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How to View-Configure-Filter the Schedule

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

The Schedule Module allows you to:

· Schedule flight and ground lessons, in available aircraft, simulators, or classrooms;

· Easily view the Flight Instructors’ schedule.

· Edit your bookings with drag and drop features.

· Check the dispatch and checked-in flights.

· And view the students’ next lessons as scheduled by their course progress.

NOTE: A User must the have the Roles and Privileges to View/Configure/Filter the Schedule. For more information on how to manage the Roles and Privileges on the Schedule Module, please watch the tutorial “Roles and Privileges for the Schedule Module”.


1. First sign in to your account.

2. Go to the Schedule Module.

3. Here you can see the aircraft, simulators, flight instructors, theoretical instructors, classrooms, and any other users you want to be displayed.

4. You will find 3 different tabs: Schedule, Dispatch, and Students. I will start by showing you, how to view and configure the Schedule tab.


To configure your view:

1. Click on the Filters icon in the top right-hand corner of the page.

2. Here you can toggle the view between “Large” and “Compact”.

3. To define the time range of the displayed schedule: click and hold on either end of the slider and move to set the beginning and end times for your operational hours.

4. You can choose which Bases are displayed in the schedule, by checking or unchecking the boxes next to the Base names.

5. When filtering by Base, the schedule will show only the aircraft, users (instructors or students), and classrooms according to the Base or Bases currently selected in the Filters window.

6. If no Bases are selected, all elements with or without a defined Base will be displayed.

ATTENTION: If you select one or more bases in the Filter window, the elements that do not have a Base assigned to them, will not be displayed.

You can also filter by booking type, aircraft, instructor, other users (such as students or the maintenance department) and classrooms.

If you want to save your filter selection, you must enter a name for the filter in the “Smart Filter” text box at the bottom of the Filters window.

This will save your filter as a “Smart Filter” for future use.

IMPORTANT: If there is information that you are trying to view and you can’t find it, please check your filters. If you still can't view the information, please check with the account administrator, to see if you have the Roles and Privileges to access this information in the Schedule Module.


To view your saved filters, click on the “Smart Filters” button in the menu at the top of the page and choose the filter from the drop-down list.

You can also choose to delete the filter by clicking on the “X” next to the filter name.

Please watch the video Smart Filters for Schedule for more information.


You can change the time range displayed for your schedule, by clicking on the button to the right of current date, displayed in the top left-hand side of the corner, and selecting one of the options:

· A day,

· 1 to 3 weeks,

· or a month view.

The new range will be displayed on your schedule.


When you click on a booking for a flight, it will show the pertaining information such as the type of flight, the aircraft, the time, the pilot and instructor, as well as the lesson.

The flight bookings are color-coded and split into three categories - flight types, flight status, and ground lessons.

Click on the paint palette icon, in the top right-hand corner of the page to open the “Legend” pop up window, to learn how to identify each one.

LEGEND: (4:00)

Under Flight Types:

  • Blue is for solo flights or supervised solo

  • Yellow is for Instruction flights

  • Brown is for MCC

  • Red for exam flights

  • Magenta for touristic and discovery flights

  • Orange for technical

  • Teal for Ferry

  • Purple for trip, towing, rental, and AOC flights

  • Gray for maintenance and unavailable time frames

  • And black for canceled flight

Under Flight Status we have color-coded borders:

  • Red for not approved flights

  • Light blue for dispatched

  • Light green for checked-in

  • And dark green for invoiced flight

Ground Lessons divide under:

  • Light blue for theoretical lessons

  • And red for exams

For example, this yellow with light blue border booking corresponds to an Instruction flight that has been dispatched, if the border changes to green, that means the booking has been checked-in.

You can easily view overlapping bookings.


On the Flight Instructors' Schedule, the pre-briefing and post-briefing times are displayed at the beginning/end of bookings, in a lighter shade than the actual aircraft booking.


If there is a small lock displayed on a booking that means the flight is private and has not been published yet. A Private Booking does not notify the pilot or instructor, that way you can create a schedule and move things around until you are ready to publish the final schedule and notify the crew.

Private Bookings are not shown to users that do not have the Roles and Privileges to see private bookings.

For example, this is a view from a student, because of the privileges that have been assigned, they can only view their bookings, any other booking will be displayed in gray and written "Reserved", so they do not see any other information.

Please watch the video on Private Bookings and Public Bookings for more information.


You will see a red time bar moving across your schedule to indicate the current time.


When you click on a booking you will see small footprints on the bottom right of the icon menu. By clicking on the Footprints button, you can see the history of actions, in regards to the booking, with all updates and modifications, including the date, time, name, and action taken.


Now let me show you the Dispatch tab. If you click on the Dispatch button at the top of the page, you will see the status of your flights: Pending, canceled, dispatched, checked-in, and invoiced.

The Dispatch tab gives you the option to view and edit your bookings in a different way than the Schedule tab. View the bookings by their status, instead of chronologically.

Here you will be able to edit the bookings, undo cancelations, dispatch, check-in, and more.

From the Pending section, you can click on a booking and:

  • Edit

  • Cancel

  • Publish

  • Dispatch

  • Check-in

  • Delete

  • And view the footprints of the booking

From the Canceled section, click on the booking and:

  • Edit

  • Undo the cancelation

  • Delete

  • And view the footprint of the booking

If you undo the cancellation of a booking, it will immediately pass to the Pending section.

From the Dispatched section, you can:

  • Edit

  • Cancel

  • Undo the dispatch

  • Check-in

  • Print the dispatch ticket

  • Delete

  • And view the footprint of the booking

If you undo the dispatch, it will immediately pass to the Pending section.

From the Checked-in section, you can:

  • Edit the flight

  • Print the dispatch ticket

  • Undo the check-in

  • Invoice

  • And view the footprints

If you undo the check-in, you will be deleting the flight associated with this booking.

From the Invoiced section, you can:

  • Edit the invoice

  • Edit the flight

  • Print the dispatch ticket

  • Print the invoice

  • Add a payment

  • And view the footprints


Finally, I will show you the Students tab.

If you click on the Students button and expand a course you can see a list of the students participating in that course, the phase they are in, the next lesson to schedule, and the main instructor assigned to that student.

This will help you to quickly visualize the information you need to schedule the next lesson for a student.

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

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