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People

The People section in PilotFlows allows you to manage individuals linked to your logbook, including crew members, instructors, examiners, or passengers. Each person can be associated with flights, making it easier to track roles, responsibilities, and flight history.

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People Dashboard

The dashboard displays all stored people in a card-based overview, including:
  • Name & Crew Code (if available)
  • Profile Type (e.g., Person, Pilot, Instructor)
  • Quick Actions:
    • Flights – View all flights where this person was involved
    • Edit – Update personal details
Search and filter options allow quick navigation through large crew or contact lists.
People dashboard showing contacts in card view

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Adding a New Person

1

Open Add Person Dialog

Click + Add Person to register a new individual.
2

Enter Basic Info

Fill in basic information:
  • Profile Picture – Upload a photo for easy identification (optional)
  • First Name / Last Name – Required fields (last name mandatory)
  • License Number – Optional, for pilots and instructors
  • Organization – The company, flight school, or club they belong to
Add person form with basic info fields
3

Enter Contact Details

Add contact information:
  • Email Address – Contact email (optional)
  • Phone Number – Contact number (optional)
  • Position – Role (e.g., Pilot, Instructor, Examiner, Student)
  • Crew Code – Unique crew identifier, if applicable
  • Address – Optional address information
  • Comments – Free-text notes about the person
Adding contact details makes it easier to reach out to instructors or crew members when needed.
4

Save Person

Click Add Person to save. The person is now available when logging flights.
Once added, you can link this person to flights and track your flight history with them.

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Linking People to Flights

When adding or editing a flight entry in the Flight Log, you can assign people as:
  • PIC (Pilot in Command) – Primary pilot in command
  • SIC (Second in Command) – Second pilot or co-pilot
  • Instructor / Examiner – Flight instructor or examiner
  • Other Crew Members or Passengers – Additional crew or passengers
This ensures that all flight roles are properly recorded and searchable.
Flight entry form showing people selection

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Managing People

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Viewing Person Details

Click on any person to view their full profile:
  • Contact Information – Email, phone, address
  • Role and Position – Current role and organization
  • Flight History – All flights linked to this person
  • Statistics – Flight count, total hours together
  • Notes – Any comments or notes
Person profile showing details and flight history

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Editing People

Update person information at any time:
  1. Click on the person
  2. Click Edit
  3. Update any fields
  4. Save changes
Changes to person information don’t affect historical flight records, but will appear in future flights.

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Deleting People

Remove people from your directory:
  1. Click on the person
  2. Click Delete
  3. Confirm deletion
Deleting a person removes them from your directory but doesn’t delete flights. Flights will show “Unknown” for that person’s role.

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Search and Filter

Find people quickly using search and filters:
  • Search by name
  • Search by crew code
  • Search by organization
  • Search by position/role

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Filters

  • By Role – Filter by pilot, instructor, examiner, etc.
  • By Organization – Show people from specific companies or schools
  • By Flight Count – Find people you’ve flown with most
Search and filter options for people

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Key Features

Crew Management

Maintain a digital record of all people you fly with, including instructors, examiners, and crew members.

Role Tracking

Assign individuals to PIC, SIC, instructor, or examiner roles for accurate record-keeping.

Search & Filter

Quickly find people by name, role, or organization. Filter to find specific contacts.

Flight Association

Each person’s profile shows a history of associated flights, making it easy to track your training with specific instructors.

Contact Information

Store contact details for easy access when you need to reach instructors or crew members.

Custom Notes

Add context for training, evaluations, or personal details about each person.

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Best Practices

1

Add Instructors First

Add your instructors and examiners before logging flights. This makes data entry faster and more accurate.
2

Use Consistent Names

Use full names consistently to avoid duplicates. Include last names for better identification.
3

Add Contact Details

Include email and phone for instructors and crew members you work with regularly. This makes it easier to stay in touch.
4

Link People to Flights

Always link people to flights when logging. This builds a complete history and helps track training progression.
5

Update Information Regularly

Keep contact information current. Update roles and organizations as people move or change positions.

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Common Tasks

Click + Add Person, enter their name and select “Instructor” as the position. Add contact details if available.
Yes! Click on the person, then click View Flights to see all flights where they were involved.
You can add people with partial names. Add more details later when you have them. The important thing is to link them to flights.
People are typically added manually or imported along with flight data. Check the Import page for details on importing flight data that includes people.

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Troubleshooting

  • Try searching with different terms (first name, last name, crew code)
  • Check filters aren’t excluding them
  • Verify spelling of the name
  • They may not be added yet - add them if needed
  • Check if the person already exists before adding
  • Use search to find existing entries
  • Merge duplicates by editing one and deleting the other (after checking flight associations)
  • Ensure the person is saved in your People directory
  • Try refreshing the page
  • Check if filters are applied
  • Verify the person wasn’t deleted

Logbook

Learn how to log flights and link people

Import

Import flight data that includes people

Export

Export flight logs with people information