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Answers for people running a school on FlyerOS. Search for a task, or browse by topic below.
New to FlyerOS and still deciding? The resources section is written for that. This is for using the product day to day.
Browse by role
The articles that matter for the job you do day to day.
Student
Book your flights, see what needs doing, keep your account in order, and understand why a booking was refused.
Instructor
Run your flying day: check in, dispatch, record the lesson, close it out.
Chief Flying Instructor
Courses, syllabi, assignments and the checks that keep a booking valid.
Operations Manager
The board, the roster, the dispatch gate, and the day end to end.
Head of Training
The training programme, records that stand up, and who is assigned to whom.
Accountable Manager
Setup, people, the club money, permissions and getting your data out.
Safety & Compliance Manager
The checks the schedule enforces, qualifications and expiry, and the dispatch gate.
Maintenance Controller
Aircraft status, defects, counters, and how maintenance shapes the schedule.
Syndicate organiser
Keep the group flying without the spreadsheet: the money, the dates, the diary and the records, in one place.
Syndicate co-owner
Book, fly, record the hours and see what you owe, in ninety seconds a week.
People, roles and permissions
10- Adding an instructor or staff memberHow to add instructors and staff, and record the qualifications the scheduler reads.
- Assigning instructors to studentsHow to assign an instructor to a student, what the assignment changes, and how to manage load and cover.
- Instructor flight-time limitationsHow FlyerOS tracks instructor duty and flight-time limits and projects them forward so a booking cannot breach them.
- Instructor load and continuityHow FlyerOS shows how many students each instructor carries, the hours they fly, and how much of a student's training stays with one instructor.
- Inviting someone to log inHow to give a person a login, the difference between adding someone and inviting them, and how to revoke access.
- Non-flying and social membersHow to hold clubhouse, social and associate members who pay dues but do not fly, without giving them a pilot's record they will never use.
- Postholders and nominated appointmentsHow FlyerOS holds your nominated postholders, deputies and their authority reference as data, so the org chart the CAA asks for is always current.
- The activity trailHow FlyerOS records who did what and when across your records, including any FlyerOS staff access, so every action is accountable after the fact.
- Tracking qualifications and expiryHow the compliance view shows every licence, rating and medical across your people, and warns before they lapse.
- Understanding roles and permissionsWhat a role is, why access is granted by capability rather than by job title, and how to decide what each person sees.
Getting started
8- Adding your first studentHow to add a student to your organisation so you can enrol and schedule them.
- Confirming what we preparedFlyerOS pre-fills your setup from templates and your data, but a prefill is our reading until you sign it. What to check before you confirm each area.
- Getting your school set upHow onboarding works in FlyerOS: a set of areas, each prepared by us and signed off by the right person, with readiness measured by what you can do rather than a progress bar.
- Running FlyerOS in parallelTrial FlyerOS alongside your current system before you cut over. Staff see everything; your students and members are not messaged until you go live.
- The go-live gateThe short, honest list of what must be right before your school operates in FlyerOS, and why everything else can safely follow in week two.
- What FlyerOS is, and how the pieces fitA one-page picture of FlyerOS, the schedule, the operating day, records and the fleet, all reading from the same data.
- Your dashboard and the Action Required listWhat the dashboard shows, and why the Action Required list is worth clearing before anything else.
- Your first week with FlyerOSThe order to set things up in, locations, aircraft, roles, people, a course, then your first booking.
Fleet and maintenance
11- Aircraft status, and what makes one unbookableWhat each aircraft status means, and the reasons an aircraft stops being available to book.
- Components and life-limited partsHow FlyerOS tracks life-limited components with their hours, cycles and installation history, so remaining life accrues correctly across every aircraft a part has flown on.
- Continuing airworthiness and the ARCHow FlyerOS models continuing airworthiness under Part-ML, the management basis such as owner-managed or CAMO, and the ARC validity tracked for each aircraft.
- How maintenance due dates affect the scheduleHow a maintenance requirement coming due is forecast against a booking with the tolerance in your programme applied, so a flight is warned or refused correctly.
- Parts, stock and batch traceabilityHow FlyerOS holds parts stock with batch-level traceability, Form 1 and 8130-3 certification and shelf life, issued oldest-expiry-first with an override and a reason.
- Recording airworthiness directives and service bulletinsHow to record ADs and service bulletins in FlyerOS, work out which aircraft they apply to, and keep compliance and supersession straight.
- Releasing an aircraft back to serviceHow a defect or work order is cleared by a release that returns the aircraft to service and makes it bookable again, with the reason recorded and the reporter told.
- Reporting a defectHow to raise a defect against an aircraft, what happens to the schedule, and how deferral works.
- Setting up a maintenance programmeHow to author an aircraft's maintenance programme in FlyerOS, its requirements and intervals, so the due-list and the schedule keep it airworthy.
- When the hangar does your maintenanceHow a syndicate that outsources everything to an engineer records the work: FlyerOS holds the engineer's release to service, it never certifies airworthiness itself.
- Work orders, labour and costRaising a work order in FlyerOS, adding task cards, labour and parts, rolling them up to a cost, and posting that cost to billing as a reviewed draft.
Training records and syllabi
9- Authoring a syllabusHow to build your course as exercises, lessons and competencies in the syllabus editor, with grading scales, so a lesson is graded against the real syllabus you teach.
- Comparing syllabus versionsHow to see exactly what changed between two versions of a syllabus, which exercises were added, removed or moved, before you decide who moves across.
- Enrolling a student on a courseHow to place a student on a published version of a course so their training record starts tracking.
- Grading a lesson, and how it is recordedHow an instructor grades a lesson against the syllabus, the competency scales, and how the grade is signed, recorded and reflected in a student's progress.
- Grouping students into a cohortHow to create a cohort, add students to it, and what a cohort makes easier.
- How courses, versions and enrolments fit togetherThe three ideas at the heart of training records, a course, a published version of it, and a student enrolled on that version.
- Recording a solo authorisationHow to authorise a student to fly solo, what it lets them do, and how to withdraw it.
- Setting up a courseHow to create a course, add its exercises, and publish a version students can enrol on.
- The difference between an exercise and a lessonAn exercise is a fixed item in the syllabus; a lesson is a flight you actually flew. Here is how they relate.
Settings and configuration
8- Built-in data connectionsThe outside data FlyerOS brings in with no setup: weather, the national aircraft register and calendar feeds, all behind one provider-neutral layer.
- Connecting your accounting systemHow to connect FlyerOS to your accounting package, map your accounts once, and sync charges across, or export a clean file if you would rather not connect.
- Eligibility rules and the rulebookHow the checks the schedule enforces are configured as data in the rulebook, each rule with its source and effective date, so you can see and adjust what blocks a booking.
- Notifications, and keeping people informedHow FlyerOS tells students, instructors and staff what changed, which notifications are automatic, and what you can turn on or off.
- Regional settings and jurisdictionHow FlyerOS layers ICAO, national and school rules to fit your jurisdiction, with currency, locale and week-start set for where you operate.
- Running a membership renewalHow the renewal run previews every charge and pro-rata calculation before a single one is raised, so a treasurer approves the whole run with nothing hidden.
- Setting up your organisationThe settings that shape how FlyerOS works for your school, and where to find them.
- Working under two authoritiesFor schools holding both a UK CAA and an EASA approval: FlyerOS tracks which authority each licence, rating and medical belongs to, and never crosses the two.
The operating day
12- Checking in a flightHow to check a flight in on the operations board, and what check-in confirms before dispatch.
- Closing out a flightHow to close a flight cleanly so its times, counters and sign-off flow through the rest of the system.
- Entering a flight after the factHow to record a flight that happened when the system was not in front of you, with its times and counters, so the record and the invoice still reflect what actually flew.
- How the operating day runs in FlyerOSThe shape of a flying day, check-in, the pre-dispatch gate, dispatch, and a clean close-out.
- Recording counters, and why they can't go backwardsHow aircraft counters are recorded, why a reading cannot decrease, and how to fix a genuine mistake.
- Reports and analyticsHow the analytics in FlyerOS are built from the day you actually flew, with drill-through to the underlying records and exports for a board or an auditor.
- The alerts logHow the alerts log records every notification the system has sent, from overdue flights to expiries and re-evaluation blocks, so nothing is silently missed.
- The analytics dashboardsThe Fleet, Instructors, Finance, Training and Eligibility dashboards, how each number resolves through one metric definition, and how to drill through to the records behind it.
- The in-app flight toolsThe everyday pilot tools built into FlyerOS, an E6B flight computer and a holding pattern entry aid, so students do not need a separate app for the basics.
- The pre-dispatch gate, and what it stopsThe final checks a flight passes before it is released, and why they run again at dispatch.
- The wall displayHow FlyerOS puts today's board on a screen where your whiteboard is, big enough to read across the room, updating through the day so everyone walking past sees it.
- Weather and scrubbed flightsHow FlyerOS brings weather into the day and records a flight scrubbed for weather distinctly from one scrubbed for tech, so your utilisation figures tell the truth.
Your account
14- Cost sharing and VATHow FlyerOS keeps flight cost sharing within the rules, and how it treats VAT so your export reflects what is and is not taxable in a members' club.
- Course agreements and training liabilityHow money paid up front for a course is held against training not yet delivered, recognised as it is flown, settled fairly on withdrawal, and reported as a liability.
- Exporting your dataHow to get your records out of FlyerOS, what you can export, in what form, and why there is no charge or notice period.
- How a syndicate shares its costsHow the running costs of a shared aircraft split across the owners: the hourly rate, the standing charge, the reserve fund, and a share statement nobody argues with.
- How pricing worksFlyerOS is priced per aircraft per month, with unlimited users and no minimum. Here is exactly how the bill is worked out.
- If FlyerOS is ever unavailableThe safety net if the system is down: a printable day pack built ahead of time, your data exportable at any moment, and nightly off-site backups with a documented restore.
- Issuing an invoiceHow to turn a member's outstanding charges into an invoice with a gapless number, and how to correct a mistake with a credit note rather than editing an issued invoice.
- Member balances and topping upHow a member's balance works, how topping up adds funds, and how flying and charges draw the balance down, all visible on the member's own record.
- Paying your instructorsHow instructor pay statements are built from the flight hours already recorded, how you set a rate, approve a statement and export it, and why this is not payroll.
- Reserve funds and how they build upHow a reserve fund accrues against the hours an aircraft flies, how drawdowns work, and how the engine assessment keeps the balance honest.
- Syndicate shares and statementsHow a syndicate holds shares in an aircraft, how fixed and hourly costs split between shareholders, and what each member's statement shows.
- What counts as an aircraft on your billExactly which aircraft are billed in a month, how simulators are counted, and what happens when one is sold or grounded.
- When someone leaves the syndicateWhat happens to a departing owner's balance, their share of the reserve fund, their access and their records when they sell up, move away or can no longer fly.
- Your account and securityWhere to find your own profile, preferences and security settings, including your password and how notifications reach you.
Documents and templates
5- Document templates and merge fieldsHow FlyerOS generates a document from a template and a merge-field registry, with a sensitivity level and a versioned record of every document produced.
- Generating a document from a templateHow templates and merge fields work, how a document is generated, and how sensitive documents are handled.
- Inspection evidence packsHow FlyerOS assembles a scoped, date-filtered evidence pack for an audit or inspection, showing the records an inspector asks for without opening the whole system.
- Message and notification templatesHow FlyerOS sends notifications and messages from templates across the channels you use, so the wording is consistent and every message is recorded.
- Signing a documentHow to request signatures on a document, record or decline each one with tamper-evident evidence, and how minors get a guardian co-signer automatically.
Scheduling and bookings
11- Drafts, and publishing a rosterHow to plan a roster privately in a draft and publish it when it is ready, so students never see an unfinished schedule.
- How eligibility is checked at the time of the flightFlyerOS checks a booking against how the world will be when the flight happens, not how it is when you book.
- Making a bookingHow to book an aircraft, instructor or room, and what happens the moment you try to confirm it.
- Overriding a warning, and who mayThe difference between a hard block and a warning, who is allowed to override one, and why every override is recorded.
- Provisional and held slotsHow a provisional hold keeps a slot while the details are settled, so two people are never quietly booking the same aircraft, and how a hold becomes a confirmed booking.
- Requesting a booking as a memberHow to ask for an aircraft or a lesson from your phone, and what happens after you send the request.
- The auto-schedulerHow FlyerOS builds a draft schedule from your demand and rules, and why you still approve it before it goes live.
- The duty rotaHow the rota shows who is on and when, built from published availability minus leave, with each instructor's bookings for the week alongside.
- Unsold capacity and demandHow FlyerOS shows the aircraft and instructor hours that went unbooked, and turns empty capacity into a list of who to nudge and when.
- What the schedule checks before it accepts a bookingThe full set of things FlyerOS checks before a booking is allowed to stand, in one place.
- Why was a booking blocked?A blocked booking always tells you the reason. Here is how to read it and what to do next.