> ## Documentation Index
> Fetch the complete documentation index at: https://docs.pilotflows.com/llms.txt
> Use this file to discover all available pages before exploring further.

# 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.

<Frame>
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/pilotflows/images/placeholder-aircrafts-page.png" alt="Aircraft management page showing fleet list" />
</Frame>

## 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

<CardGroup cols={2}>
  <Card title="Aircraft Registration" icon="file-text">
    Store complete aircraft information including registration, type, serial numbers, and ownership details.
  </Card>

  <Card title="Maintenance Tracking" icon="wrench">
    Schedule and track maintenance events, inspections, and repairs. Set reminders for upcoming maintenance.
  </Card>

  <Card title="Flight Hours Tracking" icon="clock">
    Monitor Hobbs hours, tachometer hours, and total flight time. Track hours by aircraft and pilot.
  </Card>

  <Card title="Availability Management" icon="calendar">
    Track aircraft availability for booking. See when aircraft are scheduled, in maintenance, or unavailable.
  </Card>

  <Card title="Document Storage" icon="folder">
    Attach documents like registration certificates, insurance policies, maintenance logs, and manuals.
  </Card>

  <Card title="Cost Tracking" icon="dollar-sign">
    Track operating costs, maintenance expenses, and calculate cost per flight hour for each aircraft.
  </Card>
</CardGroup>

## Getting Started

<Steps>
  <Step title="Access Aircrafts">
    Navigate to **Organization** → **Aircrafts** from your dashboard sidebar.
  </Step>

  <Step title="Add Your First Aircraft">
    Click **Add Aircraft** to register a new aircraft in your fleet.
  </Step>

  <Step title="Enter Basic Information">
    Fill in essential aircraft details:

    * **Registration** - Aircraft registration number
    * **Type/Model** - Aircraft make and model
    * **Serial Number** - Manufacturer serial number
    * **Year** - Year of manufacture
    * **Status** - Operational status

    <Frame caption="Add aircraft form">
      <img src="https://mintlify.s3.us-west-1.amazonaws.com/pilotflows/images/placeholder-add-aircraft.png" alt="Form for adding a new aircraft" />
    </Frame>
  </Step>

  <Step title="Add Additional Details">
    Include additional information:

    * **Insurance** - Insurance details and expiry
    * **Registration Expiry** - Registration expiration date
    * **Current Hours** - Current Hobbs and tachometer hours
    * **Location** - Where aircraft is based
    * **Notes** - Any additional information
  </Step>

  <Step title="Save Aircraft">
    Save the aircraft. It's now part of your fleet and available for tracking and booking.
  </Step>
</Steps>

## 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

<Frame caption="Aircraft details page">
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/pilotflows/images/placeholder-aircraft-details.png" alt="Detailed aircraft information page" />
</Frame>

## 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

<Steps>
  <Step title="Change Status">
    Click on an aircraft and select **Change Status**.
  </Step>

  <Step title="Select New Status">
    Choose the appropriate status from the dropdown.
  </Step>

  <Step title="Add Note">
    Optionally add a note explaining the status change (e.g., "Annual inspection").
  </Step>

  <Step title="Set Duration">
    For temporary statuses, set when the aircraft will be available again.
  </Step>
</Steps>

## Maintenance Management

### Scheduling Maintenance

<Steps>
  <Step title="Access Maintenance">
    Open an aircraft and go to the **Maintenance** tab.
  </Step>

  <Step title="Add Maintenance Event">
    Click **Add Maintenance** to schedule or record maintenance.
  </Step>

  <Step title="Enter Maintenance Details">
    Provide information:

    * **Type** - Inspection, repair, annual, etc.
    * **Description** - What work is being done
    * **Date** - When maintenance occurred or is scheduled
    * **Hours** - Aircraft hours at maintenance
    * **Cost** - Maintenance cost
    * **Vendor** - Who performed the work
    * **Next Due** - When next maintenance is due

    <Frame caption="Maintenance scheduling">
      <img src="https://mintlify.s3.us-west-1.amazonaws.com/pilotflows/images/placeholder-maintenance.png" alt="Maintenance scheduling interface" />
    </Frame>
  </Step>

  <Step title="Attach Documents">
    Upload maintenance logs, invoices, or certificates related to the maintenance.
  </Step>

  <Step title="Set Reminders">
    Enable reminders for upcoming maintenance. You'll be notified before maintenance is due.
  </Step>
</Steps>

### 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

<Warning>
  Don't ignore maintenance reminders. Regular maintenance is essential for safety and compliance.
</Warning>

## Flight Hours Tracking

### Recording Flight Hours

<Steps>
  <Step title="Update Hours">
    After flights, update aircraft hours:

    1. Open the aircraft
    2. Go to **Hours** tab
    3. Click **Update Hours**
    4. Enter new readings
  </Step>

  <Step title="Enter Hour Readings">
    Record:

    * **Hobbs Hours** - Total engine time
    * **Tachometer Hours** - Tachometer reading
    * **Date** - When hours were recorded
    * **Pilot** - Who flew the aircraft (optional)
  </Step>

  <Step title="Calculate Usage">
    System calculates:

    * Hours since last update
    * Total flight hours
    * Hours this month/year
    * Usage trends
  </Step>
</Steps>

### 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

<Info>
  Different hour types serve different purposes. Hobbs time tracks engine usage, while tachometer time may vary based on RPM settings.
</Info>

## 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

<Frame caption="Aircraft availability calendar">
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/pilotflows/images/placeholder-aircraft-availability.png" alt="Calendar showing aircraft availability" />
</Frame>

### Managing Availability

<Steps>
  <Step title="View Availability">
    Check aircraft availability:

    1. Go to aircraft list
    2. Click on an aircraft
    3. View **Availability** tab
    4. See scheduled bookings and maintenance
  </Step>

  <Step title="Block Time">
    Block aircraft for specific periods:

    * Maintenance periods
    * Special events
    * Unavailability periods
  </Step>

  <Step title="Set Recurring Blocks">
    Set recurring unavailability (e.g., every Monday for maintenance).
  </Step>
</Steps>

## 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

<Steps>
  <Step title="Upload Document">
    1. Open aircraft
    2. Go to **Documents** tab
    3. Click **Upload Document**
    4. Select file
    5. Add description
    6. Save
  </Step>

  <Step title="Organize Documents">
    Organize documents by type or date. Use folders for better organization.
  </Step>

  <Step title="Set Expiry Reminders">
    For documents with expiry dates (insurance, registration):

    1. Set expiry date
    2. Enable reminders
    3. Receive notifications before expiry
  </Step>
</Steps>

## 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

<Frame caption="Aircraft cost analysis">
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/pilotflows/images/placeholder-aircraft-costs.png" alt="Cost tracking and analysis for aircraft" />
</Frame>

## 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

<Steps>
  <Step title="Keep Information Current">
    Regularly update aircraft information, especially hours and maintenance records. Accurate data is essential for safety and compliance.
  </Step>

  <Step title="Set Maintenance Reminders">
    Configure reminders for all recurring maintenance. This helps prevent missed inspections and keeps aircraft airworthy.
  </Step>

  <Step title="Track All Costs">
    Record all operating costs to accurately calculate cost per flight hour. This helps with pricing and budgeting.
  </Step>

  <Step title="Document Everything">
    Upload all important documents. Having digital copies ensures you always have access to critical paperwork.
  </Step>

  <Step title="Update Status Promptly">
    Update aircraft status immediately when it changes. This ensures accurate availability for booking and operations.
  </Step>
</Steps>

## Troubleshooting

<AccordionGroup>
  <Accordion title="Can't add aircraft">
    * Verify you have permission to add aircraft
    * Check if aircraft module is enabled
    * Ensure required fields are filled
    * Try refreshing the page
    * Contact admin if permissions seem incorrect
  </Accordion>

  <Accordion title="Maintenance reminders not working">
    * Check reminder settings are configured
    * Verify notification preferences
    * Ensure email address is correct
    * Check spam folder
    * Review notification settings in account preferences
  </Accordion>

  <Accordion title="Hours not calculating correctly">
    * Verify hour readings are entered correctly
    * Check date of readings
    * Ensure using correct hour type (Hobbs vs tach)
    * Review hour history for errors
    * Contact support if calculations seem wrong
  </Accordion>
</AccordionGroup>

## 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