The system maintains a list of all your aircraft. These can be made available to book in the booking system, and can also be displayed as a web page to give people information about an aircraft they may be considering flying. The list of aircraft is displayed by clicking the Aircraft tab shown in the primary links area:
To add a new aircraft, see Adding a new aircraft.
To view more information about a particular aircraft, click the registration in the list. This shows a summary tab for the aircraft:
Changing aircraft details
To change the details of an aircraft, click the Settings tab. The form contains the same fields as described in Adding a new aircraft.
The Bookings tab shows bookings for this aircraft only. It can be useful to see these if bookings need to be switched to a different aircraft, for example if an aircraft is unavailable. The page allows for bookings to be bulk-edited, by selecting all bookings and using the option "With selection...". When a booking is changed, each user affected by the change receives an email with the change and the new booking details.
Unlike instructors, aircraft are normally always available. But to allow for those times when an aircraft may be grounded, you can make it unavailable for a period of time. To do this, click + Make unavailable and complete the form. Doing so adds a new entry into the list of periods the aircraft is unavailable to book but does not cancel any existing bookings. You can view the list of periods the aircraft is unavailable by clicking the Availability tab.
The Maintenance tab is visible to users with either the Instructor, Office staff, Engineer or Owner role.
The Log tab shows the aircraft log which contains a full list of every flight, service, inspection and added notes. All members can view the aircraft log and can add notes to the log as described in the user guide under Aircraft log.
Adding a new aircraftAdding a new aircraft
Note: Only users with the Office staff or Owner roles can add aircraft.
To add a new aircraft, click Aircraft in the primary links area, followed by Add a new one on the page. Fill in the details as required.
To remove an aircraft and make it no longer available, click the aircraft, then click the Availability tab. You can choose to make an aircraft unavailable for bookings for a set period, or unpublished it, which hides the aircraft from other users. Note you can still access the aircraft details via the Admin tab in primary links, followed by Content. This allows you to re-publish an aircraft if you unpublished by mistake, or if the aircraft was unavailable for an extended period (e.g. repair).
When adding a new aircraft, the following fields should be set:
- Registration. To enable users to identify the aircraft.
- Aircraft Type. Member's logbooks and training notes both contain a summary of hours on type. Set the aircraft type here, for example, EV-97 or PA-28.
- Maximum POB. The system will apply validation when flights are booked out, one of the checks being the number of people on board.
- Fitted with Hour Meter. If the aircraft has an hour meter, the counter values are collected for each flight. Otherwise, the total engine time is calculated using the total flight time.
- Current Engine and Airframe hours. The aircraft hours are used in conjunction with the maintenance schedule to give you and other users a reminder when nearing a service. The system also watches for gaps and overlaps in the hour readings, to try to prevent users making mistakes in their entries.
How do I record flights in members own aircraft?
One option would be to create a new aircraft each time, but you might also consider just adding one aircraft with the registration "Other". Record the actual aircraft registration under the notes for the flight.
After adding a new aircraft, two initial service records are created in the log using the values you entered. If you need to correct these values, navigate to the aircraft, then follow the link to the Log tab.
Aircraft you add to the system are made available for bookings, but you can make them unavailable either for an extended period, or temporarily. To make an aircraft unavailable, find the aircraft in the list on the Aircraft tab, or via Admin > Content. Click the registration followed by the Availability tab:
If periods have been set up already, these are listed in the table. You can make changes by clicking the time period shown in the first column.
To make the aircraft unavailable, click Make unavailable.
For periods when an aircraft is unavailable and known in advance, you can add the period based on the date range, together with notes that are shown to users trying to book that aircraft. Adding a period of unavailability like this is suitable for maintenance or times when repairs are necessary. The aircraft is still visible in the booking system, so users can view the notes and can see when the aircraft is expected to become available.
Sometimes you might want to hide an aircraft completely from users of the booking system. Rather than setting up a date range and adding some explanatory notes, you simply un-publish the aircraft. Typically this would be because the aircraft has been sold and will never become available.
Note: If you make an aircraft hidden it is removed from the Aircraft tab. If you need to find this aircraft again, you can find it under Admin > Content. From there, if you want to make it available again, use the Availability tab.
Make unavailable from... until
These fields are used when you want to make the aircraft unavailable for a fixed period.
Any notes you enter here are displayed to users making bookings at the bottom of the list of time periods:
The system can keep track of scheduled and unscheduled maintenance. Use of these features is optional; you can choose to keep paper or other electronic records instead and the other processes in Flight School Booking will work without maintenance or service records.
If you choose to use the system to track maintenance, you can configure various items on a schedule for each aircraft.
You can view the maintenance schedule by clicking the Maintenance tab for an aircraft.
The schedule lists each maintenance item (for example, "50 hour / 6 month check") and each can be due by either a due date or aircraft hours. The interval for each is programmable, as are rules about how to handle the next due hours if an item is completed earlier or later than due. A simple traffic light based system can be used to highlight items coming near their due date/hours. Reminder emails can be sent to a user in the system when the status changes.
Recording servicingRecording servicing
This feature is only available to certain users, typically engineers and the owner can add service records.
The process for adding a service record is similar to adding a note as described in the user guide. First find the aircraft log. The quickest way to find an aircraft is from the Aircraft tab under Primary Links. But if you have some aircraft unpublished and not shown on the Aircraft tab, the best way to locate the aircraft record is to search as follows. Click the Admin tab followed by Content.
On the content screen, set the type to "Aircraft" and click Filter.
Note: You can of course type the aircraft registration into the Title field to find an aircraft by its registration. The steps above will list all aircraft in your club or school.
Click on the link to the aircraft shown under the Title column. This displays the aircraft tabs (Summary, Settings, Bookings, Availability, Maintenance and Log).
If you have already defined the maintenance task in the schedule you can view which items are due using the Maintenance tab. This is the best method for scheduled maintenance.
If you want to record a service that was not carried out as part of scheduled maintenance, click the Log tab to view the aircraft log.
The screen shows the complete list of entries made in the aircraft log and includes flights, notes, services and inspections. To add a new airframe or engine service record, click + Unscheduled service. If this button is not shown on the page, you do not have access to this feature.
In the Notes field, add a description of the work carried out, including parts replaced for other members to view. As an example, you may wish to record whether tyres or brakes were replaced.
For an airframe service you should find an Airframe section.
Check the current Airframe hours and modify if necessary. The system does not report gaps or overlaps for service entries.
In the Notes field, record the work carried out. For example, you may have changed the oil and the spark plugs.
For engine services you should find an Engine section. The Engine hours at start is taken from the last entry in the log and should match the value displayed on the aircraft engine hours meter. If the engine is run as part of the service, note the actual hours displayed on the meter and type the value into Engine hours after shut down.
Correcting aircraft hoursCorrecting aircraft hours
When an aircraft is created, you would normally set the current engine and airframe hours. This provides a base figure for the airframe hours. Note for aircraft fitted with an hour meter, this usually records the engine run hours (Tacho).
If you were unable to set up the initial hours when adding the aircraft you can add a new service to correct for this. Just navigate to the aircraft's log tab and add a service, first for the engine and again for the airframe. In the notes section, we recommend stating the date of the last service for the first service entry. See Recording Servicing for details.