Working in several organizations

If you work for more than one organization on RotorLab, for example as a contract pilot who flies for two operators, you belong to each with the same sign-in: one email address, one password and one second factor. You work in one organization at a time. Its name is at the top of every page, and every page shows only that organization's records. This page explains how to switch, how to join another organization, which rules apply when you enter one, and where to see your own flying across all of them.

Each organization keeps its own record of you: your name as it has it, your role, your status, your flights and training. Its administrators manage that membership and nothing else. They cannot change your sign-in, and RotorLab never tells an organization which other organizations you belong to.

The organization you are working in#

The top bar names the organization you are working in, beside the RotorLab brand, with a colored badge of its initials. If you belong to one organization, the name is a label and nothing more. If you belong to two or more, the name is a button: press it to open the switcher. On a narrow phone screen the badge stands alone; its name is read out by a screen reader and shown when you hover it.

The first time you sign in with two or more organizations, a line under the top bar says which one you are working in and that you switch from its name at the top of the page.

When you sign in, you land in the organization you were last working in, if you can still open it.

Switching organizations#

Press the organization's name at the top of the page. The Account menu (Menu on a narrow screen) offers the same list at its top.
The switcher lists the organization you are working in first, then the others, most recently opened first, each with your role there and, when notices wait for you in an organization other than the one you are working in, how many. A note under a name says what that organization needs before it opens, for example Needs two-factor to open, Accepts only security keys, Signs in through its own single sign-on or Asks for your password to open. An organization whose access has ended, or that has turned your access off, is listed with the date or the reason and cannot be chosen.
Choose an organization. The page reloads in it and a message says "You are working in" followed by its name.

You land on the same kind of page in the other organization: from an aircraft's page you land on its Aircraft list, from a flight on My Record, from a job or client on Clients and Jobs, from an occurrence on Occurrences, from a page your role opens there on that same page. If your role in the other organization does not open the page, or the organization does not have the add-on it needs, you land on your start page there and a line says why.

The switcher works with the keyboard: the arrow keys, Home and End move through it, Enter or Space chooses, and Escape closes it and returns you to the organization's name. Manage your organizations at the foot of the list opens Organizations on My Account.

A page left open in another tab#

If you switch in one tab, every other RotorLab tab still shows the organization it was opened in. A bar under its top bar says so, for example "This page shows Northwind Survey. You switched to Skyline Aerial in another tab.", with Reload in Skyline Aerial and Switch back to Northwind Survey. Nothing you do in that tab is saved into the other organization: a save from it is refused until you choose. Switch back returns your sign-in to the organization the page was opened in, so a half-filled form can be saved where you started it.

A link to a record in another organization#

A link to an aircraft, battery, flight, job, client, pilot record, occurrence, hazard, aircraft type or operating area that belongs to another of your organizations opens a page that says where the record is, for example "This aircraft is in Northwind Survey", with Switch to Northwind Survey and open it and Stay in followed by the organization you are working in. RotorLab never switches for you without asking. A link to a record in an organization you do not belong to answers as if the record did not exist.

Drafts and work kept in your browser#

Work your browser keeps for you between visits follows the organization you made it in. An unsent flight, defect or checklist run in the field outbox says where it was recorded, for example "Recorded in Northwind Survey. Switch to Northwind Survey to file it.", with the button to switch, and it is never filed into another organization. The offline screen keeps one set of aircraft and checklist cards for each organization you opened that day.

When records for two organizations can be made on the device, the offline screen asks "Recording for Northwind Survey or Skyline Aerial?" before the form, with one button for each; the organization you choose is where the record lands and it cannot change after filing, and Change beside the line that says who you are recording as lets you choose again. Mission drafts are kept for each organization separately. Analyses waiting in your browser and a flight handed to the replay are cleared when you switch.

The design open in the Builder stays open, since it is your own work, but it is no longer tied to the saved build it came from: a line says, for example, "This design came from Northwind Survey. Saving it files a new build in Skyline Aerial."

Each organization's rules#

Each organization sets its own sign-in rules: two-factor required for everyone, security keys and passkeys only, single sign-on, session length and idle timeout, and an end date for your access. Its rules apply each time you enter it, whether you sign in there or switch to it, and they follow how you signed in this time:

Two-factor required. If you have not set up a second factor, the organization opens only the two-factor setup on My Account, with a line naming the organization, until you set one up or switch to another organization.
Security keys only. If you signed in with an authenticator code, you confirm with your security key or passkey before the organization opens.
Single sign-on required. You enter the organization through its identity provider, and a session you opened with a password cannot enter it, even one already open when the organization turned the rule on: the page asks you to sign in with SSO or switch to another organization. When you leave a session that its identity provider opened for another organization, you confirm with your password and second factor, because one organization's identity provider never opens another organization for you.
A shorter session. Your session there lasts no longer than that organization allows.

When an organization asks for your password again, a sheet asks for it and your code or key, then opens the organization.

A session opened through single sign-on#

A session that an organization's identity provider opened proves who you are to that organization, not your RotorLab sign-in. While you belong to two or more organizations, such a session works in that organization as usual but does not reach your sign-in as a whole: Sessions and your account activity on My Account list only this organization's, your data download leaves out your sign-in details, and Sign out everywhere and accepting or declining another organization's invitation answer "Confirm your password first (My Account, Security)." My Account, Security, then shows a card titled Confirm it is you. It says "You signed in through" the organization's own sign-in, and that confirming your RotorLab password lets you see your other organizations' sessions and activity, accept or decline invitations, and sign out everywhere. Press Confirm it is you, enter your password (and your code or key when your sign-in has a second factor), and the page reloads with your whole sign-in.

Joining another organization#

An organization adds you by sending an invitation to your email address. The email comes from RotorLab, names the organization, who invited you and your role, and is valid for 7 days.

If you already sign in to RotorLab with that address, you keep your one sign-in and add the organization to it. Accept it in any of three places: the bar under the top bar after you sign in ("Dana Ruiz invited you to join Ridge Mapping. Your role there: Pilot.", with Accept and open, Decline and Not now), the switcher, or Organizations on My Account. You can also press Open the invitation in the email. Signed in, the page offers Accept and open and Decline. Signed out, it reads "Sign in as" followed by the invited address: enter your RotorLab password and press Sign in and accept, or use Sign in another way and open the link again. If your sign-in has a second factor, the page then reads "You joined Ridge Mapping. Sign in to open it." and Sign in takes you into it. Not now hides the bar until your next sign-in.
If the address has no RotorLab sign-in yet, the email's link opens a page where you choose your password (at least 8 characters) and press Set password and join, and you are signed in to the organization.
If you are signed in as someone else in that browser, the invitation page says which address it is for and offers to sign out and continue. An invitation is never attached to the wrong sign-in.

Accepting applies the organization's rules and switches you into it.

Anyone invited can decline, whether or not the address already has a sign-in and whether or not you are signed in: press Decline on the bar, in Organizations, or on the page the email's link opens (Decline the invitation when that page asks you to choose a new password). A sheet asks "Decline the invitation to Ridge Mapping? Its administrators see that you declined and can invite you again." and the page then reads "Invitation declined" with "You declined the invitation to Ridge Mapping. Nothing else changed. To join later, ask its administrators to invite you again." The inviting organization sees Declined in either case and is never told whether your address already had a sign-in.

An invitation link works once. Opened again, the page says why it no longer works: "You already belong to" followed by the organization, with Open to switch there, when you accepted it and are signed in; "A newer invitation was sent to this address. Use the newest email." when the organization sent it again; otherwise "This invitation is invalid or has expired." Ask whoever sent it for a new one.

Invitations show inside the app once RotorLab knows the address is yours, which it learns when you open a link it emailed there, such as an invitation or a password reset. Until then, when an invitation is waiting, a line under the top bar reads "An invitation may be waiting in your email. Open it from there to accept." Accept it from its email: opening its link proves the address, and later invitations show in the app.

You accept the legal documents once for yourself, not once for each organization. Joining another organization does not ask you again while your acceptance is current.

Your organizations on My Account#

My Account adds two sections after Profile when you belong to two or more organizations: Organizations and Flights and currency. Organizations also shows while an invitation is waiting for you.

Organizations lists invitations waiting for you first, each with Accept and open and Decline, then a table of every organization you belong to: Organization, Your role, Status (for example Current, Active, Needs two-factor to open or Access ended with the date), Last opened, and an action: Switch, or Set up two-factor where the organization needs it. To leave an organization, ask one of its administrators; the table says so.

Your flights and currency across organizations#

Flights and currency shows your own flying in every organization you belong to, for you alone. No organization, its administrators or RotorLab support sees it, and it is worked out each time you open it from what each organization recorded.

Flights and currency opens with Next 48 hours: one row for each sortie that names you as pilot or crew in the next 48 hours, with When (the day and window in the time zone of that organization, with the zone named), the Organization, the Aircraft and its readiness in words, and the sortie's State. Where you are not current in that organization, the row says so in your own words, for example "You: recent flying lapsed in Harbor Patrol". Open in followed by the organization takes you to the sortie there. Only an organization whose Include our records in members' own summaries switch is on appears, and a row shows no place, position, job or client.

With nothing planned it reads "No sorties planned for you in the next 48 hours." When an organization's sorties could not be read just now, a line names it, and a line counts the organizations not included.

What needs you comes first: each currency item that has lapsed or is about to, as a sentence naming the organization's rule and what is due, for example "Northwind Survey's rule. Recent flying lapsed. 0 qualifying flights in the last 90 days (3 needed).", and Open in followed by the organization to go to it there. With nothing due it reads "Nothing needs you in any of your organizations." When some of your organizations are not in the summary, it reads instead "Nothing needs you in the organizations shown here." followed by how many of your organizations are not included, because nothing is known about those.
By organization: one row for each organization with Your role, flights and hours in the last 90 days, hours all time, Hours before RotorLab as that organization entered them, Last flight, and currency by that organization's own rule. Where your role does not fly, the currency cell reads Not a flying role and nothing from that organization is listed under What needs you. A row All organizations adds the figures up and gives no currency verdict, because no rule spans organizations. Hours before RotorLab stay on each organization's row and are not added to the total. When two of your organizations filed the same flight log, a line under the total shows the flight counted once, for example "Less 1 flight (0.4 h) filed by two of your organizations, counted once.", and the 90-day figures count it once too.
Your flights, newest first: the date in the zone of the organization that holds the flight, the organization, the aircraft as that organization names it, the duration and your seat. Nothing else about a flight is shown: no place, position, job, client, notes or other crew. The list shows your newest 200 flights; when there are more, a line says how many older flights are in the CSV. Press Download as CSV for every flight, with the same columns and the hours beside the duration in seconds; its first line is the same disclaimer as the page.

The summary is not a logbook of record. Each organization keeps its own records and judges your currency by its own rules, and the totals are the sum of what each recorded. An organization appears in the summary only once you have opened it under all of its sign-in rules in this session, its two-factor rule included; until then its row reads "Open" followed by its name "to include its figures", and the totals say how many organizations they cover, for example "3 of 4 organizations". An organization whose access is suspended or whose plan has ended is left out, and its row reads, for example, "Skyline Aerial is closed: its records are not shown". An organization can also choose to keep its records out of its members' summaries; its row then says so.

Your own My Record stays the record of the organization you are working in, and says so when you belong to more than one.

Credentials across organizations#

A license or certificate you keep under Credentials on My Account is yours, above every organization. You choose which organizations receive a copy. A copy is that organization's record: it shows in their crew records marked as shared by you, with the date it was last updated. When you stop sharing, or an organization stops relying on the copy, it stops updating and the organization keeps what it has.

What each organization keeps#

Your name is kept by each organization. Editing Name on My Account changes it in the organization you are working in only.
Your data download on My Account is everything the organization you are working in holds about you, with your sign-in details: your address, second factors and sessions, the organizations you belong to with your role and status in each, and your invitations. Switch to another organization to download what it holds.
Your sessions on My Account list every device signed in to your sign-in, with the organization each is working in.
Builds and missions you save belong to the organization you saved them in.
API keys belong to one organization: a key reads and writes that organization's records only, whichever organization you are working in.

When a membership ends#

When an organization removes you, deactivates you, ends your access or is deleted, only your membership in it ends. Your other organizations and your sign-in are unchanged. When an organization removes or deactivates you, or your access end date there passes, RotorLab emails you that your access to it has ended, with the subject "You no longer have access to" followed by the organization's name. The records it keeps that name you, such as the flights you flew, stay with it.

When you no longer belong to any organization and have no invitation waiting, your sign-in is kept for 90 days so an organization can invite you back. This is the same however your last membership ended: an organization removed or deactivated you, deleted your membership, minimized your details after you left, or was itself deleted. RotorLab emails you a week before your sign-in is deleted, and again when it is. Accepting an invitation before then keeps it.

You can also ask RotorLab support to close your sign-in at any time. Closing it ends your access to every organization you belong to; each organization keeps its own records of you under its own retention, and RotorLab emails you when it is done.