practical test preparation Training modules showing lessons and tasks ## Curriculum Section ### Accessing Curriculum In your training program, navigate to the **Curriculum** section (separate from main tabs). See organized curriculum with: * Lesson plans * Learning objectives * Legal documents * Annexes ### Managing Curriculum Create detailed lesson plans: * Lesson objectives * Content outline * Teaching methods * Materials needed * Assessment methods * Time allocation Define clear learning objectives: * What students will learn * Performance standards * Assessment criteria * Prerequisites Attach required legal documents: * Regulatory requirements * Compliance documents * Certification standards * Legal references Add supplementary materials: * Reference documents * Additional resources * Forms and checklists * Supporting materials ## Student Enrollment ### Enrolling Students Click the **Students** tab in your training program. Click **Enroll Student** or **Add Student**. Choose from organization members: * Search by name * Filter by status * Select student Configure enrollment: * Start date * Expected completion date * Primary instructor (optional) * Notes Save enrollment. Student is now enrolled and can begin training. ### Managing Enrollments See all students in the program: * Student name and contact * Enrollment date * Progress percentage * Current module * Status Monitor each student's progress: * Completed modules * Current module * Requirements met * Hours logged * Performance metrics Modify enrollment details: * Change status * Update dates * Assign instructor * Add notes ## Program Settings ### Configuration Options Click the **Settings** tab in your training program. Set program-wide settings: * Program name and description * License type and category * Minimum hours required * Maximum enrollment * Certification requirements * Other metadata Define program requirements: * Minimum flight hours * Minimum ground hours * Required solo flights * Cross-country requirements * Exam requirements * Checkride requirements Save all configuration changes. ## Training Records ### Creating Training Records Training records can be created from: * Student profile * Module view * Calendar (after lesson) * Training module details After a training session: 1. Select student 2. Choose module and lesson 3. Enter session details: * Date and time * Duration * Instructor * Aircraft (if applicable) * Tasks completed * Performance notes 4. Save record System automatically updates: * Student progress * Module completion * Hours logged * Requirements status ## Best Practices Design your program structure before creating modules. Think about the logical flow of training. Name modules and lessons clearly. Students and instructors should understand what each covers. Be specific about completion requirements. Ambiguity leads to confusion and inconsistent training. Regularly review and update curriculum to reflect regulatory changes and best practices. Maintain detailed curriculum documentation. This helps with compliance and consistency. ## Troubleshooting * Verify you have permission to create programs * Check if Flight School module is enabled * Ensure you're in the correct organization * Try refreshing the page * Contact admin if permissions seem incorrect * Check all required fields are filled * Verify module name is unique * Ensure program is saved first * Try saving individual modules separately * Review error messages * Verify students are enrolled in the program * Check student has appropriate permissions * Ensure program is active * Verify student is viewing correct organization ## Related Documentation * [Flight School Overview](/school/overview) - Learn about Flight School module * [Students](/school/students) - Student management and enrollment * [Calendar](/school/calendar) - Schedule theory courses * [My Training](/school/my-training) - Instructor training view # Overview Source: https://docs.pilotflows.com/school/training-details Coming soon Coming soon... # Training Source: https://docs.pilotflows.com/school/training/coming-soon Coming soon Coming soon... # Gear Source: https://docs.pilotflows.com/skydiving/gear Manage skydiving equipment including parachutes, containers, reserves, and AADs # Gear The Gear module helps you track and manage all skydiving equipment. Monitor parachute systems, containers, reserves, AADs, and other gear. Track inspections, maintenance, and assignments to ensure all equipment is safe and properly maintained. Gear management page showing equipment inventory ## Overview The Gear module provides comprehensive equipment management for dropzones and skydiving organizations. Track all gear, monitor inspections, manage assignments, and ensure equipment safety and compliance. ## Key Features Complete inventory of all skydiving equipment including parachutes, containers, reserves, and AADs. Monitor inspection dates and requirements. Set reminders for upcoming inspections. Assign gear to skydivers. Track who has what equipment and when it was assigned. Track maintenance and repairs. Record service history for each piece of equipment. Track gear status: available, in use, maintenance, retired. Know what's available for use. Attach inspection certificates, maintenance records, and other gear-related documents. ## Getting Started Navigate to **Skydiving** → **Gear** from your dashboard sidebar. See all equipment in your inventory: * Equipment type and name * Current status * Inspection dates * Assigned to (if applicable) * Last maintenance List of gear showing key information Click **Add Gear** to register new equipment in your inventory. ## Adding Gear ### Registering Equipment Click **Add Gear** or **Register Equipment**. Choose equipment type: * **Parachute System** - Complete rig (main + reserve + container) * **Main Parachute** - Main canopy only * **Reserve Parachute** - Reserve canopy * **Container/Harness** - Container and harness system * **AAD** - Automatic Activation Device * **Other** - Other equipment Form for adding new gear Provide equipment information: * **Name/Identifier** - Equipment name or serial number * **Manufacturer** - Who made it * **Model** - Equipment model * **Serial Number** - Serial number * **Purchase Date** - When acquired * **Purchase Price** - Cost (optional) Set equipment status: * **Available** - Ready for use * **In Use** - Currently assigned * **Maintenance** - In for service * **Retired** - No longer in service Provide inspection details: * **Last Inspection Date** - When last inspected * **Next Inspection Due** - When next inspection required * **Inspection Type** - Type of inspection * **Inspector** - Who performed inspection * **Inspection Certificate** - Upload certificate Save the equipment. It's now in your inventory and available for tracking. ## Gear Types ### Parachute Systems Complete rigs including: * Main parachute * Reserve parachute * Container/harness * AAD (if applicable) * All components together ### Main Parachutes Main canopies: * Canopy size * Canopy type (sport, performance, etc.) * Pack volume * Line length * Other specifications ### Reserve Parachutes Reserve canopies: * Reserve size * Reserve type * Pack date * Inspection requirements * Certification ### Containers/Harnesses Container systems: * Container size * Harness size * Manufacturer * Model * Fitting requirements ### AADs Automatic Activation Devices: * AAD type (Cypres, Vigil, etc.) * Serial number * Activation altitude * Last service date * Service requirements ## Inspection Management ### Tracking Inspections See inspection status for all gear: * Current inspections * Upcoming inspections * Overdue inspections * Inspection history Configure reminders: * Days before inspection due * Notification method * Reminder frequency After inspection: 1. Open gear item 2. Click **Record Inspection** 3. Enter inspection details 4. Upload certificate 5. Set next inspection date 6. Save ### Inspection Types Different inspection types: * **Annual Inspection** - Yearly inspection * **Repack** - Parachute repack * **Line Check** - Line inspection * **AAD Service** - AAD maintenance * **Other** - Other inspection types Never allow gear to be used past inspection expiration. Expired inspections mean equipment cannot be used. ## Gear Assignments ### Assigning Gear Assign gear to skydiver: 1. Open gear item 2. Click **Assign** 3. Select skydiver 4. Verify inspection is current 5. Set assignment date 6. Save assignment Before assignment, verify: * Gear inspection is current * Gear status is available * Skydiver is authorized * Gear is appropriate for skydiver ### Managing Assignments See all gear assignments: * What gear is assigned * Who has what gear * Assignment dates * Assignment history Remove assignment: 1. Open assignment 2. Click **Unassign** 3. Confirm unassignment 4. Gear becomes available Unassigning gear doesn't affect gear records. It just makes the gear available for others. Transfer gear between skydivers: 1. Unassign from current skydiver 2. Assign to new skydiver 3. Update assignment records ## Maintenance Management ### Recording Maintenance After maintenance work: 1. Open gear item 2. Go to **Maintenance** tab 3. Click **Add Maintenance** 4. Enter details Provide information: * **Date** - When maintenance performed * **Type** - Type of maintenance * **Description** - What was done * **Cost** - Maintenance cost (optional) * **Technician** - Who performed work * **Documents** - Upload receipts/certificates Update gear status: * **Available** - Ready for use after maintenance * **Maintenance** - Still in service * **Other** - Other status as needed ### Maintenance Types Common maintenance types: * **Repair** - Equipment repair * **Service** - Regular service * **Modification** - Equipment modification * **Replacement** - Component replacement * **Inspection** - Maintenance inspection ## Gear Status ### Status Types Track equipment status: * **Available** - Ready for use * **In Use** - Currently assigned to skydiver * **Maintenance** - In for service or repair * **Retired** - No longer in service * **Reserved** - Reserved for specific use ### Status Management Change gear status as needed: 1. Open gear item 2. Click **Change Status** 3. Select new status 4. Add reason (optional) 5. Save System alerts when: * Inspection expiring soon * Inspection overdue * Maintenance needed * Status changes ## Filtering and Search ### Search Options Find gear quickly: * **By Type** - Filter by equipment type * **By Status** - Show available, in use, etc. * **By Inspection** - Filter by inspection status * **By Assignment** - Gear assigned to specific skydiver * **By Name/Serial** - Search by identifier ### Advanced Filters Use filters for specific views: * **Inspection Due** - Gear needing inspection * **Overdue Inspections** - Past inspection date * **Assigned Gear** - Currently assigned equipment * **Available Gear** - Ready for assignment * **Maintenance Status** - Gear in maintenance Filter options for gear inventory ## Best Practices Register all gear in the system. Don't skip items - complete inventory is essential for safety. Set reminders for inspections well in advance. Never allow gear to be used past inspection expiration. Record all maintenance and inspections. Good records support safety and compliance. Always verify inspection status before assigning gear. Expired inspections mean gear cannot be used. Update gear status immediately when it changes. Accurate status ensures proper availability tracking. ## Troubleshooting * Verify gear inspection is current * Check gear status is available * Ensure skydiver is authorized * Verify gear isn't already assigned * Review assignment permissions * Check all required fields are filled * Verify inspection date is correct * Ensure you have permission to record inspections * Try refreshing the page * Review error messages * Check filters aren't hiding gear * Verify gear status * Ensure gear is assigned to organization * Review search criteria * Try clearing filters ## Related Documentation * [Skydiving Overview](/skydiving/overview) - Learn about Skydiving add-on * [Skydivers](/skydiving/skydivers) - View gear assignments * [Manifest](/skydiving/manifest) - Use gear in jump operations * [Training](/skydiving/training) - Training equipment # Overview Source: https://docs.pilotflows.com/skydiving/gear-details Coming soon Coming soon... # Gear Source: https://docs.pilotflows.com/skydiving/gear/coming-soon Coming soon Coming soon... # Manifest Source: https://docs.pilotflows.com/skydiving/manifest Coordinate jump manifests, load planning, and daily skydiving operations # Manifest The Manifest module helps you coordinate daily jump operations. Plan loads, assign skydivers to aircraft, organize jump sequences, and manage the flow of skydiving operations throughout the day. Manifest page showing jump loads and assignments ## Overview The Manifest system is the central hub for daily skydiving operations. Create manifests for each day, plan loads, assign skydivers to aircraft positions, and track completed jumps. Ensure smooth operations and proper organization. ## Key Features Create manifests for each operational day. Plan loads and organize skydivers for efficient operations. Organize skydivers into loads based on experience, discipline, and jump objectives. Assign skydivers to specific positions in the aircraft. Plan loading sequences for optimal organization. Track completed jumps, update jump counts, and monitor daily operations progress. Verify skydiver currency, gear inspections, and licenses before allowing jumps. Update manifest in real-time as operations progress. Keep everyone informed of current status. ## Getting Started Navigate to **Skydiving** → **Manifest** from your dashboard sidebar. See the manifest for today: * Scheduled loads * Assigned skydivers * Aircraft assignments * Jump status Manifest showing loads and skydiver assignments Click **New Manifest** to create a manifest for a specific date. ## Creating Manifests ### Daily Manifest Creation Click **New Manifest** or select a date to create manifest. Choose the date for this manifest: * Today (default) * Tomorrow * Future date * Copy from previous day Set manifest options: * **Aircraft** - Which aircraft(s) are available * **Jump Altitude** - Default jump altitude * **Load Size** - Maximum skydivers per load * **Notes** - Any special instructions Form for creating a new manifest Save the manifest. You can now add loads and assign skydivers. ## Load Planning ### Creating Loads In your manifest, click **Add Load** or **New Load**. Configure load: * **Load Number** - Sequential load number * **Scheduled Time** - When load will go up * **Jump Altitude** - Altitude for this load * **Aircraft** - Which aircraft * **Load Type** - Solo, tandem, formation, etc. Add skydivers to load: 1. Search for skydivers 2. Verify currency and licenses 3. Add to load 4. Assign aircraft position 5. Set jump order Group skydivers by experience level and discipline. This helps with safety and organization. Organize jump sequence: * First out (usually most experienced) * Middle positions * Last out * Consider formations and groups Jump order affects aircraft loading. Plan carefully to ensure efficient operations. Save the load. It appears on the manifest and is ready for operations. ### Load Types Different load types for different purposes: * **Solo Loads** - Individual skydivers * **Tandem Loads** - Tandem jumps with instructors * **Formation Loads** - Formation skydiving groups * **Student Loads** - Training jumps * **Mixed Loads** - Combination of types Load planning interface showing skydiver assignments ## Aircraft Assignment ### Assigning Positions See aircraft seating/loading configuration: * Available positions * Position numbers * Loading order * Special positions (door, etc.) Assign skydivers to positions: 1. Select skydiver 2. Choose position 3. Consider jump order 4. Verify assignments Organize loading order: * First to load (last out) * Middle positions * Last to load (first out) Loading sequence is critical for safety. First-out skydivers should load last to be near the door. ### Position Management See all position assignments: * Who's in each position * Jump order * Load organization * Special requirements Adjust assignments: * Move skydivers between positions * Change jump order * Reorganize loads * Update as needed Remove skydivers: * Individual removal * Bulk removal * Automatic position reassignment ## Jump Tracking ### Recording Jumps After a load completes: 1. Open the load 2. Click **Complete Jump** or mark individual skydivers 3. Record jump completion System automatically updates: * Skydiver jump counts * Last jump dates * Currency status * Statistics Add any notes: * Jump conditions * Issues or incidents * Special observations * Other relevant information ### Jump Status Track jump status for each skydiver: * **Scheduled** - Assigned to load * **Boarded** - On aircraft * **Jumped** - Completed jump * **No Jump** - Did not jump (weather, etc.) * **Cancelled** - Jump cancelled Jump status tracking interface ## Safety Checks ### Pre-Jump Verification Before allowing jumps, verify: * **License Status** - License is current * **Currency** - Meets currency requirements * **Gear Inspection** - Gear inspections current * **Medical** - Medical certificate valid (if required) * **Waivers** - Required waivers signed Never allow skydivers to jump if they don't meet all safety requirements. Safety must always come first. ### Automated Checks System performs automatic checks: * License expiration warnings * Currency status alerts * Gear inspection reminders * Medical certificate alerts ### Manual Verification Manually verify: * Skydiver identity * Gear assignments * Jump objectives * Special requirements ## Manifest Views ### Daily View See entire day's operations: * All loads scheduled * Skydiver assignments * Aircraft utilization * Progress tracking ### Load View Focus on specific load: * Load details * Skydiver list * Position assignments * Jump status ### Skydiver View See skydiver's day: * Assigned loads * Jump times * Aircraft assignments * Status updates ## Best Practices Create manifests the day before or early in the morning. This allows skydivers to see their assignments. Organize loads by experience level when possible. This improves safety and jump quality. Always verify skydiver status before allowing jumps. Don't skip safety checks. Update manifest as operations progress. Keep information current for everyone. Record any problems or incidents. This helps improve operations and safety. ## Troubleshooting * Verify skydiver meets currency requirements * Check license is current * Ensure gear inspections are valid * Verify load capacity isn't full * Check skydiver isn't already assigned * Check all required fields are filled * Verify date is correct * Ensure you have permission to create manifests * Try refreshing the page * Review error messages * Verify jumps are being marked complete * Check skydiver is correctly assigned * Ensure jump date matches manifest date * Review jump recording process ## Related Documentation * [Skydiving Overview](/skydiving/overview) - Learn about Skydiving add-on * [Skydivers](/skydiving/skydivers) - Manage skydiver profiles * [Gear](/skydiving/gear) - Equipment management * [Training](/skydiving/training) - Training programs # Overview Source: https://docs.pilotflows.com/skydiving/manifest-details Coming soon Coming soon... # Manifest Source: https://docs.pilotflows.com/skydiving/manifest/coming-soon Coming soon Coming soon... # My Skydiving Source: https://docs.pilotflows.com/skydiving/my-skydiving/coming-soon Coming soon Coming soon... # Skydiving Overview Source: https://docs.pilotflows.com/skydiving/overview Manage skydiving operations in PilotFlows: manifest, gear, skydivers, and training. For dropzones and skydiving organizations. Coming soon... # Overview Source: https://docs.pilotflows.com/skydiving/overview-details Coming soon Coming soon... # Skydivers Source: https://docs.pilotflows.com/skydiving/skydivers Manage skydiver profiles, licenses, certifications, and jump history # Skydivers The Skydivers module helps you manage all skydivers in your organization. Track licenses, certifications, jump history, gear assignments, and ensure all skydivers meet safety and currency requirements. Skydivers management page showing list of skydivers ## Overview The Skydivers module provides comprehensive skydiver management for dropzones and skydiving organizations. Maintain detailed skydiver records, track qualifications, monitor jump statistics, and ensure compliance with safety requirements. ## Key Features Complete skydiver information including contact details, license information, and organizational membership. Track skydiving licenses, ratings, and certifications with expiration dates and renewal requirements. View complete jump history including jump counts, dates, disciplines, and jump statistics. Track gear assigned to each skydiver including parachute systems, containers, and reserves. Monitor currency requirements and track when skydivers last jumped. Ensure currency is maintained. Track various certifications including USPA ratings, instructor certifications, and specializations. ## Getting Started Navigate to **Skydiving** → **Skydivers** from your dashboard sidebar. See all skydivers in your organization: * Skydiver name and contact * License level * Jump count * Last jump date * Currency status * Gear assignments List of skydivers with key information Click **Add Skydiver** to register a new skydiver in your organization. ## Skydiver Registration ### Adding a New Skydiver Click **Add Skydiver** or **Register Skydiver**. Provide skydiver details: * **Name** - First and last name * **Email** - Contact email * **Phone** - Contact number * **Date of Birth** - For age verification * **Address** - Mailing address * **Emergency Contact** - Emergency contact information Form for registering a new skydiver Provide license details: * **License Number** - USPA or other license number * **License Level** - A, B, C, D, or other * **Issue Date** - When license was issued * **Expiry Date** - License expiration * **Issuing Organization** - USPA, BPA, etc. Provide current jump statistics: * **Total Jumps** - Lifetime jump count * **Last Jump Date** - Most recent jump * **Disciplines** - Types of jumping (solo, formation, etc.) Review information and complete registration. Skydiver profile is created. ## Skydiver Profiles ### Profile Information Each skydiver has a comprehensive profile: * **Personal Information** - Name, contact, demographics * **License Details** - License number, level, expiration * **Jump Statistics** - Total jumps, last jump, disciplines * **Certifications** - Ratings, instructor certs, specializations * **Gear Assignments** - Assigned equipment * **Training History** - Completed training courses * **Medical Information** - Medical certificates and notes * **Documents** - License copies, certificates, waivers Detailed skydiver profile page ### Viewing Skydiver Details Click on a skydiver's name to view their complete profile. Use tabs to view different aspects: * **Overview** - Summary and key metrics * **License** - License and certification details * **Jumps** - Jump history and statistics * **Gear** - Assigned equipment * **Training** - Training history * **Documents** - Related documents ## License Management ### License Levels Track different license levels: * **Student** - Student skydiver * **A License** - Basic skydiver license * **B License** - Intermediate license * **C License** - Advanced license * **D License** - Expert license * **Instructor** - Instructor certifications * **Other** - Other certifications ### License Information For each license, track: * **License Number** - Official license number * **Level** - License level * **Issue Date** - When license was issued * **Expiry Date** - License expiration * **Issuing Organization** - USPA, BPA, etc. * **Status** - Valid, expiring, expired Expired licenses mean the skydiver cannot legally jump. Ensure licenses are renewed before expiration. ### License Status Licenses are color-coded by status: * **Valid** - License is current and valid * **Expires Soon** - Expiring within 30 days (warning) * **Expired** - License has expired (critical) ## Jump History ### Viewing Jump History In skydiver profile, go to **Jumps** tab. See complete jump history: * Jump number and date * Discipline (solo, formation, etc.) * Altitude * Aircraft * Notes * Video/photos (if available) Filter by: * Date range * Discipline * Aircraft * Jump type ### Jump Statistics Track various statistics: * **Total Jumps** - Lifetime jump count * **Jumps This Year** - Jumps in current year * **Jumps This Month** - Jumps in current month * **Last Jump Date** - Most recent jump * **Average Jumps Per Month** - Activity level * **Disciplines** - Types of jumping Jump statistics visualization ## Currency Requirements ### Tracking Currency Monitor skydiver currency: * **Last Jump Date** - When skydiver last jumped * **Currency Status** - Current, expiring, expired * **Days Since Last Jump** - Time since last jump * **Currency Requirements** - What's needed to maintain currency ### Currency Status Skydivers can have different currency statuses: * **Current** - Meets all currency requirements * **Expiring** - Approaching currency limit * **Expired** - No longer current (cannot jump) Regular monitoring of currency helps prevent skydivers from becoming non-current. Set up reminders for skydivers approaching currency limits. ## Gear Assignments ### Viewing Assigned Gear In skydiver profile, go to **Gear** tab. See gear assigned to skydiver: * Parachute system * Container/harness * Reserve parachute * AAD (if applicable) * Inspection dates * Assignment date ### Assigning Gear Assign gear to skydiver: 1. Open skydiver profile 2. Go to **Gear** tab 3. Click **Assign Gear** 4. Select available gear 5. Verify inspections are current 6. Save assignment Remove gear assignment: 1. Open gear assignment 2. Click **Unassign** 3. Confirm unassignment 4. Gear becomes available for others ## Certifications ### Certification Types Track various certifications: * **USPA Ratings** - A, B, C, D licenses * **Instructor Ratings** - AFF, Tandem, etc. * **Specializations** - Formation, wingsuit, etc. * **Other Certifications** - Additional qualifications ### Managing Certifications Record new certification: 1. Open skydiver profile 2. Go to **Certifications** 3. Click **Add Certification** 4. Enter details 5. Upload certificate (optional) 6. Save Modify certification: * Update expiration date * Change status * Add notes * Upload updated certificate Monitor certification expirations: * View expiring certifications * Set reminders * Track renewal requirements ## Filtering and Search ### Search Options Find skydivers quickly: * **By Name** - Search skydiver names * **By License** - Filter by license level * **By Jump Count** - Filter by jump statistics * **By Currency** - Show current, expiring, or expired * **By Gear** - Skydivers with specific gear ### Advanced Filters Use filters for specific views: * **License Expiry** - Skydivers with licenses expiring soon * **Currency Status** - Skydivers needing currency jumps * **Jump Count Range** - Skydivers with specific jump totals * **Last Jump Date** - Skydivers who jumped in date range Filter options for skydiver list ## Best Practices Regularly update skydiver information, especially licenses and jump counts. Accurate records are essential for safety. Set up reminders for upcoming license and certification expirations. Proactive monitoring prevents issues. Monitor currency requirements regularly. Don't wait until skydivers are out of currency to address issues. Always verify skydiver status before allowing jumps: * License is current * Currency requirements met * Gear inspections current * Medical certificate valid (if required) Record all jumps, training, and certifications. Good documentation supports safety and compliance. ## Troubleshooting * Verify skydiver is a member of organization * Check skydiver role assignment * Ensure Skydiving module is enabled * Verify skydiver profile is complete * Check filters aren't hiding skydiver * Verify jumps are being recorded * Check if jumps are linked to correct skydiver * Ensure jump dates are accurate * Review jump recording process * Verify last jump date is correct * Check currency calculation settings * Ensure jumps are being recorded * Review currency requirements configuration ## Related Documentation * [Skydiving Overview](/skydiving/overview) - Learn about Skydiving add-on * [Manifest](/skydiving/manifest) - Jump manifest system * [Gear](/skydiving/gear) - Equipment management * [Training](/skydiving/training) - Training programs # Overview Source: https://docs.pilotflows.com/skydiving/skydivers-details Coming soon Coming soon... # Training Source: https://docs.pilotflows.com/skydiving/training Manage skydiving training programs including AFF, tandem training, and advanced courses # Training The Training module helps you manage skydiving training programs. Track student progress, manage instructor assignments, and ensure students meet all requirements for certification and advancement. Training programs page showing available courses ## Overview The Training module provides comprehensive training management for skydiving schools and dropzones. Manage programs like AFF (Accelerated Freefall), tandem training, and advanced courses. Track student progress and ensure compliance with training requirements. ## Key Features Create and manage training programs for different skill levels and certifications. Enroll students in programs and track their progress through training stages. Assign instructors to students and training sessions. Track instructor workloads. Monitor student progress through training stages. Track completed jumps and requirements. Track student certifications and advancement. Monitor when students are ready for next level. Record all training sessions including jumps, ground instruction, and evaluations. ## Getting Started Navigate to **Skydiving** → **Training** from your dashboard sidebar. See available training programs: * Program names * Student counts * Completion rates * Active students List of training programs Click **New Program** to create a new training program. ## Training Programs ### Program Types Common skydiving training programs: * **First Jump Course (Tandem)** - Tandem jump introduction * **AFF (Accelerated Freefall)** - Accelerated freefall training * **Static Line** - Static line training method * **IAD (Instructor Assisted Deployment)** - IAD training * **Advanced Courses** - Advanced training programs * **Instructor Training** - Instructor certification courses ### Creating Programs Click **New Training Program**. Provide program information: * **Program Name** - e.g., "AFF Level 1-7" * **Description** - Program overview * **Prerequisites** - Required prerequisites * **Duration** - Expected program duration * **Certification** - What certification is earned Form for creating training program Create program stages: * Stage name and number * Required jumps * Skills to demonstrate * Evaluation criteria * Prerequisites for next stage Define completion requirements: * Minimum jumps required * Skills demonstrations * Written exams * Practical evaluations * Other requirements Save the program. You can now enroll students. ## Student Enrollment ### Enrolling Students Select a training program to enroll students. Click **Enroll Student** or **Add Student**. Choose from organization members: * Search by name * Filter by status * Select student Configure enrollment: * Start date * Expected completion date * Primary instructor (optional) * Notes Save enrollment. Student is now enrolled and can begin training. ## Progress Tracking ### Training Stages Track progress through stages: * **Stage Completion** - Which stages are completed * **Current Stage** - Where student is now * **Jumps Completed** - Number of training jumps * **Skills Demonstrated** - Skills successfully shown * **Requirements Met** - Completed requirements Training progress tracking ### Recording Training After a training session: 1. Open student profile 2. Go to **Training** tab 3. Click **Record Training** Provide information: * **Date** - Training date * **Type** - Ground instruction, jump, evaluation * **Stage** - Training stage * **Instructor** - Who taught * **Jump Number** - If applicable * **Performance** - How student performed * **Notes** - Observations and feedback Mark progress: * Skills demonstrated * Requirements met * Stage completion * Advancement eligibility Save training record. System updates student progress automatically. ## Instructor Management ### Assigning Instructors Assign instructor to student: 1. Open student profile 2. Go to **Training** tab 3. Click **Assign Instructor** 4. Select instructor 5. Save assignment See instructor assignments: * Number of students * Training sessions scheduled * Workload distribution ### Instructor Features Instructors can: * View assigned students * Record training sessions * Update student progress * Provide feedback * Recommend advancement ## Certification Tracking ### Certification Requirements Monitor certification progress: * **Completed Requirements** - What's been met * **Remaining Requirements** - What's still needed * **Eligibility** - Ready for certification * **Certification Date** - When certified ### Issuing Certifications Before certification, verify: * All requirements completed * Minimum jumps met * Skills demonstrated * Evaluations passed Issue certification: 1. Open student profile 2. Go to **Certifications** 3. Click **Issue Certification** 4. Enter certification details 5. Upload certificate (optional) 6. Save ## Best Practices Update student progress after each training session. Accurate records are essential for safety and compliance. Always verify all requirements are met before advancing students or issuing certifications. Record detailed performance notes. This helps track improvement and identify areas needing work. Ensure instructors aren't overloaded. Balanced workloads improve training quality. Keep complete training records. Good documentation supports safety and compliance. ## Troubleshooting * Verify training sessions are being recorded * Check if sessions are linked to correct student * Ensure progress fields are being updated * Review training recording process * Verify student is organization member * Check program prerequisites are met * Ensure program has capacity * Review enrollment permissions * Verify requirement criteria are met * Check if requirements are properly configured * Ensure all prerequisite requirements are completed * Review requirement settings ## Related Documentation * [Skydiving Overview](/skydiving/overview) - Learn about Skydiving add-on * [Skydivers](/skydiving/skydivers) - Manage skydiver profiles * [Manifest](/skydiving/manifest) - Schedule training jumps * [Gear](/skydiving/gear) - Training equipment # Overview Source: https://docs.pilotflows.com/skydiving/training-details Coming soon Coming soon... # Training Source: https://docs.pilotflows.com/skydiving/training/coming-soon Coming soon Coming soon...