User manual

Team

The Team cluster holds the organization's members with their roles and the pilots' certificates with their expiry dates. They are two short lists, but they decide who can do what and who can fly.

Members and roles

The Team list shows members with their name and email, their role, their last sign-in and an online presence indicator. You only get there as an Owner or an Admin.

There are four roles:

• Owner — full access, including billing and the plan.
• Admin — full operational management, with the same permissions as the Owner over almost the whole panel.
• Pilot — works on missions, checklists, the logbook, broadcasting and the field.
• Viewer — read-only; in the field app they cannot perform actions.

It is worth being precise about what actually changes. The main dividing line runs between Owner and Admin on one side and Pilot and Viewer on the other: the areas reserved to the first two are quotes, jobs, invoices, contracts, Team, billing and the plan, operation orders, the operations manual, live channels, events and recordings, plus specific actions such as recalculating battery health. Clients, share links and certificates carry no role restriction.

The role is changed from the member's row, and from there you can also remove someone from the organization: they lose access to this organization but not their account. One protection is hard-wired: the last Owner cannot be demoted or removed until you appoint another one. The remove button does not appear on your own row.

Inviting someone

An invitation starts from Invite member: you give an email and a role (Pilot by default) and the person receives a message in the organization's language.

Before it goes out, the invitation passes a available seats check, and there is a detail here worth knowing: the count adds up current members and invitations still pending. If the plan is full the system tells you so and suggests revoking an invitation or moving up a plan.

An invitation expires after seven days. In the Pending invitations panel you see them all with their email, role, who invited them and the expiry, and you can Resend — which restarts the seven days — or Revoke.

Whoever receives the link has three paths. If they already have an account with that email, they sign in and find themselves inside the organization. If they are signed in with a different email, we say so instead of making a mess. If they are new, they set a name and a password and the account is created with its email already verified: the invitation itself is proof that the mailbox is theirs. An expired or already-used link stops working.

How many seats you have

How many members you can have depends on the plan: one on the free plan, two on Pilot, five on Crew, unlimited on Ops. Remember that pending invitations occupy a seat until they expire or you revoke them, so if the count does not add up, look there first.

Moving up a plan frees seats immediately; moving down does not remove anyone by itself, so it is worth tidying up beforehand.

Pilot certificates

Every pilot has one or more certificates with a type — A1/A3, A2, STS-01, STS-02 or a free-text name — a number, an issuing country, an issue date, a mandatory expiry date and the document as a PDF (up to 10 MB).

The list is sorted by expiry, soonest first. The date turns red once the certificate has expired and yellow in the sixty days before, so you have time to move before it becomes a problem.

If you find yourself uploading a lot of certificates, the Read from photo (AI) action can prefill the type, number and expiry from an image of the document: it is still a draft to check and save by hand. It consumes processing credits and is only available if the feature is enabled on the installation.

Who can fly

An expired certificate has concrete consequences, and it is worth knowing them one by one.

On a mission it is the hardest block: whoever holds one of the three flying roles — PIC, SPIC or Pilot — must have a certificate valid on the mission's end date, otherwise the assignment is refused on save. The other six roles are exempt: Observer, GCS operator, Assistant, Technician, Driver and Trainee. On the trainee it is worth being explicit: they are under training and fly dual-control under the PIC's responsibility, so no certificate is asked of them — if they handle the aircraft on their own, the role to give them is Pilot, and with it the check comes back.

Also outside the check are external guests without an account: the platform holds no record of their qualifications, and for that reason they cannot hold a flying role.

Watch out for two details: the certificate has to be recorded in this organization, and the system does not verify that the certificate type matches the operation's category — any valid certificate satisfies the check. That judgement stays yours.

In the pre-flight and pre-takeoff checklists the automatic check on crew certificates appears, naming the non-compliant people in plain text. It looks only at the flying roles of members of the organization, across all of the mission's crews.

In the pre-flight traffic light an expired certificate produces a block and one expiring within thirty days a warning. It is an informational light: it flags, it does not technically prevent you from recording a flight.

On the expiry board and in the daily digest, expiring certificates appear alongside the other entries, and in the operations manual the crew list reports the status of each certificate.

Finally, on an incident dossier there is the check that counts most: the document records whether the pilot held a certificate valid at the time of the occurrence, not today.

Everyone's experience

Certificates say what a person is qualified to do; hours say what they have actually done. The hours are not here: each pilot finds their own pilot logbook under Flights, with career hours, hours for the year, activity over the last ninety days and PDF and CSV exports.

It is the document to attach to a renewal, or to show a client who asks for experience on a particular kind of operation — and it fills itself in, flight after flight, without anyone having to keep a parallel register.