Managing your team
Crew is where you manage the people in the organization. It lists everyone with their role, whether they fly, where their currency stands, their credentials, when they last flew and what each person has open, and every row opens that person's own page under Crew, on its overview, flights, details or checklists. Reach for it when you need to know who needs attention this month, or when you want to correct or add something in a member's records.
Crew and the records it opens follow the Members permission: an organization admin always holds it, and a role that carries Members: view (the built-in Auditor, or a custom role such as a standardization or training officer) reads the board and opens anyone's page under Crew. Changing a colleague's details or credentials needs Members: manage. Everything here is only for the people in your own organization.
Crew: everyone in one place#
Open Crew from the People group in the menu, or go to https://rotorlab.app/crew. The figures at the top each give a number, then what it counts: people, with something open, aircrew, current, due soon, training not met, not current, not current for a privilege (current overall, and not current for night flying or for one kind of flight), with a date not on file and not aircrew. Someone whose role does not carry Members: view is told which box to tick, and their own record and logbook stay one click away.
Under the figures, one line says what current means, in two halves: by regulation (the recurrent rule of the regime you fly under, for example "Recurrent training (14 CFR 107.65): Passed the initial aeronautical knowledge test, or completed recurrent training, within the previous 24 calendar months, counted to the end of the calendar month", and the medical where your regime asks every pilot for one) and by your own rules (the credentials on file, which are your record of what each pilot holds, since which of them a regulation asks for depends on the operation flown; a medical or recurrent training date your pilots keep where no regime asks for one; each recency rule in use; and, where you run Training Programs, the training program). It is the same list the standing is measured against, so a pilot never reads lapsed on a rule the line does not state. Change your rules opens the rules on the Pilot Logbook's Team tab, for a role that carries Training programs: manage.
When your organization has filed flights at night in the last 90 days and its night rule is off, a second line says how many and that the rule is off. Turning it on is your choice: it is your rule, not a regulation, and every aircrew member is then measured against it.
Needs attention#
The Needs attention card lists what somebody has to act on, most overdue first: an item of the standing that has lapsed (named with whose rule it is, for example "Recurrent training (14 CFR 107.65) has lapsed" or "Training: Visual Observer (your program) has lapsed"), a training role not yet met, a credential that has lapsed or expires within 60 days, and an item that falls due soon. Each line names the person, says what it is in a sentence (for example "Part 107 Remote Pilot expires in 20 days"), and ends with Open details or Open currency, which opens that tab of the person's page. The card is not shown when nothing needs attention.
Everyone in the organization#
The table lists every member, whoever needs attention first:
| Column | What it shows |
|---|---|
| Person | The person's name, which opens their page, and their email. A disabled account reads inactive. |
| Role | Organization admin, the name of the role the person holds (for example Pilot or Maintenance), or Member when no role is assigned. |
| Aircrew | Yes with the reason (has flown, holds a pilot credential, or holds a flying role), or No. Under it, Crew, last 90 days lists the crew seats the person sat on other pilots' flights, for example "VO (visual observer) on 4 flights". A seat away from the controls is shown here and does not make someone aircrew. See who counts as aircrew. |
| Standing | Current, Due soon, Training not met (with the role), Lapsed (with what lapsed and whose rule it is), Unknown, or Not aircrew. A privilege the pilot is not current for, for example Not current for night flying, is listed under the standing, which it does not set. |
| Credentials | How many are on file, counting a credential held twice once, and how many have lapsed or expire within 60 days. |
| Last flew | The date of the person's last flight, with their flights and hours. |
| Open items | How many open items the person has, with the first three in words. Each one opens the tab of their page where it is dealt with. |
| Open | Overview, Flights, Details and Checklists, each opening that tab of the person's page. |
An open item is one of these: an item of the standing that has lapsed, a training role not yet met, a credential that has lapsed or expires within 60 days, an item that falls due soon, or a date the regime asks for that nobody has entered (for example "No date on file for Recurrent training"). A person with none reads Nothing open. Someone who is not aircrew is never given a currency item.
Below the table, Qualifications held counts who holds each credential, fewest holders first, each named in its regulator's words; a person holding one credential twice (a renewal beside the one it replaced, a copy carried over from their details, or a Part 107 certificate recorded under an older kind beside the Remote Pilot Certificate (Part 107)) is counted once. Flying, last 90 days shows who is carrying the flying over the last 90 days of your organization's calendar, busiest first, with each person's flights and hours in that window: the same figures the pilot record gives.
If your plan does not include pilot currency, Crew says so instead of showing the board.
A crew member's page#
Overview, or a person's name, opens their own page under Crew, with Crew lit in the menu. A breadcrumb at the top reads Crew and then the person's name, with Back to Crew beside it. Your own records never open here: your own row opens your own pilot record and logbook, and Pilot Record, Pilot Logbook, File Flights and My Record in the menu always mean you.
The band at the top names the person, with their role and ratings, their photograph or initials, their standing (with what lapsed, when something has), a pill for each privilege they are lapsed or due soon on, and inactive for a disabled account. Three figures sit beside it: Flying time (with any prior hours from their details), Flights (with the day they last flew) and Last 90 days (hours, then flights in 90 and in 30 days). Below the figures are Log a flight for and File flights for the person's first name, when your role allows them (see Who can do this). A person's photograph is set only by that person, on their own record, and cannot be changed here.
The page has six tabs:
- Overview leads with Open items: each item the person has open, number first, linked to the tab that deals with it, the same items their row on Crew lists. Below it are their Currency with its history, newest first, their Credentials, soonest to lapse first, Sorties ahead (for a role that reads Dispatch: the sorties that name them in the next two weeks, with their seat and readiness) and Recent flights, with a link to all of their flights. On the currency card each line says whose rule it is: Regulation with its citation, Organization rule, Organization training program, or "On" the person's record for a credential or a date your organization keeps that no regulation asks for. Under the US regime a Night operations line says whether the records show 14 CFR 107.29 night eligibility; it never changes the standing. A recent flight whose night box disagrees with civil twilight at its place and time reads check night.
- Flights is their logbook: every flight they flew, the filters, Download PDF for their flight log, and the flights where a pilot named them on the crew, with their duty and time.
- Details & credentials holds their pilot details and every credential, each with its History and documents.
- Currency shows their one standing and a card per item it is made of, as your own Currency tab does for you.
- Checklists lists your organization's cards to complete for them and the checklists they filed.
- Duty shows their flight and duty time, with the periods on record.
Every label on the page names the person rather than you: for example Log a flight for Jess, Save Jess's details, Jess's duty and Jess's time.
What you can do on it#
The page shows only what your role lets you do; nothing on it is offered and then refused.
- Log a flight for the person opens a form titled "Log a flight for" them. The flight is filed as theirs, and you are recorded as the person who filed it. A flight you log for a member starts from the aircraft, site and job of the last flight you logged for that member, never from your own last flight.
- Log one from a flight log for the person sends the log to File Flights set up for them.
- File flights for the person opens File Flights for them (see Filing flights for a member).
- Save followed by their name and "details" saves their details. Credentials you add, edit or withdraw there are theirs.
- On Checklists, Complete files the checklist against the member; the sheet says "Filed against" the person. Your organization's activity log records that you filed it for them. Creating or editing the checklist cards themselves happens on your own Pilot Logbook, because the cards belong to the organization.
- On Duty, Record a duty period adds one for them, and each period can be corrected or removed.
- A flight's edit link opens it to correct or void. When your role cannot correct the person's flights, the link reads open instead, and the flight opens read-only with no Save or Void, saying "Read only: your role does not let you correct" the person's flights.
With Members: view alone the page is read-only: no Log a flight for or File flights for, no saving their details, no adding, editing or withdrawing credentials, no Complete on a checklist and no duty edits. Without Flights & logs: view, the Flights tab and the overview's Recent flights say that the person's flights are not listed for your role, followed by the box to tick, instead of showing an empty list.
Filing flights for a member#
File flights for the person, in the band on their page, opens File Flights with the member already chosen as Pilot under Apply to every row. A bar at the top says who you are filing for and that anything you save there is recorded against them, not you, with links to their page, their flights, Crew list and Back to my records. A line beside Add a flight without a log says that every row is filed for them unless you change its pilot, and each row's Pilot picker can still be changed. A log you upload while filing for them, or from their page, is staged for them, so its row starts with them as Pilot, even after a reload. After filing, the button to their flights is named for them.
Who can do this#
Who can open and change a member's records, always only inside your own organization:
- Members: view opens Crew and anyone's page under Crew, read-only. An organization admin always holds it; so does the built-in Auditor. A colleague's flights on their page also need Flights & logs: view; without it the page shows their standing, totals and credentials, and no flights.
- Members: manage changes a colleague's details and credentials, completes a checklist for them and records their duty; with Flights & logs: manage as well, it also logs a flight for them.
- Training programs: manage writes the organization's currency rules.
- Logging a flight for a colleague is for organization admins and roles that carry both Members: manage and Flights & logs: manage. Correcting or voiding a colleague's flight is for organization admins.
- File flights for a colleague needs an organization admin, or a role that carries both Flights & logs: manage and Members: manage, as on File Flights for an operations manager. The colleague must be an active member.
- Attaching a document to a filed checklist is for the person who signed it or an organization admin.
- A member without Members: view (the built-in Member and Pilot roles) opens only their own record and logbook. Opening a colleague's page is refused with "You can only read your own logbook." and the box to tick, and a save that names a colleague is refused rather than saved to the member instead. Crew tells them which box their role needs, and that their own record and logbook are still theirs.
- A person in another organization is not found, whoever asks.
Roles are given in the Admin Console: with Role in the Edit user dialog on the Users tab (https://rotorlab.app/admin#users), shown while the person's tier is Member, or on the Assign a role card of the Roles tab (https://rotorlab.app/admin#roles), whose picker opens on the role the person holds now. No role gives a member exactly what the built-in Member role grants. See Managing your organization.
Give the person who runs the Dispatch board the built-in Dispatcher role: it plans, launches and lands sorties, holds the watch, and opens and edits the jobs the sorties serve, without reaching the Crew board or colleagues' records, which stay a Members: view grant you make on purpose. A crew member who flies and also does the operator's maintenance takes the built-in Operator-maintainer role. See Roles and permissions.