Schedules for Pilots & Flight Instructors
This guide explains how pilots and flight instructors see their assigned flights, confirm or reject assignments, cancel a scheduled flight, and dispatch a flight directly from the schedule.
If you are looking for the operations/manager side of scheduling, see the Schedule Review page and the Flight Dispatch Function.
Where to see your schedule
Home dashboard
When you log in, your home dashboard shows the Upcoming Flights panel with every flight you are assigned to as PIC, SIC or Supervisor, together with a weekly Calendar of your assignments.
Each row shows the schedule status, route, aircraft, crew, start and end times, and the flight type badge (for example Dual or SIM).
A compact version of the same widget is available on other dashboards:
Timezone
All schedule times are displayed in your company timezone, not in your device timezone. The active timezone is always shown next to the panel or page title with a globe icon (for example, UTC or Europe/Madrid). If a time looks off by a few hours, check the timezone indicator first.
Status badges
Scheduled
The flight is published and waiting for crew confirmation.
Confirmed
All required crew members have accepted the flight.
Dispatched
A flight draft has been created and linked to this schedule.
Canceled
The flight was cancelled by the crew or by operations.
Crew confirmation dots
A small colored dot next to each flight summarizes the crew confirmation state:
🟢 Green — crew member accepted the flight.
🟠 Amber — confirmation is still pending.
🔴 Red — crew member rejected the flight, or the flight is cancelled.
🔵 Blue — no confirmation is required for this record.
When a flight has both a PIC and a SIC, the dot is split in two halves: the left half shows the PIC status and the right half shows the SIC status.
Viewing flight details
Click on any flight in the list or on a calendar event to open the schedule detail window. It shows the start and end times, the aircraft, the assigned crew with their roles, any linked training course exercise (for example First Solo flight), and the flight type.
From this window you can:
Accept or Reject the assignment (when your confirmation is pending).
View details — opens the full schedule view page with the complete overview, crew information, aircraft data, attachments and the change history of the record.
Cancel Flight — see Cancelling a flight below.
Confirming your assignments
When operations publishes a flight you are assigned to, your confirmation is requested:
The flight appears with an amber pending dot and the detail window shows the banner “Your confirmation is required” with Accept and Reject buttons.
You can confirm each flight individually, or use the Accept All button at the top of the Upcoming Flights panel to accept every pending assignment at once.
If you do not confirm before the scheduled departure time, the record is marked as Confirmation missed.
Rejecting a flight notifies the schedule managers so they can reassign the crew.
Cancelling a flight
Crew members can cancel a scheduled flight they are assigned to from the schedule detail window using the Cancel Flight button. A cancellation reason must always be selected, and some reasons require an additional written explanation.
Cancellation is only possible:
Before the scheduled departure time, and
Outside the company's minimum cancellation window, if one is configured. For example, if your company sets a 24-hour minimum, flights can no longer be cancelled by crew less than 24 hours before departure — contact your operations department instead.
Cancelled flights remain visible with the Canceled badge and the cancellation is recorded in the schedule history. See Schedule cancellations for more detail.
Dispatching a flight from the schedule
Crew members can dispatch their own flight directly from the schedule view page — this creates the flight draft with all operational data pre-filled, exactly as described in the Flight Dispatch Function.
The Dispatch button appears on the schedule view page when the schedule is in Scheduled or Confirmed status and no flight has been created for it yet. Who can use it depends on your role on that flight:
PIC
As soon as you have accepted the flight
None
SIC
Only after both PIC and SIC have accepted
From 6 hours before until 2 hours after the scheduled start
Supervisor
Always — no confirmation required
None
Additional notes:
PIC and SIC also need an active account with permission to create flights. The Supervisor of the flight is always allowed to dispatch, regardless of confirmations, time window, or flight creation permission.
On dispatch, Flylogs checks the required pilot certificates (medical, license, ratings). If any required certificate is missing or expired, the dispatch is rejected.
Once dispatched, the schedule switches to Dispatched status and the detail window shows a confirmation banner with a direct link to the created flight:
Summary
Your assigned flights appear on your home dashboard and in the schedule calendar, always displayed in the company timezone.
Confirm or reject assignments from the flight detail window, or use Accept All.
Cancel only before departure and outside the company's minimum cancellation window, always with a reason.
PIC, SIC and Supervisor can dispatch their own flight from the schedule view page, each under their own conditions — the Supervisor can always dispatch.
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