Documents and Signatures

Your role matters here

Admins can upload, manage, and delete documents. Chief Instructors and Billing Admins can view and manage. Everyone else with access (Instructors, Mechanics, Students, Members) can view only.

Medical certificates, insurance, renter’s agreements — all in one place.

No more filing cabinets. No more chasing pilots for expired paperwork. You upload it, assign it, track it. WingWrangler handles the rest.

Document Types

Type	What It’s For
Reference	Read-only materials — POHs, AFMs, club bylaws. Pilots view them, nobody signs them.
Agreements	Renter’s agreements, liability waivers, membership contracts. These require a signature before a pilot flies.
Forms	Applications, checkout questionnaires. Collect data and a signature in one step.

Document Library

You organize documents into categories. Pilots see what’s relevant to them.

Category	What Goes Here
Operating	Standard operating procedures, noise abatement policies, fuel procedures
Aircraft	POH for N12345, weight and balance sheets, MEL supplements
Training	Private pilot syllabus, instrument training guide, stage check standards
Agreements	Renter’s agreement, club membership contract, insurance acknowledgment

Signature Flow

You send a renter’s agreement to a new member. They get a notification, read it, sign it. You see it’s done. That’s the whole flow.

Electronic Signatures

Pilots can type their name, draw a signature, or upload an image. Every signature gets a timestamp, IP address, and verified record.

Note

Electronic signatures carry the same legal weight as wet ink for most aviation documents. Some documents — like certain FAA forms — still require original ink signatures. Know your requirements.

Version Control

You update your renter’s agreement to add a fuel surcharge clause. Pilots see the new version. The old version stays in history — every signature tied to the version that was actually signed.

Version	What Happens
Current	This is what pilots see and sign
Historical	Preserved for reference and audit. Old signatures stay linked to the version the pilot actually signed.

Access Control

Not every document is for every pilot. Your insurance certificate goes to admins. The POH for N738WW goes to pilots checked out in that aircraft. A student’s training agreement goes to that student.

Visibility	Who Sees It
All users	Every member in your org
Admins only	Dispatchers, managers, owners
Specific roles	CFIs only, check pilots only, maintenance staff only
Individuals	One named pilot or member

Expiration Tracking

Medical certificates expire. Insurance policies expire. Renter’s agreements expire. WingWrangler watches all of them and tells you before it’s a problem.

Window	Status
More than 30 days out	Valid. No action needed.
Under 30 days	Warning. Pilot and admin get notified.
Past due	Expired. Pilot can’t dispatch until it’s renewed.

Linking Documents

Link a POH to N12345. Link a renter’s agreement to a specific pilot. Link training materials to your Private Pilot course. When you pull up an aircraft, pilot, or course, their documents are right there — no digging.

Reports

Report	What You’ll See
Agreement compliance	Who’s signed the new renter’s agreement. Who hasn’t. Follow up in one click.
Expiration status	Every medical, insurance policy, and agreement approaching expiration or already past due.
Audit trail	Who viewed what, who signed what, when documents were updated. Full history.

Quick Reference

Task	Where to Go
Upload a document	Documents > Upload
Send a renter’s agreement for signature	Documents > Request Signature
Check a pilot’s signed documents	User Profile > Documents
See who hasn’t signed	Documents > Reports
Set up categories	Documents > Settings