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.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
People dashboard showing all contacts in card view with search and filter options
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 showing basic information 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
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.
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
Linking people to a flight entry
Managing People
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 detail view showing profile and flight history
Editing People
Update person information at any time:- Click on the person
- Click Edit
- Update any fields
- Save changes
Changes to person information don’t affect historical flight records, but will appear in future flights.
Deleting People
Remove people from your directory:- Click on the person
- Click Delete
- Confirm deletion
Search and Filter
Find people quickly using search and filters:Search
- Search by name
- Search by crew code
- Search by organization
- Search by position/role
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
People search and filter interface
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.
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.
Common Tasks
How do I add an instructor?
How do I add an instructor?
Click + Add Person, enter their name and select “Instructor” as the position. Add contact details if available.
Can I see all flights with a specific person?
Can I see all flights with a specific person?
Yes! Click on the person, then click View Flights to see all flights where they were involved.
What if I don't know someone's full name?
What if I don't know someone's full name?
You can add people with partial names. Add more details later when you have them. The important thing is to link them to flights.
Can I import people from another system?
Can I import people from another system?
People are typically added manually or imported along with flight data. Check the Import page for details on importing flight data that includes people.
Troubleshooting
Can't find a person
Can't find a person
- 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
Duplicate people
Duplicate people
- 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)
Person not appearing in flight form
Person not appearing in flight form
- Ensure the person is saved in your People directory
- Try refreshing the page
- Check if filters are applied
- Verify the person wasn’t deleted