Your Recency & Documents

The Your Recency & Documents page is your central hub for managing all personal credentials, qualifications, and regulatory documentation. This page displays your licences, ratings, endorsements, medical certificates, training records, and other required documents organised in a hierarchical structure. You can view status, upload supporting documents, and track expiry dates to ensure you remain compliant with operational requirements.

When you open the Your Recency & Documents page, you see a table displaying all your document groups in a hierarchical, expandable structure. The page header shows "Recency & Documents for [Your Name]" to confirm you're viewing your own records.

Expand and collapse groups

At the top-left of the table, two buttons help you navigate the hierarchical structure:

Navigate the hierarchy

Documents are organised in three levels:

1. Groups (Level 1): Top-level categories like "Licences", "Endorsements", "Medicals", "Training Records". Click the arrow icon to expand or collapse a group.
2. Item Types (Level 2): Specific document templates within each group (e.g., "CPL", "ATPL", "Medical Class 1"). Each item type shows its name, type-specific details (for flight crew), and current status.
3. Items (Level 3): Your actual document instances with dates of issue, expiry dates, uploaded files, and status indicators.

Each document displays a colour-coded status badge indicating its current validity. Status is calculated based on the date of issue, expiry date, and your organisation's lead-time settings for renewals.

To update your documents, upload new files, or record new qualifications, use the Manage recency button at the top-right of the page. This opens a window where you can edit your document library.

Open the management window

1. Click the Manage recency button at the top-right of the page
2. A window titled "Manage your recency" opens, displaying the same hierarchical structure as the main page
3. The window includes additional controls for editing, uploading, and removing documents

Update an existing document

To update dates or upload a new version of a document:

1. Expand the relevant group to find the document you want to update
2. Click on the document row to select it
3. Update the Date of Issue and Expiry Date fields
4. Click Choose File to upload a new supporting document (PDF, image, video, audio, or other file types)
5. Click Save to save your changes
6. The document status updates automatically based on the new expiry date

Add a new document instance

If you've obtained a new qualification or endorsement and need to record a new instance:

1. In the management window, expand the relevant group (e.g., "Endorsements")
2. Find the specific item type (e.g., "Type Rating - A320")
3. Click the Add new item button (plus icon) next to the item type
4. A new item row appears where you can enter the date of issue, expiry date, and upload supporting documentation
5. Click Save to save the new document instance

Remove a document

If you need to remove an incorrect or outdated document record:

1. In the management window, expand groups to find the document
2. Locate the document item you want to remove
3. Click the Remove button in the rightmost column of that row
4. Confirm the removal when prompted
5. The document is removed from your records

The document table displays several columns to help you understand each document's details and status.

When you've uploaded supporting documents (PDFs, images, videos, audio files, or other files), you can view or download them directly from the table.

View a document

1. In the Document column, look for the download icon
2. Click the icon to open the document
3. The document opens in a viewer window overlaying the current page
4. If it's a PDF, you can use the viewer to navigate pages, zoom, and print
5. If it's a video or audio file, the viewer displays HTML5 playback controls for play, pause, volume, and seeking
6. Click Close or the X button to close the viewer

Download a document

1. In the document viewer window, look for the download or print buttons
2. Click Download to save the file to your device
3. The file downloads with its original filename or a system-generated name
4. You can also print directly from the viewer if it's a PDF

Your ability to view and manage documents depends on your user permissions and role within the organisation.

Who can view this page

All users can access the Your Recency & Documents page to view their own documents. This is your personal document library, and it's always available through the My Portal menu.

Who can edit documents

To edit your documents, you must have one of the following permissions:

• My Portal: Recency & Documents - Edit: Allows you to manage your own document library
• Crew Management: Flight Crew - Edit: Allows crew management staff to edit flight crew documents

If you lack these permissions:

• The Manage recency button shows as "Not Authorised"
• You can view all your documents but cannot add, edit, or remove them
• Contact your administrator or crew management team to update documents on your behalf

Document visibility rules

The page displays documents based on your user type and role:

• Flight deck crew: See licences, ratings, endorsements, medicals, and flight-specific training
• Cabin crew: See cabin crew licences, medicals, safety training, and cabin-specific certifications
• Ground staff: See relevant training records and certifications for ground operations
• Administrators: May see additional document types depending on their role

For flight crew, some documents are linked to specific aircraft types. The Type Specific column indicates which aircraft types each document applies to.

Understanding type-specific documents

Type-specific documents typically include:

• Type ratings: Endorsements for specific aircraft types (e.g., "B737", "A320", "King Air")
• Recency requirements: Recent flight experience on specific aircraft types
• Type-specific training: Training completed for particular aircraft models
• Differences training: Training to operate similar variants within an aircraft family

How type-specific documents affect scheduling

When you're rostered on a flight:

• The system checks if you have current, valid documents for that aircraft type
• If your type rating or recency has expired, you may be flagged as unqualified for that flight
• Schedulers are alerted if they attempt to roster you on an aircraft type you're not endorsed for
• Your Personal Dashboard displays recency alerts for aircraft types you operate

I can't upload a document

Possible causes:

• You don't have permission to edit your documents (check if "Manage recency" button is enabled)
• The file is too large (contact your administrator about file size limits)
• The file format is not supported (try converting to PDF)
• Your browser is blocking the upload (check browser console for errors)

Solution: Try using a PDF file under 10 MB. If the problem persists, contact your administrator or crew management team to upload the document on your behalf.

My document shows "Required" but it's still valid

Possible causes:

• The expiry date entered is incorrect or missing
• The date of issue is in the future
• The system clock or time zone is causing a date calculation error
• Your organisation has set a long lead time for renewals (e.g., flagging documents 90 days before expiry)

Solution: Check the date of issue and expiry date. Ensure they're entered correctly in the DD MMM YYYY format. If dates are correct, contact your crew management team to review the document status calculation.

I don't see a document type I need

Possible causes:

• The document type hasn't been configured for your user role
• You're looking in the wrong group (try expanding all groups)
• The document type is not required for your current endorsements or role

Solution: Use the "Expand all" button to see all available document types. If you still can't find it, contact your crew management team or administrator to add the document type to your user template.

The "Manage recency" button is disabled

Cause: You don't have permission to edit your own document library.

Solution: Contact your administrator or crew management team to request permission or to have them update your documents on your behalf. In some organisations, only administrators are allowed to modify crew documentation to maintain strict control over regulatory compliance.