Document & Certificates

Flylogs offers a feature called “My Certificates” which is a system to track and remind users about their important documents and certificates. This system is part of the Pilot Documentation Control System (PDCS) and it is available on each user’s personal details edit page.

Using “My Certificates”, users can create various types of documents, attach files, and set deadlines for expiration.

“My Certificates” is on the home dashboard of every user, whatever their role and whether they fly or not: managers, the safety, HR, finance, training and crew-scheduling managers, dispatchers, instructors, pilots, cabin crew and mechanics. Staff who don’t fly keep their own trainings and ratings there too. The “pilot documents required” warning is shown only to users who fly.

Managers can also keep these certificates up to date for other people. For flight crew, open the profile under Flight Crew and go to the Qualifications tab. For dispatchers, mechanics and other staff, open the profile under Home > Staff (available to the Company Administrator, Operations, Compliance & Safety and HR managers): its Certificates section lets them view, add, edit and delete that person’s certificates and attach the document. Only management roles up to Chief Pilot can edit someone else’s certificates; everyone else manages only their own.

Certificate types

Besides licences, class and type ratings, medicals, language proficiency, IDs and passports, you can file:

Type	What it is	Expiry
MCC Certificate	Multi-crew cooperation course (FCL.735)	None
AUPRT Certificate	Advanced upset prevention and recovery training (FCL.745.A)	None
TRI Certificate	Type rating instructor	Filled in 3 years after the issue date; change it if your certificate says otherwise
CRI Certificate	Class rating instructor	Filled in 3 years after the issue date; change it if your certificate says otherwise
IRI Certificate	Instrument rating instructor	Filled in 3 years after the issue date; change it if your certificate says otherwise
SFI Certificate	Synthetic flight instructor	Filled in 3 years after the issue date; change it if your certificate says otherwise
MCCI Certificate	Multi-crew cooperation instructor	Filled in 3 years after the issue date; change it if your certificate says otherwise
TRE Certificate	Type rating examiner	The date printed on the certificate
FE Certificate	Flight examiner	The date printed on the certificate
CRE Certificate	Class rating examiner	The date printed on the certificate
IRE Certificate	Instrument rating examiner	The date printed on the certificate
SFE Certificate	Synthetic flight examiner	The date printed on the certificate

Instructor and examiner certificates don’t count as the pilot’s class or type rating in the licence, rating and medical check. A flight type or a course can require any of them like any other certificate.

Flylogs will send automatic expiration warnings, both to the user and the company managers.

Quick view of My certificates available to any Flylogs user.

Reading the document for you

When you attach a PDF or a photo of the certificate (JPEG, PNG or WebP, up to 10 MB), press Read the document. Flylogs reads it and shows what it found: the certificate type, a short description, the issue date and the expiration date. Press Apply to the form to copy them into the form, check them against the document, and save as usual.

A Class 2 medical read from its PDF, ready to apply.

Nothing is saved until you press Save. The reading only fills in the form, and you can change every field before saving.
If you already picked a certificate type, Flylogs reads the matching entry. This helps with licences, which list several ratings, each with its own dates.
A pilot licence usually has no expiry date of its own. The validity dates printed next to its ratings belong to the ratings, so add each rating as its own certificate.
Flylogs warns you when the document is marked as a specimen or not valid, and when the name on it does not match the person whose profile you are filing it on.
The button appears only while you are online, and anyone who can add the certificate can use it.

Type ratings: aircraft covered

A type rating applies to specific aircraft types, and so do the TRI and TRE certificates built on it. When you add or edit a Type Rating, TRI Certificate or TRE Certificate, the Aircraft covered section lets you choose the aircraft models it covers. One rating can cover several models: an A320 family rating covers the A319, A320 and A321.

The models your company flies are listed under Your fleet. Click one to add it.
For any other model, choose the manufacturer, then the model. You can add models from several manufacturers.
Remove a model with its ×.

An A320 family type rating covering the A319, A320 and A321.

The models appear under the certificate in the certificate list:

The aircraft covered, listed under the type rating.

Other certificate types don’t carry aircraft models. If you change a type rating to another type, its models are removed when you save. Deleting the certificate deletes its models too.

Who can change them: the same people who can edit the certificate. Anyone who can see the certificate list also sees the models.

An aircraft can require a type rating. Its crew is then checked against these links when the aircraft is booked or dispatched, so keep them up to date.

When an instructor flies a training mission, Flylogs keeps a copy of their certificates on the student’s mission record. For a TRI, TRE or type rating, that copy now includes the aircraft covered on the day.

Medical limitations

A medical certificate can carry one or more limitations: correction for vision, valid by day only, valid only without passengers, and so on. Flylogs records them with the medical, so whoever dispatches the pilot’s flights can see them.

When you add or edit a medical, the Limitations section lists the ones on file. Add another with Add a limitation…, or remove one with its ×. Limitations whose wording matters (SSL, TML, OAL) get a field for the text written on the certificate.

If you use Read the document, Flylogs also reads the limitations printed on the medical, written as codes or in words, and lists them with the rest of what it read.

What was read from the medical, including its three limitations.

Apply to the form adds them to the form. As always, nothing is saved until you press Save.

After Apply: each limitation with its meaning, and SSL with the wording from the certificate.

Saved limitations appear under the medical in the certificate list. Hover over a code to see its meaning.

The limitation codes under the medical in the certificate list.

Whoever dispatches a flight the pilot crews sees the limitations too, with a warning when the flight goes against one:

At dispatch: the PIC's medical is valid only without passengers, and the flight carries two.

Limitations belong to the medical they are printed on. When the pilot files a renewed medical and the old one expires, the old limitations stop applying, and the new medical brings its own. Deleting a medical deletes its limitations.

The codes are the ones in EASA AMC2 MED.B.001:

Code	Limitation
TML	Limited period of validity of the medical certificate
VDL	Valid only with correction for defective distant vision
VML	Valid only with correction for defective distant, intermediate and near vision
VNL	Valid only with correction for defective near vision
CCL	Correction by means of contact lenses
VCL	Valid by day only
RXO	Specialist ophthalmological examination(s)
SIC	Specific medical examination(s)
HAL	Valid only when hearing aids are worn
APL	Valid only with approved prosthesis
AHL	Valid only with approved hand controls
OML	Valid only as, or with, a qualified co-pilot
OCL	Valid only as a qualified co-pilot
OSL	Valid only with a safety pilot and in aircraft with dual controls
OPL	Valid only without passengers
ORL	Valid only with a safety pilot if passengers are carried
OAL	Restricted to demonstrated aircraft type
SSL	Special restriction(s) as specified

Who sees them:

In the certificate list: the pilot, plus Flight Instructors, the Chief Pilot and managers of the company (user group 170 and below), who can also edit them. Colleagues who open the pilot’s profile read-only see the certificates but not the limitations.
At dispatch: the crew of that flight (PIC, SIC, supervisor) and staff who can dispatch any flight (user group 150 and below). RXO and SIC are follow-up examinations, so they are not shown at dispatch. See Flight Dispatch Function.

Who can change them: the same people who can edit the certificate.

Licences: ratings and language proficiency

A pilot licence lists several ratings and endorsements, each with its own validity: class or type ratings, instrument, instructor and night ratings, and language proficiency. When you read a licence with Read the document, Flylogs lists them under Ratings on this licence:

a rating you already have on file is updated with the new validity (useful after a revalidation, when the examiner has signed a new entry on the licence);
a rating you don’t have yet is added as a new certificate.

Untick any line you don’t want, then press Add or update certificates. They are saved straight away, one certificate each. The licence itself is still filed with the form’s Save.

A licence read: profile details to update, and its five ratings, one already on file.

Language proficiency is a certificate type of its own. Its name holds the language and level (for example English — Level 4) and its expiry is the one on the licence. Under EASA FCL.055, level 4 is valid for 4 years and level 5 for 6 years, and level 6 does not expire. It doesn’t count towards the licence, rating and medical checks, but a flight type can require it like any other certificate.

Passport, ID and licence details for the GenDec

When the document read is a passport, an ID card or a licence, Flylogs also offers to update the profile with what the General Declaration (GenDec) prints for the crew: the passport or ID number, the licence number, the nationality (as the three-letter code passports use, such as ESP or GBR) and the date of birth. Only the fields that differ from the profile are listed, each with its current value. Untick what you don’t want and press Update profile.

Who can update what is the same as in the profile forms:

on your own profile: nationality, date of birth and licence number. The passport number only for user group 150 and below (managers and the Chief Pilot);
on someone else’s profile: user groups 150 and below.

Automatic Alerting

Flylogs will mark highlight documents in orange and will start sending automatic alerts to the user’s email address when the document’s expiration date approaches. The alert threshold is different depending on the type of doc:

Ratings and licences; 90 days.
Medical certificates: 45 days.
IDs; 180 days.
Passports; 365 days.

When this thresholds for expiration are reached, the document is highlighted in orange and reminder emails are sent to the user once a month or every 15 days if the expiration is within 45 days.

Who can edit whose documents

Company managers, the Chief Pilot and Flight Instructors can add and edit documents on any user of their company. Captains, pilots, students, cabin crew, specialists and mechanics only manage their own — they can open a colleague’s profile, but the documents are read-only there (external auditors are read-only everywhere). Company administrators can also turn off Allow pilots to edit their own certificates in the company settings, leaving document filing to managers only.

A document always stays on the profile it belongs to. Editing someone else’s document never moves it to the editor’s profile.

Manager alert and audit tools

Company managers have an overall view of all documents and upcoming expirations. On top of that, company administrators can activate extra settings in the company settings to block users without the proper licence/rating/medical from flight schedules.

Pilot audit tool

All company managers have access to the pilot audit tool which allows a quick view of all pilot certificates and training courses.