> ## 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.

# 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.

<Frame>
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/pilotflows/images/placeholder-pilots-page.png" alt="Pilots roster showing list of pilots with key information" />
</Frame>

## 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

<CardGroup cols={2}>
  <Card title="Pilot Roster" icon="users">
    Complete list of all pilots in your organization with key information at a glance.
  </Card>

  <Card title="License Management" icon="file-text">
    Track pilot licenses, types, numbers, issue dates, and expiration dates. Monitor license status and document submissions.
  </Card>

  <Card title="Ratings Tracking" icon="award">
    Monitor pilot ratings including class ratings, instrument ratings, and type ratings with expiration dates.
  </Card>

  <Card title="Recency Monitoring" icon="calendar">
    Track recency requirements including last flight date and landings in the last 90 days. Identify pilots needing recency flights.
  </Card>

  <Card title="Flight Hours" icon="clock">
    View total flight hours, hours in last 30/90 days, and PIC (Pilot in Command) hours for each pilot.
  </Card>

  <Card title="Emergency Contacts" icon="phone">
    Maintain emergency contact information for each pilot including name, relationship, and phone number.
  </Card>
</CardGroup>

## Getting Started

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

  <Step title="View Pilot Roster">
    See all pilots in your organization:

    * Pilot name and contact
    * License information
    * Expiry status
    * Ratings
    * Recency information
    * Flight hours

    <Frame caption="Pilots roster">
      <img src="https://mintlify.s3.us-west-1.amazonaws.com/pilotflows/images/placeholder-pilots-roster.png" alt="Table showing pilots with key information" />
    </Frame>
  </Step>

  <Step title="View Pilot Details">
    Click on a pilot's name to see comprehensive information including all licenses, ratings, and flight history.
  </Step>
</Steps>

## 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

<Frame caption="License information">
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/pilotflows/images/placeholder-license-details.png" alt="Pilot license details and status" />
</Frame>

### 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)

<Warning>
  Expired licenses mean the pilot cannot legally fly. Ensure licenses are renewed before expiration.
</Warning>

### 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)

<Info>
  Some ratings don't expire, while others require periodic renewal or currency requirements.
</Info>

## 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

<Frame caption="Recency tracking">
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/pilotflows/images/placeholder-recen%20cy.png" alt="Recency information showing last flight and landings" />
</Frame>

### 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)

<Tip>
  Regular monitoring of recency helps prevent pilots from becoming non-current. Set up reminders for pilots approaching recency limits.
</Tip>

## 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

<Steps>
  <Step title="View Pilot Hours">
    See flight hours for each pilot:

    * Total hours
    * Recent activity (30/90 days)
    * PIC hours
    * Hours by aircraft type (if tracked)
  </Step>

  <Step title="Compare Hours">
    Compare hours across pilots:

    * See who's most active
    * Identify pilots needing more flight time
    * Track training progress
  </Step>
</Steps>

## 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

<Info>
  Emergency contacts are important for safety. Ensure this information is kept current and accurate.
</Info>

### Updating Contacts

<Steps>
  <Step title="Update Contact">
    1. Open pilot details
    2. Go to Emergency Contact section
    3. Edit contact information
    4. Save changes
  </Step>

  <Step title="Verify Information">
    Periodically verify emergency contacts are still current. Outdated contacts are not helpful in emergencies.
  </Step>
</Steps>

## 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

<Steps>
  <Step title="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"
  </Step>

  <Step title="Review Documents">
    When documents are submitted:

    1. View uploaded document
    2. Verify information matches records
    3. Approve or reject
    4. Add notes if needed
  </Step>

  <Step title="Approve License">
    After verification:

    1. Review document
    2. Confirm details are correct
    3. Click **Approve**
    4. Status updates to "Approved"
  </Step>
</Steps>

## Pilot Actions

### Viewing Pilot Details

<Steps>
  <Step title="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
  </Step>

  <Step title="View License History">
    See license and rating history:

    * Previous licenses
    * Rating additions
    * Expiration dates
    * Renewal dates
  </Step>
</Steps>

### Managing Pilot Records

<AccordionGroup>
  <Accordion title="Edit Pilot Information">
    Update pilot details:

    * Contact information
    * License details
    * Ratings
    * Emergency contacts
    * Other information

    <Note>
      Some information may be synced from member profiles. Changes in member management may update pilot records.
    </Note>
  </Accordion>

  <Accordion title="Request License Document">
    Send request to pilot to upload license document. Useful when document status is "Not Submitted."
  </Accordion>

  <Accordion title="View Flight History">
    See pilot's flight log entries:

    * Recent flights
    * Aircraft flown
    * Flight hours
    * Flight details

    Links to full logbook for detailed history.
  </Accordion>
</AccordionGroup>

## 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

<Frame caption="Pilot filters">
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/pilotflows/images/placeholder-pilot-filters.png" alt="Filter options for pilot roster" />
</Frame>

## 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

<Warning>
  Pilots who are out of recency cannot legally fly. Ensure they complete required flights before allowing them to fly.
</Warning>

## Best Practices

<Steps>
  <Step title="Keep Records Current">
    Regularly update pilot information, especially license expirations and recency. Outdated information can lead to compliance issues.
  </Step>

  <Step title="Monitor Expirations">
    Set up reminders for upcoming expirations. Proactive monitoring prevents pilots from becoming non-current.
  </Step>

  <Step title="Verify Documents">
    Always verify license documents before approving. Ensure information matches your records.
  </Step>

  <Step title="Track Recency Proactively">
    Monitor recency requirements regularly. Don't wait until pilots are out of recency to address issues.
  </Step>

  <Step title="Maintain Emergency Contacts">
    Keep emergency contact information current. Verify contacts periodically to ensure accuracy.
  </Step>
</Steps>

## Troubleshooting

<AccordionGroup>
  <Accordion title="Pilot not appearing in roster">
    * 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
  </Accordion>

  <Accordion title="License information incorrect">
    * Verify information was entered correctly
    * Check if license document matches records
    * Update information manually if needed
    * Request updated document from pilot
  </Accordion>

  <Accordion title="Recency not updating">
    * Verify flight logs are being recorded
    * Check if flights are linked to correct pilot
    * Ensure flight dates are accurate
    * Review recency calculation settings
  </Accordion>
</AccordionGroup>

## 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