Access

Log in to your profile

Locked

No active profile

Scheduled flights

Start here when a student arrives

Use this list instead of manually picking the student. Tap Start block out when the aircraft moves, then come back after parking to finish and bill the same linked flight.

Flight log

Enter a flight from your phone

Instructor checklist

Follow this order so admin can close the flight out cleanly.

Start with the before-flight items. After parking, finish the after-flight items and tap Complete + bill flight.

Step 1

Before the flight: choose the student and start the clock

Do this before dispatch. Pick the student, confirm they have prepaid balance, then enter block out and optional Hobbs start.

Select a client to verify prepaid balance before dispatching.

Step 2

After the flight: close it out before leaving

Complete these fields after parking. This is what lets admin bill the student and pay the instructor correctly.

Step 3

Save it the right way

If the flight is not finished, save it as in progress. If the airplane is back and the time is entered, complete it so balances and instructor pay update.

Date Customer Status Logged by Block Hobbs Aircraft $ Instructor $ Total billed Instructor payable

Schedule

Book clients on the calendar

Staff can create clients, block unavailable time, and schedule bookings here.
New student shortcut: Use this only when the client is not already in the app. It creates the client login, links the customer record, and sends the setup email.
Send a block-time invoice: Use this when a client needs help buying time. Pick the client, choose the dry block-time package, and the app will create the QuickBooks invoice and email the secure payment link.
Block time you cannot fly: Use this for days off, maintenance, weather holds, or times an instructor is unavailable. Blocked time turns red on the calendar and clients cannot request it.
Block type
Tip: Choose Time section for part of a day, or Whole day when the instructor or aircraft should not be bookable at all.
Add or approve a lesson: Use this when staff is scheduling for a client or approving a client request.
Status meanings:
Pending approval: The client asked for this time, but it still needs instructor approval.
Scheduled: The lesson is approved and confirmed on the calendar.
Tentative: Hold the spot, but details are not fully confirmed yet.
Completed: The lesson already happened.
Cancelled: The lesson is no longer happening.
Choose times from the dropdowns for faster scheduling on iPad and Mac. Use the Edit buttons below if the date, time, customer, instructor, or status needs to be corrected later.
Request a flight: Pick the day, time, and instructor you want. The request stays pending until the instructor approves it.
Client booking requests have a 2-hour minimum so there is enough room for preflight, flight time, and postflight wrap-up. Pending requests will show on the calendar until the selected instructor approves them.
Calendar key: Red means unavailable or blocked. Yellow means pending approval. Green means scheduled or approved. Use Close out flight in the bookings table to turn a scheduled lesson into the billable flight log entry.
Unavailable blocks Default view follows the calendar month. Choose another month or all months when you need to audit older blocks.
Date Time Unavailable reason
Date Time Customer Lesson Status

Squawks

Report issues and watch open squawks

New squawks email the MX alert address automatically. One attachment per entry, up to 2 MB.
Date Title Status Hobbs Notes

At a glance

Live operating snapshot

Admin Financials

Revenue, liabilities, and instructor payable

Customer Deposit $ left Flight hrs left Instructor hrs left Total billed Instructor payable

Invoices

Client billing and payment tracking

Package invoice shortcuts

Select a customer, then create and send a QuickBooks dry block-time package invoice without retyping the amount.

Invoice Customer Amount Paid Balance Status Link

Reporting

Billing health and operating watchlist

Customer Deposit $ left Flight hrs left Instructor hrs left Status

Aircraft Status

Readiness, due items, and MX priorities

Priority Item Reason Target

Expenses

Track aircraft operating costs

Category This month All time % of total
Month Revenue Instructor pay Expenses Net
Vendor This month All time
Instructor Selected month hrs Payable Profit share Total est.
Date Category Vendor Amount Reference QuickBooks

Maintenance

Track MX, inspections, and squawks

To update dashboard due items, mark oil changes, 100-hour inspections, or annual inspections as completed. Use current Hobbs for oil and 100-hour records. Annuals use the completion date. Attach one supporting photo or file, up to 2 MB.
Date Category Title Status Due Cost

QuickBooks Sync

Prepare accounting and client payments integration

This app can become your operations system while QuickBooks Online handles invoices, payments, and accounting. The next integration step is Intuit OAuth plus customer and invoice sync.

  • Push new clients to QuickBooks as customers
  • Create invoices for deposits, flight time, and instructor time
  • Send QuickBooks payment links to clients
  • Reconcile paid invoices back into this app
Not connected yet

OAuth and invoice sync have not been set up in this local MVP yet.

Store your Intuit client secret in Cloudflare as `QBO_CLIENT_SECRET`. The app never stores that secret in the browser.

Expense sync uses exact QuickBooks account names when you enter them here. This is the best way to keep sandbox and production books clean.

Audit

Shared sign-ins and cloud saves

Email delivery log

When Type Recipient Status Detail
When Who Action Detail

Reset

Purge test data before production

This clears app-side test operations data only: customers, deposits, flights, bookings, MX, expenses, invoices, payments, client profiles, and pending invites. It keeps admin and instructor logins, business settings, theme, email setup, and QuickBooks connection. It does not delete anything already created inside QuickBooks.

Profiles

Admin, instructor, and client access

Pilot readiness

Client aviation details

Client setup collects these automatically. Admins can update them here if a client reports a change.

Name Role Linked customer Access status

Settings

Business defaults

New rates only apply to new auto-calculated deposits. Existing deposits keep the hours they were created with.
Set QuickBooks auto reconcile to 0 if you want invoice payment refresh to stay manual only.
Package Deposit $ Flight hours Instructor hours

Customers

Add or edit customer and prepaid balance

If you enter deposit dollars and leave hours at `0`, the app will convert the cash into flight and instructor hours using your current package settings.
Client setup emails use Cloudflare email settings. Add `RESEND_API_KEY` and `AUTH_EMAIL_FROM` before using invite-based login setup.
Auto-convert preview will appear here when you enter a cash deposit.
Customer Deposit $ Flight hours left Instructor hours left Status

Deposits

Top up an existing customer

Cash-only deposits auto-convert to flight and instructor hours when both hour fields are left at `0`. Offline packages credit the full selected package while recording only the discounted cash received.
Auto-convert preview will appear here when you enter a cash deposit.
When Customer Cash received Credit value Flight hrs Instr hrs Memo

Billing

Invoices and payment history

Invoice Issued Due Amount Status QuickBooks
Payment date Invoice Method Amount Reference