Crew & Staff Register

Use the search box at the top of the page to quickly find staff members by:

• First name, surname, or initials
• Username or email address
• Employee number or staff ID
• Phone number or other contact details

The search uses debouncing (waits 500ms after you stop typing) to avoid unnecessary filtering. Results update automatically as you search. Click the information icon next to the search box to see all searchable fields.

By default, the Compliance Documents column shows an overall status button. Click the expand/collapse icon in the column header to switch views:

• Collapsed view: Single button showing overall compliance status across all document groups
• Expanded view: Separate columns for each main document group assigned to any visible staff member, showing individual compliance status per group

The expanded view is useful when you need to identify specific document groups requiring attention. The table automatically adjusts to show only groups relevant to the currently displayed staff.

Each staff member has a license badge showing their license status:

• Green badge: Staff member has one or more licenses on file. Hover over the badge to see license numbers and types.
• Grey badge: No licenses recorded. Hover over the badge to see "No licenses" message.

The badge provides quick visual confirmation of license status without opening the edit window.

Steps to manage licenses:

1. Locate the staff member in the register table
2. In the "License Number" column, click the pencil button
3. A window opens showing the license management form
4. Add new licenses by selecting the license type and entering the license number
5. Edit existing licenses by updating the license number or changing the type
6. Remove licenses if no longer valid
7. Click Save to apply changes or Cancel to discard

License types must be configured in Crew Settings before they can be assigned. Common types include ATPL, CPL, PPL, and various type ratings.

Each staff member has an endorsement badge showing their status:

• Green badge: Staff member has active endorsements. Hover to see aircraft types and positions.
• Grey badge: No active endorsements. Hover to see "No endorsements" message.

Only active (non-deactivated) endorsements are counted in the badge status.

Steps to manage endorsements:

1. Locate the staff member in the register table
2. In the "Endorsement" column, click the pencil button
3. The page switches to the full endorsements management view for that staff member
4. Click "Add endorsement" dropdown to choose endorsement type:
   • Flight Crew Endorsement: For pilots and cabin crew who will be rostered on flights
   • Non-crew Endorsement: For administrative endorsements (engineers, ground ops, etc.) that allow type-specific recency without flight crew functionality
5. Select aircraft type and crew position (for flight crew endorsements)
6. Enable or disable existing endorsements as needed
7. Click "Return to all flight crew" to go back to the main register table

Disabling an endorsement keeps it on record but prevents it from being used for assignments. This is useful for temporary suspensions or when maintaining historical records.

Each staff member has a base badge showing their assignment status:

• Green badge: Staff member has one or more bases assigned. Hover to see base names and airports.
• Grey badge: No bases assigned. Hover to see "No bases" message.

Staff can be assigned to multiple bases if they work across different locations.

Steps to manage bases:

1. Locate the staff member in the register table
2. In the "Base(s)" column, click the pencil button
3. A window opens showing the base assignment form
4. Select from available bases in your organisation
5. Add or remove base assignments as needed
6. Click Save to apply changes or Cancel to discard

Bases must be configured in Organisation → Bases before they can be assigned to staff. Each base is typically linked to an airport location.

The Compliance Documents column shows the overall status of all required documents for each staff member:

• Green button with checkmark: All assigned documents are current and compliant
• Yellow button: One or more documents are expiring soon (within warning period) or pending review
• Red button: One or more documents are expired, missing, or non-compliant
• Grey button: No documents assigned or required for this staff member

The button colour reflects the worst status across all document groups. Click the button to see detailed status for each document.

Steps to view or update compliance documents:

1. Locate the staff member in the register table
2. In the Compliance Documents column, click the status button
3. A window opens showing the full document library for that staff member
4. The library displays all document groups and items assigned to the staff member based on their endorsements and roles
5. Upload new documents, update existing ones, or mark items as complete
6. Document status updates automatically as items are completed or expire
7. Close the window when finished

Document requirements are defined in Organisation → Document Control → Manage Library. The system automatically assigns relevant documents based on staff endorsements and roles.

Click the expand icon in the Compliance Documents column header to switch to expanded view. This shows:

• Separate column for each main document group (e.g., Medical, Training, Security)
• Individual status button for each group per staff member
• Ability to open a specific document group directly

When to use expanded view:

• Auditing specific document types across multiple staff members
• Identifying which staff have issues in a particular document category
• Quick comparison of document status across the team

When operational recency is enabled, two columns appear in the Active staff view:

• All Recency: Shows the overall status of all recency rules across all endorsements, regardless of upcoming flights. Indicates if the crew member is current for their qualifications.
• Upcoming Flights: Shows if any flights in the next 30 days have operational recency issues. Highlights potential problems with scheduled assignments.

These two perspectives help differentiate between general currency status and immediate operational concerns for scheduled flights.

Steps to view recency details:

1. Locate the staff member in the register table
2. Click the button in either the "All Recency" or "Upcoming Flights" column
3. A window opens showing detailed recency status for all endorsements
4. View which specific recency requirements are current, expiring, or expired
5. See last qualifying activity dates and next expiry dates
6. Review upcoming flight assignments that may have recency issues

Recency rules are configured in Crew Settings → Regulations. Each regulation can define specific recency requirements for takeoffs, landings, flight hours, or other operational criteria.

When available: The Flight Experience Summary column only appears when at least one staff member on the current page is flight crew.

Steps to view:

1. Locate a flight crew member in the register table (column will be visible if applicable)
2. Click the flight experience button (plane with user icon) in their row
3. A window opens showing the comprehensive Flight Experience Summary

Non-flight crew members show a dash (-) in this column as flight experience tracking doesn't apply to their role.

The Flight Experience Summary window displays:

• Total flight hours: Accumulated across all aircraft types and positions
• Total sectors: Number of individual flight segments
• Experience by aircraft type: Breakdown of hours and sectors per aircraft
• Experience by position: Hours flown in each crew position (Captain, First Officer, etc.)
• Recent experience: Flight activity within various timeframes (last 28 days, 90 days, 12 months)
• Night flying and IFR hours: Specialised experience categories

1. Apply any desired filters to narrow down the staff list
2. Select Active or Deactivated view as needed
3. Click the appropriate report/export button
4. A window opens with report configuration options
5. Select report format and any additional parameters
6. Click Generate to create the report
7. Download or view the generated report

Report availability and formats may vary depending on your system configuration and permissions.

When pagination appears: When there are 16 or more staff members matching your current filters and view.

Controls available:

• Page number buttons to jump to specific pages
• Next/Previous buttons to move sequentially
• Items per page selector (configurable in filter section)
• Current page indicator showing "Page X of Y"

Default page size is 15 items. Pagination appears at the bottom of the table for easy navigation after reviewing each page.

Sortable column: The "Name" column header is clickable for sorting.

How it works:

• Click the column header once to sort ascending (A→Z)
• Click again to sort descending (Z→A)
• A small icon appears next to the column name indicating sort direction
• Sorting is maintained when you filter or paginate
• Switching between Active/Deactivated views clears the sort