Published Flight Schedule

The most common task is viewing and finding specific flights.

Steps:

1. Use the search box to type flight number, aircraft registration, route, crew name, or other searchable terms
2. Apply additional filters using the filter dropdown (period, base, aircraft type, client, etc.)
3. Toggle between Active and Deleted views if needed
4. Click column headers to sort the table

Result:

The table updates to show only flights matching your criteria. If no flights are found, the table displays a "No flights found" message.

Who can do this: Operations staff with flight schedule editing permissions

Steps:

1. Click Add Flights in the top-right
2. Choose Individual flights or Weekly recurring flights
3. In the flight window that opens, complete the required fields:
   • Flight number
   • Date and times (STD, STA in UTC or Local)
   • Route (departure and arrival airports)
   • Aircraft (or aircraft type if not yet assigned)
   • Client (if applicable)
   • Crew assignments (optional at this stage)
4. For weekly recurring flights, specify:
   • Start and end dates for the recurring pattern
   • Days of the week to repeat
5. Click Save

Result:

The new flight(s) are added to the schedule. For recurring flights, multiple flights are created automatically across the specified period. The flight(s) appear in the table and are marked as Published.

Who can do this: Operations staff with flight schedule editing permissions

Steps:

1. Find the flight in the table
2. Click the Edit button in the flight's row
3. In the flight window, update the fields you need to change
4. Click Save

Result:

The flight is updated immediately. Changes are visible to all users viewing the schedule. If the flight was part of a weekly recurring pattern, you can also choose to edit the entire pattern by clicking the icon.

Who can do this: Operations staff with flight schedule editing permissions

Bulk editing allows you to update multiple flights at once—useful for changing aircraft assignments, times, or crew across several flights.

Steps:

1. Click Bulk Edit Flights in the top-right
2. The table now shows checkboxes in the first column
3. Select at least 2 flights by clicking their checkboxes
4. Click the Edit [X] Flights button that appears
5. In the bulk edit window:
   • Enable the fields you want to update (each field has a checkbox)
   • Enter the new value for each enabled field
   • All selected flights will be updated with these values
6. Click Save
7. Click the red X button to exit bulk edit mode

Result:

All selected flights are updated with the new values you provided. Only the fields you enabled are changed; other flight details remain unchanged.

Who can do this: Flight crew assigned to the flight, or operations staff with post-flight permissions

Post-flight actuals (PFA) capture real operational data after a flight completes: actual times, fuel burn, delays, diversions, and crew duty information.

Steps:

1. Click Capture Post-Flight Data in the top-right
2. Select the flight(s) you want to capture actuals for using the checkboxes
3. Click Capture [X] Flights
4. In the PFA window, complete the required fields:
   • Actual off-block time (AOBT)
   • Actual takeoff time (ATOT)
   • Actual landing time (ALDT)
   • Actual on-block time (AOBT)
   • Fuel uplifted
   • Crew duty times (if required by your organisation)
   • Delay codes (if delays occurred)
   • Diversion details (if the flight diverted)
5. Upload any required documents (e.g., tech log, flight reports)
6. Click Submit

Result:

The flight's post-flight data is saved. The flight status changes to indicate PFA is complete. Crew duty hours and flight times are calculated automatically and feed into the Flight & Duty Tracker and timesheets.

Who can do this: Users assigned as flight approvers in Scheduling Settings

If flight approval is enabled for your organisation, flights must be approved before they can proceed to operations. This workflow is typically used when flights are created by schedulers and require review by operations managers.

Steps to approve/reject individual flights:

1. Locate the flight in the table
2. In the Flight Approval column, click the dropdown for the flight
3. Select Approved, Rejected, or Pending
4. If rejecting, enter a rejection reason in the window that appears
5. Click Save

Steps to bulk approve/reject flights:

1. In the Flight Approval column header, click the Update all dropdown
2. Choose Approve all, Reject all, or Change all to pending
3. Confirm your choice in the window that appears

Result:

The flight approval status is updated. Approved flights can proceed normally. Rejected flights are flagged and may require changes before re-approval. Operations staff can see rejection reasons in the flight details.

Undo a bulk approval action:

If you accidentally bulk-approve or bulk-reject flights, you can undo the last bulk action by clicking the Undo button that appears next to "Update all" immediately after a bulk operation. This reverts all flights affected by the last bulk action to their previous approval status.

Who can do this: Users with quotations permissions

You can generate price quotes for clients directly from published flights.

Steps:

1. Click Create Quote in the top-right
2. Select the flight(s) you want to quote using the checkboxes
3. Click Create Quote
4. In the quote window, the selected flights are automatically added
5. Complete the quote details:
   • Client
   • Quote configuration (pricing model)
   • Currency
   • Any additional services or adjustments
6. Click Save

Result:

A new quote is created and linked to the selected flights. The quote appears in the Quotations module. Flights with active quotes show a Quote badge in the table with the quote reference number.

Who can do this: Users with quotations permissions

When a quote is linked to a flight, you can deactivate it if it's no longer relevant (client declined, expired, or superseded). You can also reactivate a deactivated quote if needed.

Steps to Deactivate:

1. Find the flight with the quote you want to deactivate
2. In the Quote column, click the Deactivate button (red ban icon) next to the quote reference
3. Enter a Deactivation Reason (e.g., "Client cancelled", "Quote expired")
4. Click Deactivate

Steps to Reactivate:

1. Find the flight with the deactivated quote (shown with a warning icon)
2. In the Quote column, hover over the warning icon to see deactivation details
3. Click the Reactivate button (green plus icon) if available
4. Confirm the reactivation

Result:

Deactivated quotes show a warning triangle icon. Hover over it to see deactivation details (reason, user who deactivated, and date/time). The flight becomes available for new quote creation after deactivation. Reactivated quotes return to active status and the flight cannot be selected for new quotes.

Who can do this: Flight crew viewing their own assigned flights

Flight crew can generate Operational Flight Plans (OFPs) for their assigned flights. An OFP consolidates multiple flight sectors into a single document for crew briefing.

Steps:

1. Click Create OFP in the top-right
2. Select the flights you want to include using the checkboxes
3. Click Create OFP
4. In the OFP window, review the included flights and add:
   • OFP reference number
   • Aircraft (if not already assigned)
   • Crew members (if not already assigned)
   • Any additional notes or briefing information
5. Click Save and Generate

Result:

An OFP document is created and linked to the selected flights. Flights with OFPs show an OFP badge in the table. You can view, update, or remove the OFP using the buttons in the OFP column.

Who can do this: All users

Steps:

1. Apply any filters to narrow down to the flights you want to export
2. In the top-right, click the Export dropdown (Excel, PDF, or Print icon)
3. Choose your preferred format:
   • Excel: Downloads a spreadsheet with all visible flights and columns
   • PDF: Generates a formatted PDF document
   • Print: Opens a print-friendly view in a new browser window

Result:

The schedule is exported in your chosen format. The export includes all flights currently visible in the table (filtered and sorted as you've set). Hidden columns are not included.

Who can do this: Operations staff with flight schedule editing permissions

Steps:

1. Find the flight in the table
2. Click the Delete button in the flight's row
3. Confirm the deletion in the window that appears

Result:

The flight is marked as Deleted and removed from the Active view. It remains in the system and can be viewed by switching to the Deleted view. Deleted flights cannot be operated but are retained for record-keeping and reporting.