User managementUser management
The booking system maintains a list of users, classed as members, instructors, office staff and so on. This classification is defined by which role or roles a user has.
Note: Only users with the Instructors, Office staff or Owner roles are able to search for users and add new ones into the system.
Roles are linked to a set of permissions that define what a user can view and change in the system. A user can be assigned more than one role such as Owner and Instructor. Similarly, an user with the Engineer role may also be learning to fly as a Student. For more details about the roles available, see Roles.
It is possible to add a user who will not have access to the system themselves. This is useful for people taking a trial flight, as you can enter their contact details (etc) and make the booking on their behalf. When users become students or members, you can allow them access to the system so they can view their own bookings, logbook and training notes.
Allowing your users to make their own bookings
To give a student or member access to the system, be sure to select the option "Can log in". The user will set their own password using the process described in the user guide under "Getting Started".
Adding a new userAdding a new user
To add a new user, click the People tab in the primary links area followed by + Add user.
Note: Only users with the Instructors, Office staff or Owner roles are able to add new users into the system.
It is recommended to first search the system for the user by typing their name or email address and clicking Filter in case another instructor has already created the user's account. It is not possible to merge user accounts and their associated logbook and training notes later. If the user is listed already, you can edit the user account by clicking the Edit button shown to the right of each user in the search results list.
When adding a new user, you can allow them to log in themselves or prevent them from accessing the system. Typically for "air experience" or trial flights you would prevent the user from accessing the site themselves. In this case you should leave the roles de-selected and just fill in their email address, name and a contact phone number. If the person later becomes a member or you want to allow them to make their own bookings, just search for the user and edit their account.
- Name. Since instructors may be making bookings for users, it is recommended to use a standard form such as First and last name. This means instructors can search and find the right member quickly if they need to make a booking over the phone.
- Email address. All the user's bookings and cancellations are sent to this email address. If the user is given access to log in themselves, they can reset their password (if forgotten) using a link sent to their email address.
- Roles. Choose which role to assign to the user, see Roles.
- Can the user access the site? It is not necessary to give access to users unless you want them to make bookings themselves. For trial flights, we recommend preventing access and only allowing access if the person chooses to become a student and take more lessons.
- Contact settings. Being contactable is advantageous because it allows another member to ask for a re-arrangement of bookings and can therefore lead to higher aircraft utilisation. When the option is checked, the user's initials are shown on the booking form and their name is visible to other users (e.g. in their booking and in the aircraft log). When this option is left un-checked he user's details are hidden from other students or members. Note: User information is always visible to users with the Instructor, Office staff or owner role.
- Contact details (address, phone numbers). The contact details are useful in case of bad weather so you (or another instructor) can contact someone booked on a training flight to cancel at short notice. Usually you can tap the user's phone number displayed on their account page from a mobile phone to phone them straight from the site.
- Next of kin details. Record the name, address, phone number as needed.
- Previous experience. This field details any previous experience the person may have. It is really only important for trial flights or first few lessons as it allows an instructor to tailor their lesson accordingly.
- Membership renewal date. When the user is set as a Student, Member or Associate member, the date should be filled in. Members are notified shortly before their membership expires and if the date is not reset into the future, the user is automatically moved into the equivalent Lapsed role. Lapsed students and lapsed members do not have access to the booking system but can still log in and see their logbook. Users cannot change this field themselves.
- Date of birth. Member's date of birth. Users cannot change this field themselves.
- Medical renewal date. Flying schools normally require a copy of the member's medical certificate before allowing them to fly solo in their aircraft. If so, you can record the date in this field. Users cannot change this field themselves.
- Revalidation next due. When setting up a new user, leave this field blank. This field is provided for users to keep track of the next revalidation due on their licence. The system will then generate an email reminder for them.
- Other information. This field can be used to store other information such as licence number(s).
Which fields can a member change themselves?
Members can change their email address, password, contact settings, contact details, next of kin, previous experience, revalidation next due and other information. Members cannot change their membership renewal date, date of birth or medical renewal date. These are shown to the member as read-only fields and only an instructor or office staff can update them.
How does a new user set their password?
When a user is given access to the site, you can select the option Notify user of their account. This will send them an email with instructions and a link to set their password. For existing users that are changed in order to grant access, the change of Can the user access the site from No to Yes will generate an email with similar instructions.
Importing usersImporting users
If you have been using another booking system, or have a list of your students or members on a spreadsheet, you don't need to add each user manually. Instead, look for the Import from CSV button on the People tab. Using this option you can select a CSV file and import all your users in one go.
The CSV file should be a particular format, which is explained on the import screen.
The easiest way to get started is to first create a user manually, then export the list of users in CSV format. That will give you a template which you can refer to, or change and add your own users.
Each user can be added to a group by assigning a role from the following:
This role indicates a list of users who have a pre-paid voucher for a flight, usually received as a gift. If you use the system's built in support for vouchers, it will add the role automatically. When a flight or training record is entered for a user with this role, the role is removed. This means you can see your liability in terms of vouchers sold but not yet fulfilled. To do this, use the People tab and filter by the role Voucher.
The intention is for the student role to be used to keep track of the current student list of the school or club.
Users with the Student role are able to view and make bookings, book out aircraft, enter flight details, view their training notes and maintain their personal logbook. See also Student (Lapsed) and Member.
- Student (Lapsed)
Students make use of the Membership renewal date, which you can set when you create the user's account. This is useful if you charge for student membership and access to the booking system. If they renew membership, the billing system will update the renewal date for you. Otherwise, simply change the renewal date to extend their membership. If the membership lapses, the system moves the user into the Student (Lapsed) role. If you do not want to use this feature, just set a renewal date in the far future.
- Associate member
No special permissions exist for users with this role. But you may find this useful if you want to maintain a list of associate members (non-flying members). Any restricted content you make available (such as newsletters) can be hidden from public view but made available to associate members.
The intention is for the member role to represent users who are full members of the club, usually with higher fees than students. They typically have lower training and flying rates (e.g. a member's lease group). If the member is also a student, you can combine the two roles by ticking both boxes.
Just like the Student role, users with the Member role are able to view and make bookings, book out aircraft, enter flight details, view their training notes and maintain their personal logbook. If the Membership renewal date passes, the Member role is removed and the Member (Lapsed) role is added instead. This means members will be unable to book further lessons until they extend their membership by paying their membership fee or calling the office. If you take payments outside the billing system, edit the user's record, extending the renewal date, usually by one year.
- Member (Lapsed)
Members and associate members make use of the Membership renewal date, which you can set when you create the user's account. This is useful if you charge for membership and access to the booking system. If they renew membership, the billing system will update the renewal date for you. Otherwise, simply change the renewal date to extend their membership. If the membership lapses, the system moves the user into the Member (Lapsed) role. If you do not want to use this feature, just set a renewal date in the far future.
Engineers are able to add service information to each aircraft. This is done from each aircraft's page - see Entering service information.
Instructors have additional permissions in the system and can be booked for training flights by anyone with access to the booking system. It is not necessary to make instructors members as well. Instructors can create, change and remove users, make bookings on behalf of someone else, view the complete list of bookings and complete training notes.
- Office staff
Office staff have many more permissions in the system. Be careful to assign this role only to people you trust. Although they cannot book out aircraft (unless also made a member), they can create new users, make bookings on behalf of members and can create new content in the system such as aircraft and newsletters.
- Safety management
People with this role can view all safety reports, including confidential and anonymous reports. They can add comments, close reports and export the information in CSV format. The owner has the same permissions, but because some reports can be made concerning staff, Office staff cannot view confidential reports nor close anything. They cannot assign the Safety management role to anyone, the only role that can do this is the Owner. If you have your own safety management staff, you can assign both this and the Office staff role, allowing them to transfer safety reports to aircraft logs and to maintenance schedules.
As owner, you have full access to the booking system, flights and so on. You can edit any record, even those that have been "locked". Normally only one user is given this role, and just like Office staff, this role should only be assigned to people you trust.
Searching for a userSearching for a user
To search for a user in the system, click the People tab in the primary links area.
The form shown above presents a number of ways to search for users. If you are searching for someone in particular and know their name (or part of it) or their email address (or part of it), type this in the Name or email contains field and click Filter. Typically you will use this option to find a user quickly in order to make a booking, change or cancel their existing bookings.
To view the user's account tabs, click the name shown under the Username column. This then presents the user's details. From there you can edit their details, view and change bookings and so on.
You can also use the form to search for users matching a condition, such as all users with the Instructor role.