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Schedule Settings

New Reservations:  Set the default reservation length for new reservations.

No cancelations/edits x hours prior – set which Groups can override this restriction. By default the Admin and Instructors Group is set.

Scheduling Restrictions: 

See Schedule Settings > Add/edit restriction. On all Scheduling Restrictions, you can select which groups can override. By default, the Instructors Group is added. If you remove the instructors group they will no longer be able to override that restriction. Administrators will always be able to override.

Go to Manage > Schedule Settings > Scheduling Restrictions.  Here you can add a new restriction like Aircraft Checkout (see the other various restrictions here like, by balance, flight review, medical, total reservations, multi-day, etc).  Note, these can be set to skip if an instructor is on the reservation.

Custom Fields with field type date. If your custom field type is a date you can use it as a scheduling restriction. Choose who the restriction should check – the user, instructor, or both.

  • Example: Create a custom field applying to Instructors only, then add the schedule restriction, checking Instructors to check various expiration dates for instructors. 

Aircraft Checkout restriction, a user must be checked out in the aircraft to schedule it.  To add an aircraft checkout go to Manage > Users > (click one) > Pilot (tab) > Aircraft Check-Outs. You will need to have the Make and Model added in the aircraft profile page for the aircraft to show as a selection. 

Specific Days. If you need to restrict users from scheduling on certain days. For instance, if your Organization is closed on Wednesdays you could select that.

Only these group members can schedule. This restriction will not allow those group members to make reservations for other users. This is strictly for their own reservations.

Aircraft Checkout – For Instructor.  To restrict scheduling instructors that are not checked out in an aircraft.  See Manage > Schedule Settings > Schedule Restrictions > + New Restriction. 

Valid Card on File. A user will need to have a valid credit card saved on file before they can make a reservation.

Minimum and Maximum Time Reserved. You can add the minimum time a user can reserve the plane. You can also set a maximum time a user can reserve the plane.

Balance Minimum Credit. The user will need to have a credit on their account before they can schedule a flight. You can add a credit on the account by going to Manage > Users > Select user > Payment or Adjustment.

Balance Maximum. You can set the balance maximum so users can’t schedule a flight if their balance is higher than x.

Aircraft Checkout for Instructors. When this restriction is set the instructor reserved for the flight must be checked out in the aircraft selected

Aircraft Recency. Add this restriction if you would like to make sure users are flying in certain aircrafts within time frames set. This follows make+model to ensure recency before scheduling.  It allows you to set custom days by make+model and consider other models.

FAA Flight Review Expiration: The Flight Review Field is located in the users pilots tab. If you want it to skip for Students, set skip this restriction if instructor on reservation. You can also add Student Certificate in the users account.

Local Flight Review Expiration:  Once you have this Scheduling Restriction set, scroll down on the page and find: Require Local Flight Review every x days. Add in a number for x. You will find Last Local Flight Review under Currency in each individuals Pilot tab. If you would like the system to automatically populate that date from the last time they flew send us an email or call us and we can turn that on for you on the back end.

File Categories: Allow users to fly if they have specific file(s) uploaded to a Category. To add a Category go to: Manage > Users (select any user) > Files Tab > Add File (if none) or Options > Edit > Add Category. Upload the file(s) to the Category. Once you create the Categories you will see them populating as a Scheduling Restriction option.

Affirmation Message 

On dispatch, the user will be required to check a box affirming the custom message you set. Example: Weight and Balance Sign-off, NOTAMS, TFRs and weather have been verified.


Dispatch Check: 

If any are set to fail the user will not be able to Dispatch their flight if they do not meet the requirements.

FAA Flight Review: For Students, select the box Do not fail if certificate type is student and/or Do not fail if instructor is attached to reservation.

You can use a File Category as a Dispatch Check. Once the category is created and file(s) have been uploaded in that category it will appear as a selection for a new Dispatch Check.

Dispatch Override

Who can override dispatch when dispatch fails? Specify which groups can override and dispatch anyway if any line item has status “Fail”. Only super administrators can change this setting.

Reservation Types and Colors 

By default, we have Maintenance, Primary, and Backup as Reservation Types. You can add new ones and also select which groups can use them. 

To add a new Reservation Type go to Schedule Settings​ > Reservation Types +New Type. Use the white field box to the right to assign access by groups or select “All Users”


  • Color coding them gives a nice visual on the schedule so you and your users can spot different reservation types easily
  • Select the wrench to the right of the reservation type to add default pre and post instructors time 

NOTE: Administrators and instructors have access to ALL Reservation Types