Help & How-To

Step 1 —Add the aircraft

1. Click Aircraft in the navigation bar.
2. Click the Add Aircraft button.
3. Fill in the details —Registration is required. Manufacturer, Model, Seats, Engines, and Home Base are optional but recommended.
4. Click Save. The aircraft is created immediately.

Step 2 — Assign pilots to the aircraft

1. On the Aircraft page, find the aircraft in the list. On the right side of each row there is a Manage dropdown button.
2. Click Manage › Manage Users.
3. A dialog lists all members in your group. Tick the checkbox next to each pilot who should have access to this aircraft.
4. Click Save. Those users can now see the aircraft on their Home calendar and make bookings.

Alternatively, you can manage aircraft access user-by-user from Profile › Group Members — click a member, then adjust the Aircraft Access checkboxes in their edit dialog.

1. Click Aircraft in the navigation bar.
2. Click anywhere on an aircraft row — a chevron on the right of each row indicates it can be expanded. The row expands to show additional information including the Document List.
3. Click any document name in the list to download or open it.

Adding a document

1. Click Aircraft in the navigation bar and click the aircraft row to expand it.
2. In the Document List section, click Add New Document.
3. In the dialog that appears, enter a Document Name to describe the file (e.g. “POH” or “Weight & Balance”).
4. Drag a file into the drop zone, or click the drop zone to browse for a file.
5. Click Upload/Update. The document will appear in the list immediately.

Editing or replacing a document

1. In the Document List, click the pencil icon on the document row.
2. Update the Document Name or drop in a replacement file.
3. Click Upload/Update to save your changes.

Deleting a document

1. Open the document's edit dialog using the pencil icon.
2. Click the red Delete File button. The document is permanently removed.

1. Click Profile in the navigation bar, then select the Group Members tab on the left.
2. Click the Add Member button.
3. Fill in the member's details:
   • First Name —required.
   • Username —required, used for login.
   • Password —set an initial password the user can change later.
   • Email —required, used for notifications.
   • Phone —optional.
   • Role —Pilot, Instructor, or Group Admin.
4. If your group has custom attributes defined, they will also appear in the dialog and can be filled in at creation time.
5. Click Add Member. The user is created and will appear in the Group Members list immediately.

There are two ways to manage aircraft access —from the user side or from the aircraft side. Both achieve the same result.

Option A —from the user (Profile)

1. Go to Profile › Group Members and click the member's name to open their edit dialog.
2. Scroll to the Aircraft Access section. Each aircraft in your group is listed with a checkbox.
3. Tick or untick aircraft to grant or remove access.
4. Click Save Changes.

Option B — from the aircraft (Aircraft page)

1. Go to Aircraft and find the aircraft in the list.
2. Click the Manage dropdown on the right side of the row and choose Manage Users.
3. Tick or untick the users who should have access to that aircraft.
4. Click Save.

Attributes are custom fields defined for your group (e.g. Medical Expiry, Licence Number, ASIC). Admins can edit any member's attribute values; members can edit their own if the attribute is set to allow it.

Editing another member's attributes (admin)

1. Go to Profile › Group Members and click the member's name.
2. Scroll to the Custom Attributes section in their edit dialog.
3. Update the values as needed and click Save Changes.

Editing your own attributes (all users)

On your own Profile page, the Pilot Data card shows all attributes your group has defined. If an attribute allows user editing, click its value badge —it becomes an inline input. Press Enter or click away to save.

Your profile fields —Username, First Name, Last Name, Email, and Phone —are edited inline directly on the Profile page.

1. Click Profile in the navigation bar. You will land on the Profile tab.
2. Click the pencil icon (✎) next to any field you want to change. The field switches to an editable input.
3. Type the new value and click Save, or click Cancel to discard the change. A “Saved” confirmation appears briefly when successful.

1. Go to Profile and click the Group Members tab on the left.
2. Click the member’s name in the list to open their edit dialog.
3. Update any of the following as needed:
   • Name, Username, Email, Phone —contact and login details.
   • Role —Pilot, Instructor, or Group Admin.
   • Active —toggle off to suspend the user. They cannot log in while suspended, but their booking history is preserved.
   • Aircraft Access —tick or untick aircraft to grant or remove access.
   • Custom Attributes —update any group-defined fields such as medical expiry or licence number.
4. Click Save Changes. Changes take effect immediately.

The View as control in the top header lets admins temporarily browse the system through another user’s eyes —useful for checking what a pilot can see, troubleshooting access issues, or confirming that aircraft and bookings appear correctly for a specific member.

1. In the header bar, find the View as dropdown. It lists all members in your group.
2. Select the member you want to view as and click Go.
3. A banner appears below the header confirming who you are acting as: Acting as: [Name]. The system now shows data exactly as that user would see it —their aircraft access, their bookings, their profile.
4. To return to your own view, click the × Stop link in the banner, or select — myself — from the dropdown and click Go.

Group attributes are custom fields that appear on every member's profile —for example Medical Expiry, Licence Number, or ASIC Number. Define them once and they apply to all members.

1. Go to Profile and click the Group Settings tab on the left.
2. Scroll down to the Add Attribute section at the bottom of the page.
3. Enter a Name (e.g. Medical Expiry).
4. Choose a Type:
   • Text —free text, e.g. licence number.
   • Number —numeric value.
   • Date —date only, shown in red when the date has passed.
   • Date & Time —date and time.
5. Choose what Users can do with their own value —Edit, View only, or Hidden (admin-only).
6. Click Add. The attribute immediately appears on every member's profile.

The Manage Custom Attributes table on the Group Settings tab lists all defined attributes. From here you can:

• Rename —click the attribute name (it is underlined) to edit it inline. Press Enter to save.
• Change user permission —click the Users can value to get a dropdown. Change between Edit, View only, and Hidden.
• Delete —click the Delete button on the row. This permanently removes the attribute definition and all stored values for every member. This cannot be undone.

ABS can send automatic email notifications when bookings are added, edited, or cancelled. You control who receives each type of notification from the Group Settings tab.

Notification recipients

The Email Notifications table lets you choose who is emailed for each of three events — Booking Added, Booking Edited, and Booking Cancelled. Pick one option per row:

• Pilot Only — only the pilot who made (or owns) the booking receives the email.
• Pilot & Admin — the pilot and all group admins receive the email.
• Everyone — every active member of the group receives the email.

The setting for each event type is independent, so you can for example send cancellations to everyone while keeping new-booking emails to pilot only.

External emails

External emails are additional addresses that receive every booking notification, regardless of the recipient setting above. They are useful for:

• A shared club mailbox that the committee monitors (e.g. [email protected]).
• A personal assistant or operations coordinator who needs visibility of all activity.
• Any address that is not a registered ABS member but still needs to be kept in the loop.

To enable and manage external emails:

1. On the Group Settings tab, find the External Emails row and turn the toggle to Enabled.
2. An Email List section appears below. Type an address in the input field and click Add.
3. Repeat for each address you want to include. Each address is saved immediately and appears in the list.
4. To remove an address, click the red Remove button next to it.

The Group Members tab is the central place for managing your group's users. The table shows all members with their name, role, last login, and any custom attribute values. Click any column header to sort.

Click a member's name to open their edit dialog, where you can:

• Update their details —name, username, email, phone.
• Change their role —Pilot, Instructor, or Group Admin.
• Suspend or reactivate —toggle the Active switch. A suspended user cannot log in but their booking history is preserved.
• Manage aircraft access —tick or untick aircraft in the Aircraft Access section.
• Edit custom attributes —update any attribute values in the Custom Attributes section.

Changes take effect immediately when you click Save Changes.

Use the View as selector in the top header to temporarily browse the system as a specific user —useful for checking what a pilot can and cannot see.