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Roles and Privileges

How to Manage the Roles and Privileges for the Flights Module

In this tutorial, I will show you how to configure Roles and Privileges for the Flights Module.

The Flights Module is a record of all the flights that have been completed including information such as the date, aircraft registration, route, flight times, crew, lessons, map, and much more.

Roles and Privileges allow you to control users' level of access depending on the role that each user has been assigned. 

Remember, any user who has been given the privilege to edit Roles and Privileges will be able to perform this task. To learn more, please watch the video, Intro to Roles and Privileges.


Let me show you how to configure privileges for the Flights Module:

1. First, log in to your account.

2. Go to the Users Module.

3. Click on the Roles button on the top right-hand corner of the page.

4. Select a role from the drop-down list.

5. Go to the Flights tab.

6. Here you can select the criteria. 

  • You can start by allowing users with the selected role to view the Flights Module, as well as choose to give them access to view only their own flights or all flights.

  • You can filter the flights by the base. Remember you can define the main base and temporary base in the Aircraft information window. When you filter a flight by base, the system takes into account the base of the aircraft **at the date of the flight**. You can allow users with the selected role to view all bases or select as many bases as you want from the drop-down list. 

  • Check the box to allow users with the selected role to view the flight information, then select from the options listed below: Total time, block time, air time, crew, number of landings, and remarks.

  • If you are subscribed to our Aircraft Tracking System, you can allow users with the selected role to view the live map and the altitude graph.

  • You can also give users with the selected role the option to print and export the map to Google Earth.

  • Next, you can allow users with the selected role to evaluate lessons. For example, this should be reserved for flight instructors and examiners only.

  • You can allow users with the selected role to add, edit, divide, delete, and/or invoice flights. You can give the privilege to add flights as well as prevent users from adding flights that are older than a specific number of days. You can allow users with the selected role to edit flight times as well as prevent users with the selected role from editing flights that are older than a specific number of days. Keep in mind that if you don’t select the privilege to edit **flight times**, users will be able to edit a flight but not the flight times. 

  • Finally, you can give the privilege to view the footprints, which show the entire history of the flight from when it was created with all the updates and modifications, including the date, time, name of the user who made the modification, and the action.


For example, I am going to select the role Flight Instructor.

  • I am going to check off the boxes, “View Flights” which by default will allow the user to view his or her own flights. I also want users with the selected role as Flight Instructor to view all flights, including flights of other pilots.

  • If I am managing multiple bases I can limit the view to some bases or allow them to view all.

  • As far as the flight information goes, I am going to allow users with the selected role as Flight Instructor to view everything.

  • For tracking as well. This is important information that I want my flight instructors to have access to, especially for debriefings and evaluations. I will check off “View the Map” and “View altitude Graph”.

  • I want to allow them to Print and Export.

  • Most importantly, I will check off “Evaluate Lessons”.

  • Now, for “Add/Edit/Delete flights”, I will allow my instructors to edit flights and edit flight times but I will prevent them from editing flights that are older than 7 days.

  • I will also allow them to “Divide Flights”. Dividing flights comes in handy when you want to create two flights with the same information (crew, lesson, etc.) divided at the times you define. You might do this when you want to define more than one pilot in command throughout the flight or if multiple lessons need to be accounted for that were performed in one flight sequence. This can be done by dividing a flight that has already been completed and added.).

  • I am not going to allow them to “Delete Flights” or “Invoice Flights”, I will leave that to users with the role Administrator, for example.

  • I will allow them to “View Footprints”.


Now, let's have a look at how this looks from the perspective of users with the role Flight Instructor.

This is just an example of how you can configure your privileges for instructors for the Flights Module.


You should make adjustments for each role, less accessible for students and more accessible for administrators.

For example:

  • For users with the role Student,  I would check off "View Flights" but I would not check off "View all flights." This would limit them to view their own flights but not the flights of other pilots.


Let's have a look.

Set up the  Roles and Privileges configuration for the Flights Module according to the access you want to grant to each role.

REMEMBER: Roles and Privileges are created in the Users Module. Roles allow you to control the access of your users. Without a Role, users are not allowed to log in. When the Role has been selected, they will receive an email with their password. 

IMPORTANT: Do not confuse the role "Instructor" with the Instruction section of the user information. Let me show you. Here you can check off the type of instructor (Flight instructor, MCC instructor, Ground instructor, Flight examiner, and/or AOC). By checking off these boxes, the system will take the type of instructor into account for the list of instructors that are displayed on the schedule, the list of instructors available for different types of bookings, and the filters in the Users Module. For example, if you book an MCC flight, the instructors you can choose from in the list will be the ones that are checked off as an MCC instructors.

For more information about the Flights Module, please watch the other tutorials.

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