Staff Management Settings

The page displays two radio button views:

• Active: Shows regulations currently in use. These apply to crew operations and duty tracking.
• Deactivated: Shows regulations that have been removed from active use. Deactivated regulations no longer apply to crew but remain in the system for historical tracking.

Switching between views updates the table immediately. Each view has its own controls and display format.

In the Active view, click the Add new regulation button (top-right) to open the regulation window. The window requires:

• Regulation Name: Enter a descriptive name (e.g., "CAR Part 121", "EASA FTL", "Company Standard"). This field is required.
• Allowed Flight Rules: Select whether this regulation applies to VFR flights only, IFR flights only, or both VFR and IFR operations.

Click Submit to save the new regulation. The system validates that the name is not empty. While submitting, the button shows a loading indicator with text "Submitting..."

Cancel closes the window without saving. New regulations are added with default definitions that must be configured before use.

The Active table displays all active regulations. Each row shows:

• Edit: Blue button that opens the regulation window with the current settings pre-filled. You can modify the name and allowed flight rules.
• Name: The regulation name shown to users when assigning regulations to crew members.
• Allowed Flight Rules: Indicates whether the regulation applies to VFR Only, IFR Only, or VFR and IFR operations.
• Definitions: Blue button that opens the regulation definitions view where you configure all duty period limits, rest requirements, flight time limitations, and recency rules.
• Documents: Button showing the number of supporting documents attached (e.g., regulation PDFs, guidance materials). A green badge indicates documents are attached; a red badge indicates no documents.
• Deactivate: Red button with a ban icon that removes the regulation from active use. The regulation moves to the Deactivated view.

Empty state: If no active regulations exist, an alert displays: "There are no active regulations."

Important: Deactivating a regulation removes it from assignment options but does not affect crew members already assigned to this regulation. Historical flight & duty tracking data remains intact.

Click the Definitions button (clipboard icon) to open the detailed regulation configuration view. This view contains multiple expandable sections:

• Standard Duty Limitations: Define maximum flight duty period (FDP) limits, sector limits, and flight time limits for different crew configurations and time windows.
• Flight Time Definition: Configure what counts as flight time (e.g., block time, airborne time) and how it's calculated.
• Flight Sector Duty Definition: Specify how flight sectors count towards duty limits, including split duty, positioning sectors, and extended range operations.
• Turnaround Duty Definition: Define minimum turnaround times between duties and how they affect crew rest requirements.
• Non-Flight Duty Limitations: Set maximum limits for non-flight duties (training, standby, ground duties) and how they contribute to total duty time.
• Non-Flight Duty Type Definitions: Configure specific non-flight duty types that apply to this regulation and their operational rules.
• Rest Period Definition: Establish minimum rest requirements between duty periods, including home base rest, away base rest, and reduced rest provisions.
• Off Day Definition: Define what constitutes an off day and minimum off day requirements within rolling time periods.
• Local Night Definition: Specify the window considered "local night" for night duty calculations and fatigue risk assessment.
• Flight Deck Crew Recency Definition: Configure recency requirements for flight deck crew, including takeoff/landing currency, type ratings, and route qualifications.
• Cabin Crew Recency Definition: Set recency requirements for cabin crew, including emergency procedure refreshers and aircraft type familiarity.

Each definition section includes its own add, edit, and remove controls. Changes to definitions apply immediately to future duty calculations. Click Back to regulations to return to the regulations table.

Tip: Most regulations follow civil aviation authority rules (e.g., EASA, FAA, SACAA). Configure definitions to match your authority's requirements and company operations manual.

Click the Documents button to open the regulation documents window. This window allows you to upload and manage supporting documents such as:

• Civil aviation regulation PDFs
• Operations manual sections
• Guidance materials and interpretations
• Compliance checklists

Documents attached to regulations are available to crew managers and operations staff for reference. The document count badge updates automatically when documents are added or removed.

The Deactivated table shows regulations removed from active use. The table includes:

• Name: The name of the deactivated regulation. Click the column header to sort alphabetically.
• Allowed Flight Rules: The flight rules this regulation applied to when active.
• Definitions: View-only access to the regulation's historical definitions.
• Documents: View-only access to attached documents.
• Activate: Green button with a plus icon that restores the regulation to active use.

Empty state: If no regulations are deactivated, an alert displays: "There are no deactivated regulations."

Below the regulations table, you can configure global regulation assignments. When a regulation is set as "globally applied," it automatically applies to all crew members unless they have an individual regulation assignment.

Use global assignments for organisation-wide regulations that apply to most crew. Individual assignments (configured in the Crew & Staff Register) override global assignments when needed.

A search box (top-left) filters non-flight duty types by name as you type. The search applies to the currently selected view (Active or Deactivated). An information icon next to the search box shows which fields are searchable.

If no results match your search, an alert displays: "There are no [active/deactivated] non-flight duties for your search terms."

In the Active view, click the Add new non-flight duty button (top-right) to open the non-flight duty window. The window requires:

• Duty Type Name: Enter a descriptive name (e.g., "Ground Training", "Simulator", "Standby - Airport", "Administrative Work"). This field is required.
• Duty Type Code: Optionally enter a short code for reporting and data export (e.g., "GND-TRN", "SIM", "SBY-APT").
• Counts as Duty Time: Toggle whether this duty type contributes to duty period calculations and FDP limits.
• Requires Location: Toggle whether users must specify a location when logging this duty type.

Click Submit to save. The system validates that the name is not empty. New duty types are available immediately in flight & duty tracking and roster planning.

The Active table displays all active non-flight duty types. Each row shows:

• Edit: Blue button that opens the non-flight duty window with the current settings pre-filled.
• Duty Type Name: The name shown to users when logging duties.
• Duty Type Code: The optional short code used in reports and exports.
• Counts as Duty: Green checkmark if this duty counts towards duty time limits; red cross if it doesn't.
• Requires Location: Green checkmark if users must specify a location; red cross if location is optional.
• Deactivate: Red button that removes the duty type from active use.

Pagination: If more than 15 duty types exist, the table paginates. Use the dropdown (top-left) to show 15, 30, or 60 items per page.

The Deactivated table shows duty types removed from active use. These no longer appear in flight & duty tracking forms but remain in the system for historical data. The table includes:

• Duty Type Name: The name of the deactivated duty type. Click the column header to sort alphabetically.
• Duty Type Code: The optional short code.
• Activate: Green button that restores the duty type to active use.

Empty state: If no duty types are deactivated, an alert displays: "There are no deactivated non-flight duties."

A dropdown (top-left) allows you to switch between:

• Flight Deck Crew: Shows positions such as Captain, First Officer, Flight Engineer, Second Officer. These positions typically require specific licenses and type ratings.
• Cabin Crew: Shows positions such as Senior Cabin Crew, Cabin Crew, Cabin Manager. These positions require cabin crew certifications and safety training.

Switching between crew types updates the table immediately with position-specific settings.

The Flight Deck Crew view displays a table with these columns:

• Position Name: The official crew position title (e.g., "Captain", "First Officer", "Flight Engineer").
• Position Code: A short code used in crew scheduling and reports (e.g., "CPT", "FO", "FE").
• PIC Qualified: Indicates whether this position qualifies as Pilot in Command for regulatory purposes.
• SIC Qualified: Indicates whether this position qualifies as Second in Command.
• Required License Types: Lists the license types crew members must hold to fill this position.
• Actions: Edit and deactivate buttons for position management.

Add flight deck position: Click the Add position button to create a new flight deck crew position. You'll specify the position name, code, PIC/SIC qualifications, and required licenses.

Changes to flight deck positions affect crew endorsements, operational recency tracking, and flight crew assignments.

The Cabin Crew view displays a table with these columns:

• Position Name: The official crew position title (e.g., "Senior Cabin Crew", "Cabin Crew", "Cabin Manager").
• Position Code: A short code used in crew scheduling and reports (e.g., "SCC", "CC", "CM").
• Senior Crew: Indicates whether this position is considered a senior cabin crew role with additional responsibilities.
• Required Certifications: Lists the certifications crew members must hold to fill this position.
• Actions: Edit and deactivate buttons for position management.

Add cabin crew position: Click the Add position button to create a new cabin crew position. You'll specify the position name, code, senior crew status, and required certifications.

Changes to cabin crew positions affect crew endorsements, operational recency tracking, and cabin crew assignments.

The page displays a hierarchical tree view of document folders and items. You can:

• Expand/collapse folders: Click the plus/minus buttons next to each folder to show or hide its contents.
• Expand/collapse all: Use the buttons at the top of the tree to expand or collapse all folders simultaneously.
• View folder details: See the folder name, description, and number of items or sub-folders contained within.

Common folder structures include: Licenses, Medicals, Endorsements (by aircraft type), Training Records, Recency Items, and Emergency Procedures.

Click the Add New Folder button (top-right) to create a new top-level folder. To add a sub-folder within an existing folder, click the sub-folder icon next to the parent folder.

When adding a folder, specify:

• Folder Name: A descriptive name (e.g., "Aircraft Type Endorsements", "Medical Certificates").
• Description: Optional explanation of what documents belong in this folder.
• Required: Toggle whether all crew members must have at least one document in this folder.

Click Submit to save. New folders appear in the tree immediately and are available in all crew member document libraries.

Within each folder, you can define specific document items that crew members must upload. Click the document icon next to a folder to add an item.

When adding a document item, specify:

• Item Name: The document type name (e.g., "Class 1 Medical", "B737 Type Rating", "CRM Training Certificate").
• Description: Optional details about what this document represents.
• Required: Toggle whether this specific document is mandatory for all crew members.
• Expiry Tracking: Enable if this document has an expiry date that must be monitored.
• Notification Days: If expiry tracking is enabled, specify how many days before expiry to trigger notifications.

Click Submit to save. New items appear in the folder and are available in all crew member document libraries.

Each folder and document item has edit and deactivate buttons:

• Edit: Opens the item window with current settings pre-filled. You can modify the name, description, required status, and expiry settings.
• Deactivate: Removes the item from active use. Deactivated items no longer appear in crew document libraries but historical documents remain intact.

Important: Deactivating a folder deactivates all items within it. Reactivate the folder to restore access to its items.

Click the Export button (green button, top-right) to generate an Excel report of all recency items and their configuration settings. The report includes:

• Folder and item names
• Required status for each item
• Expiry tracking settings
• Notification day thresholds

Use this report for auditing, documentation, or sharing settings with other administrators.

A search box (top-left) filters license types by name or code as you type. The search applies to the currently selected view (Active or Deactivated). An information icon next to the search box shows which fields are searchable.

If no results match your search, an alert displays: "There are no [active/deactivated] license types for your search terms."

In the Active view, click the Add new license type button (top-right) to open the license type window. The window requires:

• License Type Name: Enter the official license name (e.g., "Commercial Pilot License", "ATPL - Aeroplanes", "Flight Engineer License"). This field is required.
• License Code: Optionally enter a short code for reporting (e.g., "CPL", "ATPL-A", "FEL").
• Expiry Tracking: Toggle whether this license has an expiry date that must be monitored.
• Renewal Reminder Days: If expiry tracking is enabled, specify how many days before expiry to trigger reminders.

Click Submit to save. New license types are available immediately for assignment to crew positions and individual crew members.

The Active table displays all active license types. Each row shows:

• Edit: Blue button that opens the license type window with the current settings pre-filled.
• License Type Name: The official license name shown to users.
• License Code: The optional short code used in reports.
• Expiry Tracking: Green checkmark if expiry is tracked; red cross if not.
• Reminder Days: Number of days before expiry that reminders are sent.
• Deactivate: Red button that removes the license type from active use.

Pagination: If more than 15 license types exist, the table paginates. Use the dropdown to adjust items per page.

The Deactivated table shows license types removed from active use. These no longer appear in crew position requirements but remain in the system for historical tracking. The table includes:

• License Type Name: The name of the deactivated license type.
• License Code: The optional short code.
• Activate: Green button that restores the license type to active use.

Empty state: If no license types are deactivated, an alert displays: "There are no deactivated license types."

A search box (top-left) filters rest types by name or description as you type. The search applies to the currently selected view (Active or Deactivated). An information icon next to the search box shows which fields are searchable.

If no results match your search, an alert displays: "There are no [active/deactivated] rest types for your search terms."

In the Active view, click the Add new rest type button (top-right) to open the rest type window. The window requires:

• Rest Type Name: Enter a descriptive name (e.g., "Home Base Rest", "Away Base - Hotel", "Reduced Rest", "Split Duty Rest"). This field is required.
• Description: Optionally provide details about when and how this rest type applies.
• Requires Hotel: Toggle whether this rest type requires hotel accommodation to count as valid rest.
• Location-Based Rules: Optionally specify airports, countries, or aircraft maintenance organisations where this rest type applies.
• Minimum Rest Duration: Set the minimum number of hours for this rest type to count towards crew recovery.

Click Submit to save. New rest types are available immediately in flight & duty tracking and rest period calculations.

The Active table displays all active rest types. Each row shows:

• Edit: Blue button that opens the rest type window with the current settings pre-filled.
• Rest Type Name: The name shown to users when logging rest periods.
• Description: Brief explanation of when this rest type applies.
• Requires Hotel: Green checkmark if hotel accommodation is required; red cross if not.
• Minimum Duration (hours): The minimum number of hours for valid rest.
• Location Rules: Indicates whether location-based rules apply (e.g., specific airports or countries).
• Deactivate: Red button that removes the rest type from active use.

Pagination: If more than 15 rest types exist, the table paginates. Use the dropdown to adjust items per page.

The Deactivated table shows rest types removed from active use. These no longer appear in flight & duty tracking forms but remain in the system for historical data. The table includes:

• Rest Type Name: The name of the deactivated rest type.
• Description: Brief explanation of the rest type.
• Activate: Green button that restores the rest type to active use.

Empty state: If no rest types are deactivated, an alert displays: "There are no deactivated rest types."

A search box (top-left) filters users by name, email, or username as you type. The search helps you quickly locate specific users to verify their notification settings.

The search applies in real-time as you type. Clear the search box to see all users again.

The table displays all users in the system with two main columns:

• User name: The crew member or staff member's name. Click the column header to sort alphabetically.
• Direct user assignment: Shows a green checkmark if this user is directly assigned to receive notifications; red cross if not.
• Remove/add direct assignment: Toggle button to enable or disable direct notifications for this specific user. Green button adds the user; red button removes them.
• Role assignments: Shows which roles this user belongs to that receive notifications. Each role is displayed as a column with a checkmark if the user is assigned that role.

The role columns dynamically adjust based on which roles are configured to receive notifications. Each role column includes a remove button (red minus icon) to stop all users in that role from receiving notifications.

Click Add role (in the role columns header) to assign notification responsibilities to an additional role.

Click the Add role button (in the table header) to open the role selection window. The window displays all available roles in the system.

Select one or more roles to receive document expiry notifications. Common roles include:

• Crew Management Administrators: Staff responsible for managing crew compliance.
• Operations Managers: Senior staff who oversee crew operational readiness.
• Training Managers: Staff who track crew training and recency.
• Human Resources: HR personnel managing staff records.

Click Submit to save. All users assigned to the selected roles will immediately begin receiving document expiry notifications.

In the role columns header, click the red minus button next to any role to stop all users in that role from receiving notifications. A confirmation window appears before removing the role.

Once removed, the role column disappears from the table and no users in that role will receive further notifications until the role is re-added.

Direct user assignment allows you to enable notifications for specific individuals regardless of their role assignments. This is useful for:

• Temporary notification coverage (e.g., during staff leave)
• Specialist staff who need notifications but don't fit standard roles
• Senior management who want visibility on compliance status

Click the toggle button in the Remove/add direct assignment column to enable or disable direct notifications for a specific user. Changes apply immediately.

Note: Users can receive notifications through both direct assignment and role assignment simultaneously. Removing direct assignment does not affect notifications received through role assignments.

Users and roles assigned to receive notifications will receive emails when:

• A crew member's license, medical, or endorsement is within the notification threshold (e.g., 30 days before expiry)
• A crew member's document has expired
• A required document is missing from a crew member's compliance library
• A document status changes (e.g., rejected, requires review)

The notification threshold is configured per document type in the Compliance Documents Structure tab and License Types tab.