Crew Rosters
Build and manage crew schedules across multiple crew members and days for comprehensive roster planning.
1 What's on this page
The Crew Rosters page displays a table view showing multiple crew members' schedules side-by-side across a selected date range (up to 30 days). This multi-crew perspective allows schedulers to see patterns, gaps, and resource availability at a glance, making it easier to coordinate crew across flights and operations.
What you see here
- Multi-crew table: A table with crew members listed in rows and dates displayed in columns (up to 30 days visible)
- Search and filter tools: Comprehensive filtering by roles, crew positions, aircraft types, airports, countries, and specific staff members
- Date range selector: Choose the start and end dates for the roster view period
- Schedule summary badges: Each day cell shows colour-coded badges for flights, non-flight duties, rest periods, and location assignments
- Edit buttons: Quick access to edit individual days or open a detailed monthly view for each crew member
- Time zone toggle: Switch between UTC and Local time displays for all schedule information
Who uses this page
- Schedulers: Staff responsible for building and managing crew rosters across the organisation
- Operations managers: Senior staff who oversee crew scheduling and resource allocation
- Administrators: System administrators with full scheduling access
- Viewing only: Staff with view-only permissions can see rosters but cannot make changes
Multi-crew scheduling hub: This page is designed for schedulers managing multiple crew members simultaneously. For individual crew members viewing their own schedules, see the My Portal: Roster page, which provides a personal, read-only calendar view.
Permission required: You need scheduling permissions to access and use this page. If you see a "Not Authorised" message, contact your administrator to request the appropriate permissions.
2 Filter and search for crew
The Crew Rosters page includes powerful filtering and search capabilities to help you quickly find and focus on specific crew members. Use these tools to narrow down the roster view to exactly the crew you need to schedule.
Quick search
Search by name or details
Use the search box at the top of the page to quickly find crew members by:
- First name, surname, or initials
- Username or email address
- Employee number or staff ID
The search is debounced (waits 500ms after you stop typing) to avoid unnecessary filtering while you type. Results update automatically as you search.
Advanced filters
Click the filter section to access comprehensive filtering options:
Role and position filters
- Roles: Filter by user roles (e.g., flight crew, cabin crew, maintenance staff)
- Endorsed crew positions: Filter by specific crew positions (e.g., Captain, First Officer, Senior Cabin Crew)
Aircraft filters
- Endorsed aircraft types: Show only crew endorsed on specific aircraft types (e.g., B737, A320)
- Specific aircraft: Filter by crew assigned to specific aircraft registrations
Location filters
- Airports: Filter by crew based at or assigned to specific airports
- Countries: Filter by crew members' country of operation or residence
Staff member filter
Select specific staff members from a dropdown list to view only those crew members' schedules. Useful for focusing on a small team or checking specific individuals.
Date range selection
Choose the roster period
The filter section includes a date range selector:
- Start date: The first day to display in the roster table
- End date: The last day to display (up to 30 days from start date)
- Default view: Opens with a 7-day view starting from today
The system automatically limits the date range to a maximum of 30 days to ensure the table remains manageable. For longer-term planning, adjust the date range to view different periods.
Clear filters and reset
To reset your filters:
- Click the "Clear filters" button to remove all filter selections
- Clear the search box to remove text search filtering
- Reset the date range to return to the default 7-day view
3 View crew schedules
The main roster table shows crew members in rows and dates in columns, with each cell displaying a summary of the crew member's schedule for that day. This layout makes it easy to scan multiple crew schedules simultaneously.
Table structure
Understanding the roster table
The roster table is organised as follows:
- Left columns: Edit button and crew member name
- Date columns: One column for each day in your selected date range, showing the day of the week and date (DD/MM/YYYY)
- Table header: Golden/yellow background to clearly distinguish header from content
- Sortable names: Click the "Name" column header to sort crew alphabetically (ascending or descending)
The table uses responsive design and horizontal scrolling if needed. For best results, use a wide screen or adjust the date range to show fewer days.
Schedule badges in each cell
Each day cell shows colour-coded badges representing the crew member's schedule for that day:
Flight duties
Flight duties appear as badges showing:
- Route: Departure and arrival airport codes (e.g., "JNB → CPT")
- Times: Departure and arrival times in your selected time zone
- Custom colours: Each flight type or route may have a custom colour for easy identification
Non-flight duties
Non-flight duties (training, standby, administrative, etc.) display as badges with:
- Duty type name: e.g., "Simulator Training", "Standby"
- Location: Where the duty takes place
- Custom colours: Each non-flight duty type has a configurable colour
Rest periods
Rest periods show as badges with:
- Rest type: e.g., "Home rest", "Hotel rest", "Layover"
- Duration: Start and end times
- Green or custom colour: Typically green unless configured otherwise
Location assignments
Temporary location assignments display as badges showing:
- Airport code: Where the crew member is assigned (e.g., "JNB", "CPT")
- Duty code: If associated with a duty type, shown in parentheses
- Hover for details: Hover over the badge to see full date range and times
Time zone preference
At the top of the page, you'll see a UTC/Local toggle switch:
- UTC: Display all times in Coordinated Universal Time (standard aviation time)
- Local: Display times in local time for each location (easier for understanding crew members' daily schedules)
Your time zone preference is saved to your user profile and will apply across all scheduling pages in the application.
Pagination
If you have more than 15 crew members matching your filters, the table uses pagination:
- Items per page: Default is 15 crew members per page (adjustable if more than 16 results)
- Page selector: Use the pagination controls at the bottom of the table to navigate between pages
- Total count: The pagination shows the total number of crew members matching your current filters
4 Edit crew schedules
If you have edit permissions, you can modify crew schedules directly from the Crew Rosters page. There are two ways to edit schedules: edit a single day for a crew member, or open a detailed monthly view for comprehensive schedule management.
Edit permission required: You must have scheduling edit permissions to modify crew schedules. If you don't have these permissions, you'll see "Not Authorised" buttons instead of edit buttons.
View-only access: Users with view-only permissions can see all crew schedules but cannot make changes. This allows operations staff and managers to monitor schedules without accidentally modifying them.
Edit a single day
Quick edit for a specific day
To edit a crew member's schedule for a specific day:
- Locate the crew member's row and the day column you want to edit
- Click the edit button (pencil icon) in the top-left corner of the day cell
- A window opens showing the "Scheduled Duties and Rest" form for that specific day
- Add, modify, or remove flights, non-flight duties, and rest periods as needed
- Click Save to apply your changes or Cancel to discard
The window header shows the crew member's name and the selected date for easy reference.
Open monthly view for detailed editing
Comprehensive monthly schedule management
To edit a crew member's schedule in a monthly calendar view:
- Locate the crew member's row in the table
- Click the edit button (pencil icon) in the leftmost column of their row
- You're redirected to a single-crew monthly roster page for that crew member
- This page shows a full monthly calendar view with edit capabilities for each day
- Make your changes across multiple days as needed
- Return to the multi-crew roster view using your browser's back button or the navigation menu
The monthly view opens at the same start date as your current roster period, making it easy to continue working in the same timeframe.
Scheduled Duties and Rest window
When you edit a single day, the "Scheduled Duties and Rest" window opens, allowing you to:
- Add flight duties: Assign the crew member to specific flight sectors
- Add non-flight duties: Schedule training, standby, administrative work, positioning, or other ground duties
- Add rest periods: Define mandatory rest between duties (home rest, hotel rest, layover rest)
- Set duty times: Specify start and end times for each duty or rest period
- Choose locations: Select airports and bases for each activity
- View regulatory compliance: The system checks Flight and Duty Period (FDP) rules in real-time
All changes are validated against your organisation's regulatory definitions. If a schedule violates flight or duty time limits, rest requirements, or off-day rules, the system will warn you before saving.
What happens after you save
After saving schedule changes:
- Table reloads: The Crew Rosters table refreshes to show your changes
- Badges update: New or modified duties appear as badges in the relevant day cells
- FDP recalculations: The system recalculates flight and duty period compliance for affected crew members
- Notifications: Crew members may receive notifications about schedule changes (depending on your organisation's configuration)
5 Understanding schedule badges and colours
The Crew Rosters page uses colour-coded badges to make it easy to distinguish between different types of scheduled activities at a glance. Understanding these colours and badges helps you quickly assess crew availability and workload.
Badge types
Flight duties
Flight sector duties show departure and arrival airports with times. Colours may vary based on flight type, route, or operational category configured by your organisation.
Non-flight duties
Non-flight duties (training, standby, admin) display with custom colours defined by your organisation. Each duty type has its own colour for easy identification.
Rest periods
Rest periods typically show with a green background unless your organisation has configured a custom colour. Rest is crucial for regulatory compliance.
Location assignments
Temporary location assignments show the airport code and optional duty code. Typically green or custom colour based on the associated duty type.
Hover for details
Hover your mouse over any badge to see additional information in a tooltip:
- Full times: Complete start and end times in both UTC and Local time
- Duration: Total hours for the duty or rest period
- Location details: Full airport names and codes
- Date range: For multi-day assignments, the complete date span
Empty cells
If a day cell is empty (no badges):
- Off day: The crew member has no scheduled duties or rest for that day
- Available: The crew member could potentially be scheduled for duties that day
- Check FDP status: Even on off days, the crew member's cumulative flight and duty hours may affect future scheduling
6 Regulatory compliance and validation
The Crew Rosters page integrates with your organisation's regulatory definitions to ensure all schedule changes comply with flight and duty time limitations, rest requirements, and off-day rules. The system validates schedules in real-time and provides warnings when regulatory limits are approached or exceeded.
Automatic FDP validation
Flight and Duty Period checks
When you save schedule changes, the system automatically checks:
- Flight time limits: Maximum flight hours over 7 days, 28 days, and 365 days
- Duty time limits: Maximum duty hours per day and over rolling periods
- FDP maximum: Maximum Flight Duty Period based on local night definitions and number of sectors
- Minimum rest: Minimum rest periods between duties based on preceding duty duration
- Off-day requirements: Minimum number of off days in rolling periods (e.g., 2 days off in 14 days)
These rules are based on the regulatory definitions configured by your administrators and are specific to your organisation's operating authority.
Validation warnings and errors
If a schedule change violates regulatory limits:
- Warning message: The system displays a clear message explaining which rule is violated
- Cannot save: In most cases, you cannot save a schedule that violates mandatory regulatory limits
- Discretion options: For some violations, a commander discretion or operational exception may be available
If you encounter a validation error, review the crew member's recent schedule to identify the cause (e.g., insufficient rest, too many consecutive duty days).
View FDP status
To check a crew member's current FDP compliance status:
- From My Portal: Crew members can view their own FDP status badges on their personal roster
- From crew register: Administrators can view detailed FDP status for any crew member in the Crew & Staff Register
- From flight schedule: When assigning crew to flights, the system shows FDP status indicators
7 Tips and best practices
Use these tips to work efficiently with the Crew Rosters page and avoid common scheduling pitfalls.
Plan ahead
- Start early: Build rosters well in advance to identify potential issues early
- Check gaps: Look for empty cells that might indicate crew shortages on specific days
- Balance workload: Avoid scheduling the same crew members for all the busiest flights
Use filters effectively
- Filter by aircraft type: Quickly see which crew are endorsed for specific aircraft
- Filter by location: Focus on crew based at specific airports when scheduling regional operations
- Save time: Combine filters to narrow down to exactly the crew you need
Monitor compliance
- Check FDP regularly: Review crew members' FDP status before assigning additional duties
- Schedule rest proactively: Ensure adequate rest periods before crew approach regulatory limits
- Plan off days: Schedule required off days in advance to avoid violations
Communicate changes
- Notify crew early: Give crew members advance notice of schedule changes when possible
- Explain conflicts: If you can't accommodate requests, explain regulatory or operational reasons
- Document exceptions: If using commander discretion, ensure it's properly documented
Keyboard shortcuts and efficiency tips
- Sort by name: Click the "Name" column header to sort crew alphabetically (faster than scrolling)
- Use search: Type a crew member's name instead of scrolling through pages
- Adjust date range: Use shorter date ranges (7-14 days) for better table visibility on smaller screens
- Pagination: Use keyboard navigation (Tab and Enter) to move through pagination controls
8 Troubleshooting
Common issues and how to resolve them when using the Crew Rosters page.
I can't see any crew members
Possible causes:
- Your filters are too restrictive (no crew members match all selected filters)
- Your search term doesn't match any active crew members
- There are no active flight crew members in the system
Solutions:
- Clear all filters and search terms to see if crew members appear
- Check if crew members are marked as "Deactivated" in the Crew & Staff Register
- Verify your permissions allow you to view crew rosters
Edit buttons are disabled or missing
Reason: You don't have edit permissions for crew scheduling.
Solutions:
- Contact your administrator to request scheduling edit permissions
- If you only need to view schedules, use the view-only access you currently have
- Check if your role includes the necessary permissions (e.g., "Scheduler" or "Operations Manager")
I get a validation error when saving
Reason: The schedule change violates flight and duty time regulations or rest requirements.
Solutions:
- Read the error message carefully—it explains which regulatory rule is violated
- Review the crew member's recent schedule to identify cumulative duty hours or insufficient rest
- Adjust the schedule to add more rest or reduce duty hours
- If an exception is necessary, check if commander discretion or an operational exemption is available
The table is too wide to see on my screen
Reason: The date range spans many days, creating too many columns for your screen width.
Solutions:
- Reduce the date range to show fewer days (e.g., 7 days instead of 30 days)
- Use a wider monitor or increase your browser window size
- The table is horizontally scrollable—use your mouse or trackpad to scroll right and left
- Consider using the single-crew monthly view for detailed work on individual crew members
Changes aren't saving or the page is loading slowly
Possible causes:
- Network connectivity issues
- The system is recalculating FDP rules for many crew members
- High server load due to multiple users making changes simultaneously
Solutions:
- Wait a few moments and try saving again
- Check your internet connection
- Refresh the page and try again
- If the problem persists, contact your system administrator or technical support