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

The Schedule Module allows you to manage all of your bookings, whether they are aircraft bookings, simulator bookings, or classroom bookings for ground lessons. You can easily keep track of your booking’s flow in the Dispatch tab and have an overview of the students in a course with the next lesson to schedule in the Students tab. 

Roles and privileges let you control the users' level of access. You can clearly define what each role can view and do within the Schedule Module.

MANAGE ROLES AND PRIVILEGES: (0:41)

Let me show you how to set up these privileges:

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 Schedule tab.

6. Here you can allow the role to view the Schedule Module, by selecting this, you will unlock all the options of privileges inside the module.

To further explain to you the possibilities in the Schedule Module, I will show you three examples with different roles:

MANAGE THE ROLES AND PRIVILEGES FOR STUDENT ROLE: (1:20)

For the role "Student", for example, we will limit the view by selecting only certain options but in this case, I want users with the student role to view the Schedule Module so I am going to check off the box "View Schedule".

• I won’t allow the users with the student role to view private schedules, so they will only see public bookings that have been previously published.

• I am going to allow users with the student role to view all bases but if I wanted to limit the bases, I could do it here by choosing as many bases from the drop-down list as I want.

• I am going to allow users with the student role to view the aircraft schedule but I am not going to allow them to view all bookings, just their own, this way any other users' bookings will be marked as reserved and blocked out in gray but won't display any more details. 

• Now, as my flight school does the scheduling I am not going to allow the users with the student role to add and edit bookings. In the case that you want to allow them to book themselves, for example, for hours building and rental, you can let them reserve their own bookings by checking off the box "Add and edit bookings". Select the type of bookings you want to allow them to add and edit.

• Next, I do not want to allow users with the student role to approve bookings, cancel or delete them, so I will skip this and leave it unchecked.

• Access to the schedule will be quite limited for users with the student role. I do not want them to view the instructor schedule. 

• I will let them only view their own class schedule, not all the classes, and without the option to edit anything.

For the moment that's all I am going to allow the student role to access in the Schedule Module, so I will skip dispatch, students, schedule constraints, classrooms, and footprints. These options could be accessible for a higher-level role.

STUDENT'S VIEW: (3:24)

Let’s see how Julie Apton views her schedule as she has been assigned the role "Student". This is an example of the limited view a user with the student role will have according to the privileges we granted for the Schedule Module.

Now, if I want to request a booking as a student, I can click on the aircraft I want to book, select the time, select solo flight, VFR, local, and save. Now, on the schedule, the booking is outlined in red because it has not been confirmed yet by my school.

Let me show you quickly how that works.

Now, I will sign in as the school. Go to the Schedule Module. Here I see Julie Apton's booking outlined in red. When I click on it I have the option to approve the booking. Just click on the checkmark in the small circle. Now the booking has been approved.

MANAGE THE ROLES AND PRIVILEGES FOR INSTRUCTOR ROLE: (4:20)

Now I will show you an example for an instructor role:

• I won’t allow users with the instructor role to see private bookings, so they will only see public bookings.

• I will allow them to view all bases, so I won’t filter the view by aircraft and classroom locations.

• I will check off “View aircraft schedule”, and allow them to view their own bookings, as well as all bookings, which include other users. I will also give them the option to add and edit bookings, including the option to edit their own bookings. I will leave “Edit bookings without crew” and “Edit all bookings” blank, since I don't want to allow users with the instructor role to edit other users’ bookings. I am going to choose only some flight types they will have access to, such as solo flights, instruction flights, MCC flights, and exam flights. I will check off “Select a lesson”, and give the privilege to approve, cancel and delete bookings.

• Under “Instructors’ Schedule” I will give users with the instructor role the privilege to view the instructor schedule and I will check all the boxes: View all activities, add, edit and delete instructor's activity.

• For “Classes Schedule”, I would only give the privilege to theoretical instructors, not flight instructors.

• I will give the privilege to view the Dispatch tab, as well as dispatch bookings, check-in flights, but I will leave the option to invoice flights blank.

• I will check off the box to view the Students tab, so users with the instructor role can have an overview of the students in a course, current phase, next lesson to schedule, and their main instructor. This allows for quick, accurate, and effortless scheduling.

• I won’t give the privilege to override constraints. These constraints are managed in the Settings and they can prevent double bookings, or prevent bookings when a certificate has expired.

• I won’t allow users with the instructor role to have any privileges in classrooms.

• And finally, I will allow them to view footprints, which show the modification's history for each booking.

INSTRUCTOR'S VIEW: (6:32)

Now let's sign in as Frank Cross, who has been assigned the role of "Instructor" to see how the Schedule Module looks from his perspective.

MANAGE THE ROLES AND PRIVILEGES FOR ADMINISTRATOR ROLE: (6:43)

An Administrator or Ops Manager role could be given much more access to the Schedule Module than other roles.

• I am going to check off everything for viewing, adding, editing, and deleting. It is up to you what you want to limit depending on the company’s requirements. For, example, if I don't want the role of administrator to override schedule constraints I will leave that box unchecked.

ADMINISTRATOR'S VIEW: (7:11)

Let's have a look at the Schedule Module as a user with the administrator role again. I see all the bookings and I have access to the full range of functionalities.

Set up your roles and privileges configuration for the Schedule Module according to the access you want to grant to each role.

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