Schedule

Schedule visibility, calendar appearance, operating hours, self-scheduling limits and cancellations

The Schedule tab shapes how your flight schedule works: who can manage it, who can see it, when self-bookings are allowed and how cancellations are handled.

This tab requires a Premium or Unlimited plan. On Free and Club plans the settings are hidden.

Permissions

• FI schedule management — allows Flight Instructors to manage the schedule and book flights for other pilots, the same way scheduling staff does. When disabled, instructors can only handle their own bookings; the schedule editor is limited to staff roles.

• All pilots see schedule — when enabled, captains, pilots and students can see the schedule slots of all aircraft and bases. When disabled, each pilot only sees slots for the aircraft and bases they are assigned to, and the master schedule views are reserved for staff and instructors.

Calendar appearance

• Calendar slot color — chooses what the slot colors in the schedule editor represent:

  • Pilot color — each pilot's personal color (default).

  • Flight status color — booking status (booked, confirmed, dispatched…).

  • Flight type color — the color assigned to each flight type.

Operating hours

• Start hour / End hour — the daily window in which self-service bookings can be placed. When a pilot searches for available slots on a date, Flylogs only offers slots between these hours. Set them to match your field's opening hours or daylight operations.

Self scheduling

These limits apply to the pilot self-scheduling feature. Remember that self-scheduling must also be enabled per aircraft.

• Max slots per day — the maximum number of self-service reservations a pilot may hold on a single day. The server rejects any booking above the limit.

• Min / Max slot duration — the shortest and longest slot a pilot can self-book.

• Default duration — the slot length pre-filled when a pilot opens the booking form.

• Block pilots without credit — when your billing system is active, pilots whose account credit is zero or negative cannot self-book flights. They see an "insufficient balance" warning instead of the booking form.

• Allow self-booking without valid documents — controls whether pilots with missing or expired documents can use self-booking:

  • Off (default, stricter) — the self-booking widget is hidden from any pilot who does not hold a valid licence, rating and medical. The pilot must update their documents before the widget reappears.

  • On (permissive) — the widget is shown regardless of document status. Use this only if you check documents outside Flylogs or are still onboarding pilots.

Students are exempt from the document gate. A student never acts as PIC — Flylogs automatically assigns a Flight Instructor, or stores the booking as PENDING until one is available — so the student's own licence, rating and medical are not required to book.

Schedule cancellations

• Dispatch cancel limit — how close to the scheduled start time a crew member may still cancel or edit their own booking. Inside the window, pilots and SICs get an error telling them to contact the PIC or a supervisor directly. Options range from Any time to 48 hours; Disabled prevents crew self-cancellation entirely.

This same window also drives two automatic behaviors:

• PENDING student bookings (self-bookings without an assigned instructor) are automatically cancelled when the window closes without an instructor being assigned. The slot frees up and pilots on the watchlist are notified.

• Reminders and confirmation deadlines around dispatch use the same cut-off.

See Schedule cancellations for the pilot-facing behavior.