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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

Pilot Roster

Complete list of all pilots in your organization with key information at a glance.

License Management

Track pilot licenses, types, numbers, issue dates, and expiration dates. Monitor license status and document submissions.

Ratings Tracking

Monitor pilot ratings including class ratings, instrument ratings, and type ratings with expiration dates.

Recency Monitoring

Track recency requirements including last flight date and landings in the last 90 days. Identify pilots needing recency flights.

Flight Hours

View total flight hours, hours in last 30/90 days, and PIC (Pilot in Command) hours for each pilot.

Emergency Contacts

Maintain emergency contact information for each pilot including name, relationship, and phone number.

Getting Started

1

Access Pilots

Navigate to Organization → Pilots from your dashboard sidebar.
2

View Pilot Roster

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

Pilots roster

3

View Pilot Details

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 information

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 tracking

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

1

View Pilot Hours

See flight hours for each pilot:
  • Total hours
  • Recent activity (30/90 days)
  • PIC hours
  • Hours by aircraft type (if tracked)
2

Compare Hours

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

Update Contact

  1. Open pilot details
  2. Go to Emergency Contact section
  3. Edit contact information
  4. Save changes
2

Verify Information

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

1

Request License

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”
2

Review Documents

When documents are submitted:
  1. View uploaded document
  2. Verify information matches records
  3. Approve or reject
  4. Add notes if needed
3

Approve License

After verification:
  1. Review document
  2. Confirm details are correct
  3. Click Approve
  4. Status updates to “Approved”

Pilot Actions

Viewing Pilot Details

1

Open Pilot Profile

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
2

View License 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.

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

Pilot filters

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

1

Keep Records Current

Regularly update pilot information, especially license expirations and recency. Outdated information can lead to compliance issues.
2

Monitor Expirations

Set up reminders for upcoming expirations. Proactive monitoring prevents pilots from becoming non-current.
3

Verify Documents

Always verify license documents before approving. Ensure information matches your records.
4

Track Recency Proactively

Monitor recency requirements regularly. Don’t wait until pilots are out of recency to address issues.
5

Maintain Emergency Contacts

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