Schedule Edit page (Schedule Manager)
The Schedule Manager is the main working view for building and editing your flight schedule. It shows a calendar of every aircraft and lets you create, move, edit and delete schedule records (bookings) directly on the grid.
This page is reserved for schedule management roles — Company Managers, Roster Managers and Aircraft Managers. Members with a Flight Instructor rank (or pilots, depending on your company settings) may see the calendar in a Read‑only mode, where flights are visible but cannot be created or edited. Members without any schedule access are blocked from the page.
Who can edit the schedule
Section titled “Who can edit the schedule”| Rank | Access |
|---|---|
| Company Administrator, Operations Manager, Crew Scheduling, Flight Dispatcher, Chief Pilot and other management ranks | Full edit of every booking in the company |
| Flight Instructor | Depends on the FI Schedule Management setting — see below |
| Captain, Pilot, Student Pilot | No access to this page (their bookings are made from the Schedules page) |
FI Schedule Management lives in Company settings > Schedule (“Allow Flight instructors to manage the schedule and book flights for other pilots”).
- Off — Flight Instructors get the calendar in Read‑only mode: bookings are visible but cannot be created, moved or deleted.
- On — Flight Instructors work the calendar exactly like a manager. They can create bookings for other pilots and edit, move, resize and delete any booking of the company, including bookings created by another instructor or by a manager. The anticipation limits that apply to crew (the cancellation window, and the rule that stops a SIC removing a booking the PIC already accepted) do not apply to them while they are managing the schedule.
Bookings of other companies are never reachable, whatever the setting. The setting also adds the Schedule > Edit entry to the instructor’s menu; it does not open Schedule review, Availabilities or Cancellations, which remain management-only pages.
The calendar grid
Section titled “The calendar grid”Aircraft are listed down the left side; time runs across the top. Each schedule record appears as a coloured block on its aircraft row.
- Views — Switch between Day, Week and Month from the buttons in the top‑right of the calendar. Your browser remembers the last view you used. On large fleets the day view automatically uses the timeline layout.
- Now indicator & navigation — A line marks the current time. Use today / prev / next to move through dates, or click a day heading to jump to it.
- Business hours shading — Daylight hours for the base airport (sunrise to sunset) are highlighted so night operations are easy to spot.
- Maintenance blocks — Open maintenance jobs appear as striped 🔧 background bands on the affected aircraft, and the slot cannot be booked over them.
- Airworthiness blocks — A red ⛔ band covers an aircraft row from the moment its latest signed CRS stops being valid (the Fixed date set when the CRS was signed) or an aircraft document (insurance, airworthiness, registration…) expires. Selecting a slot inside the band is refused and a notice above the calendar names the aircraft, the instant and the maintenance job or document responsible, with a link to open the job. The same notice appears in the flight form, and Save is disabled, if you set a start inside the band by hand. To lift it, sign a new CRS, change that job’s fixed date, or renew the document. Only the aircraft’s latest signed CRS counts — an older job’s fixed date no longer applies once a newer CRS is signed.
- Colour legend — A legend below the calendar maps the left‑border colour of each block to its status (Draft, Scheduled, Confirmed, Delay, Departed, Landed, Canceled, Dispatched). A 🛣️ road icon marks local / touch‑and‑go training missions.
- Crew on the block — Each block shows the flight type, then the PIC, then the SIC, then the route. If the booking has a supervisor, they are shown on their own line behind a 🕵 icon (hover the icon to see “Supervisor”). When there is no SIC, the supervisor takes the SIC’s line: the supervisor is then directly supervising the PIC, for example a student on a solo flight. Crew names are shown to staff, and to pilots on their own bookings.
Solo flights show their supervisor in place of the SIC. One instructor (S.Chase) supervises two overlapping solos.
Creating a flight
Section titled “Creating a flight”Click and drag on an aircraft row to select a time slot. The New Flight form opens with the date, start and end times, aircraft and callsign pre‑filled from your selection. See The schedule record edit form below.
Editing, moving and resizing
Section titled “Editing, moving and resizing”- Click a block to open the edit form.
- Drag a block to a new time or a different aircraft row.
- Resize the edges of a block to change its start or end time.
When you move, resize or edit a flight that is not a Draft (i.e. already published to crew), a confirmation prompt appears first. For moves and resizes you can tick Notify crew so the affected pilots are alerted to the change. Overlapping bookings on the same aircraft are not allowed.
Base filter
Section titled “Base filter”If your company has more than one operational base, a base selector appears in the header. Choosing a base limits the calendar to that base’s aircraft and loads that base’s airport (sunrise/sunset and METAR for kiosk mode). Choose All bases to see the whole fleet.
On‑duty pilots strip
Section titled “On‑duty pilots strip”Managers also see an on‑duty pilots strip above the calendar, summarising which crew are on duty for the dates currently in view. It follows the base filter and the visible date range.
The schedule record edit form
Section titled “The schedule record edit form”The edit form has the flight data on the left and dynamic, supplemental information on the right. For the full list of fields and the schedule record lifecycle, see Flight Schedule Records.
Only five fields are mandatory: Aircraft, Callsign, Flight Type, Offblocks (start) and Onblocks (end). The callsign defaults to the aircraft registration if left empty.
Crew availability in the schedule record edit form
Linked Offblocks / Onblocks times
Section titled “Linked Offblocks / Onblocks times”The two time fields are linked: when you change Offblocks, Onblocks moves with it so the flight duration is preserved (e.g. a 10:00–12:00 flight moved to start at 23:00 becomes 23:00–01:00). Editing Onblocks on its own redefines the duration.
Flights may cross midnight — Offblocks 23:00 with Onblocks 03:00 is a valid 4‑hour flight ending the next day. A flight can never reach 24 hours, and Offblocks and Onblocks cannot be the same time.
Crew panels (PIC / SIC)
Section titled “Crew panels (PIC / SIC)”Each crew slot has a searchable pilot selector grouped by user group. The selector shows an availability dot next to each pilot for the selected time window:
- 🟢 Green — the pilot has declared themselves available.
- 🟠 Orange — the pilot answered maybe.
- 🔴 Red — the pilot is unavailable; the entry is greyed out and cannot be selected.
- A muted red dot marks pilots already busy (booked on another flight, on an OFF/REST base‑schedule day, or teaching a scheduled class).
Use CLEAR, next to the field label, to deselect the pilot.
Once a pilot is selected, the side panel shows live context:
- The pilot’s availability status for the current time window — AVAILABLE, MAYBE, UNAVAILABLE or BUSY — which updates automatically when you change the date or times.
- Pilot group, phone and last flight date.
- Documents — checked against the required certificates the selected flight type sets for that seat, valid at the booking’s date and time. A green Docs OK means the pilot meets every one of them (a higher medical class also counts, see How medicals are checked); otherwise only the missing or expired certificates are listed in red. If the flight type requires no certificates for the seat, the card shows a grey No docs required instead, because nothing was checked. Hover it for a reminder of how to add requirements under Flights → Flight types.
A Local flight type with no required certificates. Each crew card says No docs required instead of Docs OK; hover it to see how to switch the check on.
If the selected aircraft is multi‑pilot, an SIC is required. The same pilot cannot be assigned as both PIC and SIC. The Supervisor selector shows the same availability dots.
Training missions
Section titled “Training missions”If a selected PIC or SIC is enrolled in a flight training with pending missions, a Training Mission selector appears and the next uncompleted mission is auto‑selected (skipping missions already scheduled elsewhere). When a mission is auto‑selected, the schedule’s Flight Type is updated to the mission’s flight type automatically. If you pick a different mission by hand and its flight type differs from the schedule’s, you are prompted on save to either switch to the mission’s flight type or keep the current one.
Status, supervisor and notes
Section titled “Status, supervisor and notes”The right column carries:
- Status — Draft, Scheduled or Canceled. Leave as Draft to keep the record private to managers, or set Scheduled to publish it to crew on save. See Publishing multiple schedule records.
- Supervisor / Examiner / Specialist — a third crew slot, labelled to match your company type. An instructor may supervise several solo flights that overlap: set them as supervisor on each one. The calendar shows the supervisor on each block.
- Notes — free text for the crew.
- Notify crew — for non‑Draft records, tick to email the assigned crew when you save.
Validation and warnings
Section titled “Validation and warnings”The form checks the booking as you fill it in and lists any problems above the Save button. Red messages block saving and say why; yellow ones are advisory and you can still save.
Duty and flight-time limits. Before saving, the form runs duty and safety checks and shows warnings for:
- Flight duration over the maximum.
- Daily / monthly flight‑time limits exceeded.
- Daily duty time exceeded and minimum rest (between days and between flights) not met.
If your company has block overtime scheduling enabled, these violations block saving until resolved; otherwise they are advisory.
An 11-hour booking against an 8-hour maximum, with block overtime scheduling on. The PIC's missing documents are flagged in the same list.
Pilot attributions. A separate, always‑blocking check stops you assigning a pilot to an aircraft or flight type they are not entitled to fly.
Martha Smith is attributed to other aircraft, not FL-172, so the booking cannot be saved with her as PIC.
Required documents. If a pilot is missing a required document, or one expires before the flight ends, it is listed under their name and as a message below. For the PIC this blocks saving when your company requires PIC documents and blocks pilots without them; for the SIC it is always advisory.
Flight type restricted to other aircraft. If the flight type is restricted to specific aircraft and the booked aircraft is not one of them, a yellow caution names the allowed aircraft — for example “ME can only be flown with FL-YLS, FL-DHG, FL-INS, FL-YME.” It is advisory: you can still save. Auto‑pilot applies the same rule and never places a mission on an aircraft its flight type is not allowed on.
A booking of ME on a single-engine aircraft. The caution does not block saving.
Crew availability. Re‑checked whenever you change the date, the times or the crew:
- If an assigned PIC or SIC is unavailable for the new time window, a red message names the pilot and saving is blocked until you pick another pilot or time.
- If they are merely busy (another booking, base‑schedule OFF/REST, or a scheduled class), an amber warning is shown but you may still save.
The times were moved to 14:00–16:00. Jan Noval is marked unavailable at that time (blocks saving); Ralph Klein already has another booking (warning only). The status also shows next to each pilot's name.
Actions menu
Section titled “Actions menu”The green Actions menu (top‑right) gives bulk and utility tools. The first group is available to top‑level managers only:
- Publish schedule — email/notify pilots for a range of records at once (see Publishing multiple schedule records).
- Copy week — duplicate a whole week’s schedule to another week.
- Clear week — delete every record in a date range in one step. It opens on the current week, starting on the Start of week set in Company Settings → General. Pick another week or range in the calendar the same way as in Auto Pilot.
Clear Week uses the same date range calendar as Auto Pilot. The weeks follow the company's Start of week.
Available to anyone who can edit:
- Kiosk mode — a full‑screen, auto‑refreshing display of the calendar for ops‑room screens, showing the base name and live METAR. It refreshes every couple of minutes and re‑centres on the current time.
- Print PDF — export the current calendar view to a PDF named by date.
Estimated maintenance markers
Section titled “Estimated maintenance markers”Aircraft with a maintenance job booked show it on the calendar as an amber block that blocks bookings for its duration, exactly as before.
Aircraft with nothing booked instead get a blue all-day marker on the date Flylogs estimates their next check will fall due. It is a suggestion only: it overlaps freely, raises no conflict, and does not stop you booking a flight on that day. See Next maintenance forecast.