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Certificates

The Certificates section in PilotFlows allows you to upload, manage, and track the validity of all certifications relevant to aviation operations, such as pilot licenses, medical certificates, instructor ratings, and other regulatory documents. This feature ensures compliance by keeping all certificates up to date and providing timely reminders of upcoming expirations.
Certificates dashboard with certificate list and status

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Adding a Certificate

1

Open Add Certificate Dialog

Click Add Certificate to start adding a new certificate.
2

Fill in Certificate Details

Enter the following information:
  • Type – Select the type of certificate (e.g., Pilot Licenses, Medical Certificates, Instructor Ratings)
  • Certification Name – Enter the name of the certificate
  • Issuing Authority – Select or type the authority that issued the certification (e.g., EASA – European Union Aviation Safety Agency, FAA – Federal Aviation Administration)
  • Additional Details – Add optional notes (e.g., license number, category, or restrictions)
  • Issue Date – Select the official date of issuance
  • Expiry Date (optional) – Enter the certificate’s expiration date, if applicable
  • Upload File – Attach a digital copy of the certificate (PDF, JPEG, PNG, max 10MB)
Add certificate form with fields for certificate details
3

Save Certificate

Click Add Certification to save. The certificate will appear in your dashboard with status indicators.
Once added, the certificate is tracked automatically. You’ll receive reminders before expiration if an expiry date is set.

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Certificate Dashboard

Once added, all certificates appear in the Certificates Dashboard, which provides an overview of their current status.

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Certificate Status Categories

Certificates are automatically categorized by status:
  • Valid – Certificates currently active and in good standing
  • Expiring Soon – Certificates that will expire within the next 30 days
  • Expired – Certificates that have already expired
  • No Expiry – Certificates with permanent validity and no expiration date
Each certificate entry displays:
  • Type (e.g., Pilot Licenses)
  • Name (custom name entered by user)
  • Issuing Authority
  • Issue Date
  • Expiry Date (if applicable)
  • Status (Valid, Expiring Soon, Expired, or No Expiry)
Actions such as editing or deleting a certificate are available through the Actions menu.
Certificate dashboard with status categories and certificate cards

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Expiration Reminders

The Reminders tab highlights all upcoming and expired certifications. For each certificate, users can view:
  • Name & Type – e.g., TEST (Pilot Licenses)
  • Issuing Authority – e.g., EASA
  • Issue Date & Expiry Date – clearly displayed with a progress bar indicating time remaining
  • Expiration Notice – e.g., Expires in 2 days
This ensures users are proactively notified of certificates requiring renewal before they lapse.
Reminders tab showing expiring certificates with countdown
Enable email notifications in your account settings to receive reminders via email in addition to in-app notifications.

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Managing Certificates

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Editing Certificates

Update certificate information at any time:
  1. Click on a certificate to view details
  2. Click Edit from the actions menu
  3. Update any fields
  4. Save changes
Updating expiry dates will automatically recalculate the status. You can extend expiry dates when renewing certificates.

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Deleting Certificates

Remove certificates you no longer need:
  1. Click on a certificate
  2. Click Delete from the actions menu
  3. Confirm deletion
Deleting a certificate permanently removes it and its uploaded file. Consider archiving instead if you may need it later.

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Uploading Files

Attach digital copies of certificates:
  • Supported Formats – PDF, JPEG, PNG
  • Maximum Size – 10MB per file
  • Multiple Files – You can upload multiple files per certificate if needed
Uploaded files are stored securely and can be downloaded at any time. Keep digital copies of important certificates for easy access.

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Key Features

Centralized Repository

Store all aviation-related certificates in one secure location. Easy access to all your certifications.

Multiple File Formats

Support for PDF, JPEG, and PNG formats. Upload digital copies up to 10MB per file.

Automatic Tracking

Automatic tracking of expiration dates with visual reminders. Never miss a renewal deadline.

Status Overview

Easy compliance management with clear status indicators. Quickly see which certificates need attention.

Flexible Categorization

Organize certificates by type (pilot licenses, medicals, ratings, etc.). Easy filtering and searching.

Reminder System

Proactive notifications for expiring certificates. Configure reminder preferences in settings.

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Best Practices

1

Add Certificates Immediately

Add certificates as soon as you receive them. This ensures accurate tracking from the start.
2

Upload Digital Copies

Always upload digital copies of certificates. This provides backup and easy access when needed.
3

Set Expiry Dates

Include expiry dates for all time-limited certificates. This enables automatic reminder notifications.
4

Review Regularly

Check your certificates dashboard regularly, especially the Reminders tab. Stay ahead of expirations.
5

Keep Information Current

Update certificate information when renewals occur. Extend expiry dates and upload new certificates.

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Common Tasks

Click Add Certificate, select “Medical Certificate” as the type, enter issue and expiry dates, and upload a copy of your medical certificate.
Reminders appear in the Reminders tab when certificates expire within 30 days. You can also enable email notifications in settings.
Yes! Certificates without expiry dates are marked as “No Expiry” and won’t trigger expiration reminders.
You can either edit the existing certificate to update the expiry date, or add a new certificate entry. Both approaches work.
Yes! Click on any certificate and use the download option to retrieve uploaded files.

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Troubleshooting

  • Check file size is under 10MB
  • Verify file format is PDF, JPEG, or PNG
  • Check your internet connection
  • Try compressing the file if it’s too large
  • Refresh the page and try again
  • Verify expiry date is set correctly
  • Check if certificate is within 30 days of expiration
  • Review notification settings in account preferences
  • Check the Reminders tab specifically
  • Use search to find by name or type
  • Check filters aren’t hiding it
  • Verify it wasn’t deleted
  • Try different search terms
  • Verify issue and expiry dates are correct
  • Check current date settings
  • Update the certificate if dates are wrong
  • Refresh the page to update status

Flight Log

Link certificates to your flight log for comprehensive record-keeping

My Account

Manage your personal account settings