Dashboard

When no duty period is active, the Duties card displays a green Sign-on button in the top-right corner of the card header. Clicking this button opens the sign-on/sign-off window where you can record a new duty period.

Conditions that block sign-on

The Sign-on button may be disabled (showing red) with a popover explanation if any of these conditions exist:

• Past duties need sign-off first: You have flight duties from previous days that still need sign-on or sign-off recorded.
• Unread notifications: You have unread system notifications that must be reviewed.
• Recency alerts: Your recency status is flagged as Required or Expired for an aircraft type you're scheduled to operate within the next 6 hours.
• No crew type set: Your user profile doesn't have a crew type assigned (e.g., Pilot, Co-pilot, Flight Attendant).

If crew data is still loading, the button shows a loading indicator and remains disabled temporarily.

Using the sign-on/sign-off window

The window opens with the title "Sign on". You can choose to work in UTC or Local time:

• UTC mode (default): Enter sign-on and optional sign-off times directly in UTC. This is the simplest approach.
• Local mode: A toggle switch at the top allows you to work in local time. When enabled, two additional airport lookup fields appear—one for sign-on location and one for sign-off location. The system converts your local times to UTC automatically based on the selected airport time zones. Converted UTC times are displayed below each field for verification.

As you enter times, the system validates that:

• Sign-off time is after sign-on time (if provided)
• The duty period doesn't overlap with another existing duty period
• No later duty period already exists

If validation fails, a red error message displays with specific details about the conflict, including the conflicting duty period's start and end times.

Flight duties table

Inside the window, a "Flight duties for this period" table lists all published flight duties assigned to you that fall within or overlap the entered duty period (from sign-on to either sign-off or 16 hours after sign-on, whichever is later). This table shows:

• Flight number
• STD (Scheduled Time of Departure) in UTC or Local, depending on your selection
• STA (Scheduled Time of Arrival) in UTC or Local
• ATD (Actual Time of Departure) if recorded
• ATA (Actual Time of Arrival) if recorded
• AC & Crew: Aircraft registration and crew role assignments

Rows that are fully contained within your entered sign-on/sign-off times are highlighted in green; rows partially overlapping or outside the period are shown in grey. This visual aid helps confirm you're capturing the correct duty period.

First sign-on declarations (organisation-specific)

For certain organisations, when you sign on for the first time or after a long period, you may see a checklist of declarations to confirm:

• I have read and understood the regulations applicable to my upcoming duty.
• I hold the necessary qualifications and endorsements to perform my duty.
• I am not fatigued and am fit to perform my duty.

This checklist is read-only and confirms your acknowledgement of compliance responsibilities.

Duration warnings

If the calculated duty duration (sign-off minus sign-on) exceeds 20 hours, a red warning alert appears: "Your duty is X hours. Please verify that the duration is correct." This is a safeguard against data entry errors.

Submitting the duty

Click Submit to save the duty period. If you entered a sign-off time and have flights during this period, and you hold the required permissions (Own Flight Times & Actuals or Own Flight Documents), the Submit button expands to offer two options:

• Submit Only: Saves the duty period and closes the window.
• Submit and Capture PFA/Documents: Saves the duty period, closes the window, and immediately opens the Post-Flight Actuals window for those flights, allowing you to record flight times, fuel, weights, documents, and other metrics in one workflow.

While submitting, the button shows a loading indicator and the text "Submitting..."

Cancel discards changes and closes the window. Delete this entry appears only when editing an existing duty period and removes the record entirely after confirmation.

When you have one or more duty periods with no sign-off time recorded, the Duties card changes to show a yellow/warning-styled Sign-off button in the top-right corner. Clicking it opens the sign-on/sign-off window pre-filled with the active duty's sign-on time, allowing you to enter a sign-off time.

Active duties table

Below the Sign-off button, an "Active duty details" table lists all open duty periods, showing:

• Edit: A pencil icon button to open the window and modify sign-on or add sign-off
• Date: The sign-on date
• Signed on: The sign-on time in UTC with "Z" suffix
• Remove: A trash icon button to delete the duty period entirely (shows a loading indicator while processing)

Multiple active duties are supported and sorted by sign-on time. If you're deleting one, all buttons disable and show loading indicators until the operation completes.

Editing active duties

Clicking Edit reopens the sign-on/sign-off window with the current duty's times pre-filled. You can adjust sign-on, add or change sign-off, or switch between UTC and Local modes. The same validation rules apply: sign-off must be after sign-on, and the period must not overlap other duties or come before an already recorded later duty.

The Submit button behaves the same as during initial sign-on, offering the option to capture post-flight actuals if applicable.

If you're assigned to flight duties on past dates but haven't recorded sign-on or sign-off for those days, the Duties card displays a "Past duties requiring action" table below the active duties section (if any). This table shows:

• Date: The date of the flight duties
• Flight sectors: A badge showing the count of flight sectors. Hovering over the badge displays a popover listing the specific flight routes (e.g., "FACT → FAOR, FAOR → FACT").
• Sign on/off: A clock icon button to open the sign-on/sign-off window for that date

Important ordering rule: Only the oldest pending date has an active button. All later rows show a disabled (red) button with a popover message: "Please sign off from older duties first." This enforces chronological completion of duty records.

When you click the active button, the window opens with sign-on and sign-off fields empty, and the flight duties table pre-filtered to show only flights from that specific date.

Empty state: If all past duties have been recorded, a green success message displays: "You have no flight duties that require sign-on or sign-off."

After entering a sign-off time for a duty period that includes flights, if you have permission to capture post-flight details, the Submit button expands to offer two options:

• Submit Only: Saves the duty period without opening post-flight capture.
• Submit and Capture PFA/Documents: Saves the duty period and immediately opens the Post-Flight Actuals window for the flights in that period. This window loads with all required document types and allows you to record actual departure/arrival times, fuel quantities, passenger/cargo weights, flight documents, and engine metrics.

This streamlined workflow reduces clicks and ensures timely capture of critical flight data immediately after completing a duty.

The dashboard's Duties card focuses on current and recent duties—today's active periods and the most recent past duties awaiting sign-off. For deeper historical access, including duty reports, past duty periods beyond the recent window, and comprehensive timesheets:

• Navigate to My Portal → Timesheets
• From there you can view, edit, and manage your full duty history, filter by date range, and generate reports

The dashboard and Timesheets work together: the dashboard handles quick, day-to-day duty recording, while Timesheets provides the full historical view and detailed management tools.

Click the red "Submit new report" button. The menu is organised into sections by Quality, Safety, Security (QSS) category:

• Safety report: Top-level option for general safety reports, plus sub-items for specific safety report types (e.g., Ground Safety Event, Air Safety Event, Wildlife Strike)
• Security report: Top-level option for general security reports, plus sub-items for specific security report types
• Dangerous Goods report: Top-level option for dangerous goods incidents, plus sub-items for specific DG report types
• Ad Hoc report: Top-level option for miscellaneous or custom reports defined by your organisation

Selecting a report type opens the Report window (titled "Submit new report") with a form tailored to that category. If you select a top-level category (e.g., "Safety report") without choosing a sub-type, the window opens with a menu to select the specific report type. If you select a sub-item directly, that type is pre-selected.

The menu scrolls vertically if many report types are configured. Dividers separate each QSS section for clarity.

The Report window opens as a large dialog. Key fields and sections include:

• Report Subject: Some report types auto-generate the subject based on the selected type and organisation settings; others allow manual entry. Auto-generated subjects display with "(auto generated)" annotation.
• Submit anonymously: For certain report types, a checkbox allows anonymous submission. If checked, your identity is hidden from investigators and management.
• Submit on behalf of another user: If you're a Safety or Security officer (role-based), a checkbox appears to submit the report on behalf of someone else. When checked, a user search field allows you to select the reportee.
• Entity selection (when enabled): If your organisation has multiple internal entities/companies and the report type allows entity selection, a selection menu lets you choose the applicable entity.

Discretion and Duty Violation reports display read-only sections with:

• Duty start and end times in UTC
• List of flights operated during that duty
• Crew members involved (for PIC Discretion reports)
• Details of the regulation violated and the specific rule failed (for Duty Violation reports)

These read-only sections provide context so you understand exactly which duty period the report references.

Depending on the selected report type, additional fields may appear:

• Event details: Date/time of occurrence, location (base or airport), description of what happened
• Hazards and areas (Safety): Link the report to hazards from your organisation's hazard register and insight areas (e.g., "Aircraft Technical", "Human Factors", "Weather")
• Linked events: Associate the report with other events or incidents already recorded in the system
• Custom fields: Some report types have organisation-specific fields defined by administrators (e.g., "Was PPE worn?", "Number of personnel affected")

All fields marked with a red asterisk are required. Validation messages appear inline if required fields are missing or invalid.

Many report types include an Attachments section. You can upload:

• Documents (PDF, Word, Excel, etc.)
• Images (JPEG, PNG)
• Videos (MP4, WEBM, OGG, AVI, MOV, WMV, FLV, MKV)
• Audio files (MP3, M4A, WAV, OGG, FLAC, AAC)

The form displays allowed file types and maximum file size. After uploading, attachments are listed with options to remove them before submission.

Attachments are stored securely and are only accessible to authorised investigators and administrators.

The report window is designed for ease of use:

• Large dialog: Opens as a large window for comfortable reading and data entry. You can maximise it to full-screen using the expand icon in the window header.
• Real-time validation: Required fields are validated as you type. Error messages disappear once the field is correctly filled.

If you don't see a report type you expect, your role or organisation settings may restrict access to that type—contact your administrator.

At the bottom of the form, a Submit button offers two options:

• Save as draft: Saves the report without notifying investigators or changing its status to "Submitted". You can return to it later from My Portal → Drafts to continue editing or submit.
• Submit for investigation: Finalises the report, changes its status to "Submitted" (or "Open"), logs the submission, and sends email notifications to assigned investigators and managers. Once submitted, the report becomes read-only for you (the reporter).

Draft availability depends on the report type. Some types (e.g., Duty Violation reports) may not support drafts and only allow immediate submission.

Drafts are accessible from My Portal. Navigate there, find your draft report in the list, and click Edit to continue working on it.

When you click Submit for investigation:

1. The system logs the submission with a timestamp and your user ID.
2. Email notifications are sent to investigators, safety officers, and managers (based on the report type and organisation configuration).
3. The report status changes to "Open" or "Submitted".
4. The report becomes read-only for you. You can view it from My Portal, but you cannot edit it further.

Investigators and administrators take over from here. They can assign the report, conduct investigations, add findings, request additional information (RFIs), and eventually close the report.

If you need to make changes after submission, contact your safety or security administrator. They can reopen the report or make amendments on your behalf.

If you have duty periods that triggered Flight and Duty Period (FDP) rule violations or required PIC discretions, a table titled "New Duty Violation/Discretion Reports" appears below the "Submit new report" button within the Reporting card.

This table lists each duty period requiring a report, showing:

• Duty Start (UTC): The date the duty began
• Flights (for flight crew): A badge showing the count of flights operated during that duty. Hovering displays a popover with flight route details.
• Submit Report: A button that opens the duty/regulations window pre-filled with the failed rules and duty details. This button may show a badge indicating the number of regulations failed or discretions required.

Clicking Submit Report opens the Report window with the report type pre-selected (either PIC Discretion Report or Duty Violation Report) and the duty period details pre-populated in read-only fields. Complete the remaining fields (e.g., description of the discretion or violation, mitigations taken) and submit.

Important: Duty periods older than one month should be completed from the Timesheets page, not the dashboard. The dashboard alert table only shows recent duty periods (within the last month). When this table is present and contains items, the Reporting card becomes scrollable to ensure all buttons remain accessible.

The report types you see and the options available (anonymous submission, submit on behalf, specific report types) depend on:

• Your assigned roles: Safety Officer, Security Officer, Auditor, Investigator, Flight Crew, etc.
• Organisation settings: Administrators configure which report types are active and which roles can access them.
• Permissions: Report submission and viewing depend on your role and organisation configuration.

If you expect to see a report type or option that's missing, contact your administrator to review your role assignments and organisation report settings.

Draft reports: Navigate to My Portal → Reports → Drafts. From there, you can open, edit, and submit draft reports.

Submitted reports: Navigate to My Portal → Reports → Submitted. Submitted reports are read-only for you but remain visible so you can track their status (Open, Under Investigation, Closed, etc.).

Investigators and administrators handle follow-up from their dedicated investigation views (e.g., Safety Reports, Security Reports, Investigations pages).

To help investigations proceed smoothly and reduce back-and-forth:

• Clear subject and description: Explain what happened, when, where, and who was involved. Use plain language.
• Link hazards, areas, and events: If the form presents these fields, fill them in. This speeds routing to the right investigator and improves safety trend analysis.
• Attach evidence: If prompted, upload photos, documents, or screenshots directly in the form. Follow on-screen guidance for file types and sizes.
• Use drafts strategically: If you need time to gather details, save as draft and return later. Don't submit incomplete reports if you can avoid it.
• Anonymous vs identified: Anonymous reporting protects your identity from investigators and management, but you won't receive direct follow-up. Use it when appropriate for sensitive matters.

The Flights map card displays an interactive map with markers for your organisation's active bases. Each marker shows the base name and airport code. The map provides quick geographic context for where operations are centred.

Note: On smaller screens, the map may be hidden to save space depending on your organisation's settings.

The Weather card displays a live wind and weather view from Windy.com. The map is centred on your organisation's first active base (or a default location if no bases are defined). It shows:

• Wind overlay: Animated wind patterns
• Product: ECMWF model data (European weather forecast)
• Metric units: Wind in knots, temperature in Celsius
• Time: Current time ("now"), with calendar controls to view forecast hours ahead

The widget provides quick situational awareness for flight planning and operational decision-making.

The Weather card is hidden on smaller screens for some organisations to prioritise more critical dashboard content.