Flight & Duty Tracker
Monitor flight duty periods, cumulative flight hours, and off-day compliance for all crew members.
1 What this page does
Who uses this page: Operations managers, crew planners, administrators
This page provides oversight tools to ensure crew members remain within regulatory flight duty period (FDP) limits, cumulative flight hour restrictions, and required off-day patterns. It offers three specialised views to track different aspects of duty compliance.
2 Overview
The page is organised into three tabs, each addressing a specific compliance area:
Flight and Duty Overview
Real-time view of each crew member's current FDP status with colour-coded badges. Shows cumulative duty hours across multiple lookback periods (7, 14, 28, 90, and 365 days) broken down by flight time, total duty, and FDP hours.
Displays days worked in recent periods and tracks consecutive off-days.
Flight Time Evaluation
Evaluates crew cumulative flight hours against regulatory maximum flight hour rules. Separate tables for flight deck crew and cabin crew with configurable regulation selection.
Each cell shows hours flown versus the limit, with colour coding to flag approaching or exceeded thresholds.
Off Day Evaluation
Tracks off-day patterns and compliance with regulatory off-day rules. Shows crew compliance against rules such as maximum consecutive working days, minimum consecutive off-days, and minimum total off-days in specified periods.
Uses colour-coded badges to indicate compliance status (green = compliant, red = not compliant).
All data on this page is read-only. To modify duty periods, flight schedules, or roster assignments, navigate to the relevant pages via the Related Pages section at the bottom of this documentation.
3 Primary workflows
3.1 Monitor current FDP status
When to use it: To quickly check which crew members are approaching or exceeding FDP limits right now.
Steps
- Navigate to the Flight and Duty Overview tab (default view).
- Review the FDP column, which displays a colour-coded status badge for each crew member.
- Click on a crew member's FDP badge to open a detailed FDP window showing:
- Current duty period breakdown with start/end times
- Flight duties within the period
- Any FDP rules failed or at risk
- Rest period requirements
Result
A detailed window opens showing the selected crew member's FDP calculation, including all factors contributing to their current status. Use this to verify compliance or identify issues requiring intervention.
Red badges indicate an FDP rule violation or that limits have been exceeded. Address these immediately to maintain regulatory compliance.
3.2 Review cumulative hours across periods
When to use it: To assess whether crew members are approaching duty hour limits over rolling timeframes.
Steps
- Stay on the Flight and Duty Overview tab.
- Use the Search field (top-left) to filter by name, surname, or email.
- Apply filters (crew members, roles, positions, aircraft types, locations) if needed to narrow the list.
- Review the columns grouped by preceding timeframes:
- Prec. 7 days: Flight, Duty, FDP hours
- Prec. 14 days: Flight, Duty, FDP hours
- Prec. 28 days: Flight, Duty, FDP hours
- Prec. 90 days: Flight, Duty, FDP hours
- Prec. 365 days: Flight, Duty, FDP hours
- Note any crew members with high cumulative totals approaching regulatory maxima.
Result
You gain visibility into cumulative workload patterns, allowing proactive roster adjustments before limits are breached.
3.3 Evaluate crew against maximum flight hour rules
When to use it: To verify that crew members have not exceeded regulatory maximum flight hours over prescribed periods.
Steps
- Click the Flight Time Evaluation tab.
- Select the View by dropdown to choose Flight Deck Crew or Cabin Crew.
- Use the Search field and filters (crew position, aircraft type, regulation) to narrow the crew list.
- Review the table columns representing maximum flight hour rules for various periods (e.g., 28 days, 90 days, 365 days).
- Each cell shows actual hours flown / maximum allowed hours with colour coding:
- Green: Well within limits
- Yellow: Approaching limit (over 85%)
- Red: Limit exceeded
- Identify crew members with yellow or red badges and review their upcoming schedules.
Result
You identify which crew members are at risk of exceeding flight hour limits, enabling proactive adjustments to rosters or duty assignments.
Tip: Compare results across different regulations if your operation spans multiple jurisdictions or crew groups.
3.4 Check off-day compliance
When to use it: To ensure crew members comply with regulatory off-day rules.
Steps
- Click the Off Day Evaluation tab.
- Use Search and filters (crew position, aircraft endorsement) to refine the list.
- Review the columns representing different off-day rules defined in your regulation.
- Each cell displays actual / required values with colour coding:
- Green: Compliant with the rule
- Red: Not compliant (below minimum or above maximum)
- For crew members with red badges, review upcoming rosters to schedule additional off-days or adjust assignments.
Result
You identify crew members not meeting off-day requirements, enabling proactive roster adjustments to maintain compliance and prevent fatigue-related risks.
4 Feature reference
4.1 Search and filters
All tabs provide search and filtering capabilities to narrow the crew list:
Search field
Located at the top-left of each tab. Enter text to search by:
- First name
- Surname
- Email address
Filter options (Flight and Duty Overview tab)
Available filters
| Filter | Purpose |
|---|---|
| Crew Members | Select specific individuals to include in the view |
| Roles | Filter by user role (e.g., pilot, flight attendant, administrator) |
| Endorsed Positions | Filter by crew position endorsements (e.g., Captain, First Officer) |
| Endorsed AC Types | Filter by aircraft type endorsements |
| Assigned Location | Filter by crew member's assigned country or base |
Filter options (Flight Time Evaluation and Off Day Evaluation tabs)
These tabs provide simplified filters:
- Crew position: Select a specific crew position or "All"
- Aircraft type / Crew endorsement: Filter by aircraft type endorsement
- Regulation: (Flight Time Evaluation only) Select which regulatory framework to evaluate against
4.2 Flight and Duty Overview table
The main table on the Flight and Duty Overview tab displays cumulative duty information for each crew member.
Table columns
| Column | Meaning | Editable? | Notes |
|---|---|---|---|
| Name | Crew member's name | No | Click column header to sort alphabetically |
| FDP | Current FDP status badge | No | Click badge to open detailed FDP modal. Toggle icon expands/collapses badge detail. |
| Prec. 7 days: Flight | Flight hours in preceding 7 days | No | Actual flight time logged |
| Prec. 7 days: Duty | Total duty hours in preceding 7 days | No | Includes flight, ground, and non-flight duties |
| Prec. 7 days: FDP | Flight duty period hours in preceding 7 days | No | FDP-specific duty hours |
| Prec. 14/28/90/365 days | Same as above for longer periods | No | Each group has Flight, Duty, and FDP sub-columns |
| Days worked: Prec. 8 days | Number of days worked in preceding 8 days | No | Calculated as 8 minus off-days taken |
| Days since consecutive off days | Days elapsed since last 2 consecutive off-days | No | Important for fatigue management |
| Days worked: Prec. 28 days | Number of days worked in preceding 28 days | No | Calculated as 28 minus off-days taken |
FDP status badge colours
The FDP column displays colour-coded badges indicating compliance status:
- Green: Compliant, well within limits
- Yellow: Approaching limits, caution advised
- Red: Limit exceeded or rule violated
4.3 Flight Time Evaluation tables
The Flight Time Evaluation tab presents separate tables for flight deck crew and cabin crew. Each table compares actual cumulative flight hours against maximum flight hour rules defined in the selected regulation.
Table structure
- Row: One row per crew member
- Columns: Each column represents a maximum flight hours rule (e.g., "28 days", "90 days", "365 days")
- Cell format: Actual hours / Max allowed hours with colour coding
Colour coding
- Green: Below 85% of limit
- Yellow: Between 85% and 100% of limit
- Red: Exceeds limit
If the selected regulation has no flight hour rules defined, the table will display a message indicating no rules are available for evaluation.
4.4 Off Day Evaluation table
The Off Day Evaluation tab displays a table showing crew members' compliance with off-day rules defined in the selected regulation.
Table structure
The table has dynamic columns based on the off-day rules configured in your regulation. Common rule types include:
- Name: Crew member's name (sortable)
- Max consecutive working days: Shows actual consecutive days worked versus the maximum allowed
- Min consecutive off-days in period: Shows actual maximum consecutive off-days taken in a period versus the minimum required
- Min total off-days in period: Shows actual total off-days taken in a period versus the minimum required
- Min average off-days over periods: Shows actual average off-days over multiple periods versus the minimum required
Each rule column displays a badge showing actual / required values. The specific columns visible depend on which rules are defined in your regulation's off-day definition.
Colour coding
Each cell is colour-coded to indicate compliance with the rule:
- Green: Compliant with the rule
- Red: Not compliant (below minimum or above maximum)
4.5 Pagination and sorting
When the crew list exceeds 15 members, pagination controls appear at the bottom of tables. You can:
- Change Items per page (15, 30, or 60) using the dropdown
- Navigate between pages using the pagination controls
- Sort by Name (ascending or descending) by clicking the column header
4.6 Multi-user FDP window
Clicking on a crew member's FDP status badge opens a detailed window showing:
- Current duty period: Start and end times (actual or projected)
- Flight duties: All flights assigned within the duty period
- FDP calculation: Breakdown of how FDP hours are computed
- Rules failed: Any FDP rules violated or at risk
- Rest period requirements: Required rest before next duty
This window is read-only and intended for analysis and verification. To modify duty periods or flight assignments, use the appropriate scheduling or roster management pages.
5 Field and status glossary
Terms and abbreviations
| Term | Meaning |
|---|---|
| FDP | Flight Duty Period. The time from reporting for a duty that includes a flight to the end of the last flight in a series of flights. |
| Prec. | Preceding. Refers to a lookback period (e.g., "Prec. 7 days" means the 7 days before now). |
| Flight hours | Actual flight time logged, typically measured from wheels-up to wheels-down. |
| Duty hours | Total time on duty, including flight, ground duties, and non-flight duties. |
| Off-day | A calendar day free from all duty assignments, as defined by the applicable regulation. |
| Consecutive off-days | Two or more off-days in a row, required to ensure adequate rest. |
| Local Night | A defined period during which rest is most restorative, typically based on local time zones. |
| Regulation | The regulatory framework (e.g., CAA, EASA, FAA) that defines flight time and duty limits. |
FDP status badge meanings
| Badge | Status | Action required |
|---|---|---|
| Green | Compliant, within all limits | None. Continue monitoring. |
| Yellow | Approaching limits (caution) | Review upcoming roster. Consider rest periods or duty adjustments. |
| Red | Limit exceeded or rule violated | Immediate action required. Review duty period details and adjust assignments to restore compliance. |
6 Rules and validations
This page does not enforce rules or perform validations—it displays calculated compliance status based on existing duty periods, flight schedules, and regulatory definitions.
What drives the calculations
- Duty periods: Crew member sign-on/sign-off records
- Flight schedules: Published flights assigned to crew members
- Regulatory definitions: FDP rules, maximum flight hour rules, off-day definitions, and rest period requirements configured in the system
If calculations appear incorrect, verify that:
- Duty periods are signed on and off correctly
- Flight schedules are published and assigned to the correct crew members
- Regulatory definitions (FDP, flight hours, off-days) are configured accurately for your operation
7 Troubleshooting
Why does a crew member show red FDP badge when I know they're compliant?
Possible causes:
- The crew member's duty period is not signed off correctly (e.g., missing sign-off time).
- A flight duty is assigned outside their recorded duty period.
- The regulatory FDP definition does not account for a specific operational scenario (e.g., augmented crew).
How to fix: Click the FDP badge to view details, identify the issue, and correct duty records or flight assignments as needed.
Why are cumulative hours different from what I calculated manually?
The system calculates hours based on:
- Duty periods recorded in the system (actual sign-on/sign-off times)
- Flight times logged in the system (actual block times or scheduled times if actuals are unavailable)
- Non-flight duties and ground duties assigned in rosters
How to fix: Review the crew member's roster, duty records, and flight schedule to ensure all data is entered accurately. Manual calculations may miss duties or use different time references (e.g., local vs. UTC).
Why don't I see any crew members on this page?
Possible causes:
- No active crew members are assigned in the system.
- Your filters are too restrictive (e.g., a crew position or aircraft type with no assigned crew).
- Your user account lacks the required permission to view crew duty data.
How to fix: Clear filters, verify active crew members exist, and confirm your permissions with an administrator.
Why is the Flight Time Evaluation table empty?
The selected regulation may not have maximum flight hour rules defined. Choose a different regulation from the dropdown or contact an administrator to configure flight hour rules for the selected regulation.