Users and Roles
Every person you add gets a role. That role controls their panel — which pages load, which actions they can take. Think of it as assigning crew positions before departure.
The Eight Roles
Section titled “The Eight Roles”| Role | Description |
|---|---|
| Administrator | PIC of the whole operation. Full authority. |
| Chief Instructor | Oversees all training, endorsements, and check rides. |
| Billing Admin | Handles invoices, payments, and rates. |
| Instructor | CFI assigned to students. Logs and signs flights. |
| Dispatcher | Runs the board. Manages daily schedule and bookings. |
| Mechanic | A&P who tracks squawks, work orders, and airworthiness. |
| Student | Pilot-in-training at a Part 61 or 141 school. |
| Member | Renter or club member who books aircraft directly. |
What Each Role Sees
Section titled “What Each Role Sees”You log in, you see your panel. Nothing more, nothing less. Here’s the breakdown.
Full authority. Every page, every toggle, every record.
- Dashboard
- Schedule — create, modify, or cancel any booking
- Students or Members — add, edit, remove people and roles
- Training — courses, endorsements, curricula (schools only)
- Fleet — add tail numbers, change aircraft status
- Maintenance — work orders, squawks
- Billing — invoices, payments, rates, subscriptions
- Logbook — view and sign any entry
- Documents — upload and manage files
- Reports — financial, operational, training
- Weather
- Messages
- Settings — full org configuration
Your training program lead. Sees everything training-related. Can’t touch fleet or maintenance.
- Dashboard
- Schedule
- Students — view roster
- Training — full control of programs and endorsements
- Billing — view only
- Logbook — view and sign entries
- Documents
- Reports — operational and training
- Weather
- Messages
- Settings — view only
No access to: Fleet, Maintenance
Runs the books. Doesn’t need the flight deck.
- Dashboard
- Billing — full access to invoices, payments, rates, accounts
- Documents
- Reports — financial only
- Weather
- Messages
No access to: Schedule, Students/Members, Training, Fleet, Maintenance, Logbook, Settings
Sees what’s needed to brief, fly, and debrief.
- Dashboard — upcoming lessons, student status
- Schedule — view schedule, set availability
- Training — assigned students’ progress
- Billing — own earnings
- Logbook — view and sign student entries
- Documents
- Weather
- Messages
No access to: Student roster, Fleet, Maintenance, Reports, Settings
Owns the schedule board. Keeps traffic flowing.
- Dashboard — today’s flights, aircraft status
- Schedule — full booking authority
- Students or Members — view directory (read-only)
- Weather
- Messages
No access to: Training, Fleet, Maintenance, Billing, Logbook, Documents, Reports, Settings
Keeps the fleet airworthy. Focused on metal, not money.
- Dashboard — open squawks, upcoming inspections
- Schedule — view schedule and maintenance blocks
- Maintenance — work orders, squawks, aircraft status changes
- Documents
- Weather
- Messages
No access to: Students/Members, Training, Fleet page, Billing, Logbook, Reports, Settings
Your own flights, your own progress, your own account.
- Dashboard — upcoming flights, training progress
- Schedule — view availability, request flights (requires approval)
- Training — own progress and endorsements
- Billing — own balance and payments
- Logbook — own entries, submit for instructor sign-off
- Documents
- Weather
- Messages
No access to: Student roster, Fleet, Maintenance, Reports, Settings
Same as Student, minus training. You book. You fly.
- Dashboard — upcoming flights
- Schedule — view availability, book aircraft directly
- Billing — own balance and payments
- Logbook — own flight records
- Documents
- Weather
- Messages
No access to: Member roster, Training, Fleet, Maintenance, Reports, Settings
Flight Schools vs. Flying Clubs
Section titled “Flight Schools vs. Flying Clubs”Your org type changes a few things:
| Flight School | Flying Club | |
|---|---|---|
| People are called | Students | Members |
| Training page | Yes | No |
| Booking model | Instructor approval required | Direct booking |
How to Add Someone
Section titled “How to Add Someone”- Go to Settings > Members
- Click Invite
- Enter their email. Pick a role.
- Click Send
They’ll receive a link. It’s valid for 7 days. No response? Resend or cancel from the same page.
How to Change a Role
Section titled “How to Change a Role”- Open their profile from Students or Members
- Click Change Role
- Select the new role
- Click Confirm
Takes effect immediately. They’ll see their new panel on next page load.
How to Remove Someone
Section titled “How to Remove Someone”- Open their profile
- Click Remove
- Confirm
That’s it. Access revoked on the spot.
Bulk Import
Section titled “Bulk Import”Got a roster? Skip the one-by-one invites. Upload a CSV.
- Go to Settings > Members
- Click Bulk Import
- Upload a CSV with these columns:
| Column | Required |
|---|---|
| Yes | |
| role | Yes |
| first_name | No |
| last_name | No |
Best Practices
Section titled “Best Practices”- Limit admin access. One or two is plenty.
- Match role to duty. Not title — actual job function.
- Remove departed crew promptly. Don’t leave stale accounts on the ramp.
- Audit quarterly. Roles drift. Review who has access to what every 90 days.