Staff & Crew Profiles (Qualifications, Trainings & Currency)

Schedaero's integration with FlightSafety International automatically marks training items complete, syncs records of training documents, and updates currency in Schedaero whenever a pilot finishes a course in FlightSafety.

 

 

 

NOTE: Operators must be using the training and/or currency module(s) in Schedaero to take advantage of the FlightSafety Integration.

 

 

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ABOUT THE FLIGHTSAFETY INTEGRATION

In Schedaero, we assign training items to crew members by matching the crew qualifications (which contain positions and regulations) to training items that are also scoped to crew positions and regulations.

 

The flight safety integration does not change anything about how training is assigned to the crew. Rather, it affects if those training items are completed. By mapping training items in Schedaero to FlightSafety international courses, Schedaero will automatically port training completion dates and training record documents for each pilot and their training items.

 

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INTEGRATION SET UP

NOTE: The setup for the FlightSafety integration requires input from an Administrative user from the operator as well the Schedaero Account Manager or Customer Success Manager. Once set-up is complete the integration will run itself and you will no longer have to manually update any training item completions that have been mapped.

1. Enable: if you are interested in the FlightSafety integration, contact your account manager and they will enable the integration.

   • You will need to provide your FlightSafety Account Number

   • Schedaero will obtain a FlightSafety license key on your behalf.

2. Enter the User Information: In this step, you will be telling Schedaero which pilots you want to pull course completion information for.

   • Navigate to: Company->Settings->Integrations.

   • At the bottom of the page, there is a FlightSafety Users section. The list shows all active pilots. For each user complete the following items:

     • FlightSafety account number. For most companies, there will only be one account, so it is pre-populated. AND,

     • "Client ID" or their unique identifier in FlightSafety. Operators should have a list of each person's Client ID on their FlightSafety Account. If you do not have that information, please reach out to FlightSafety directly. OR;

     • Deactivate. If the user's Client ID is unknown or if that user should not be included in the integration. For example, they are no longer flying for the company.

   • Note: When you add a new pilot to your roster, you will need to return to this section to add their Client ID to include them in the integration.

3. Set up the Mapping between training items and courses.

   • Navigate to the Company->Settings->Training page.

   • Edit the training items that will be mapped to a FlightSafety Course completion.

   • Select the appropriate training course from the 3rd party mapping dropdown.

   • Select the mapping requirement. In most cases, you will want to select "any mapped course completion will cause automatic training completion"

   • SAVE.

     

      

4. Retrieve Course Completions

   • Return to Company→Settings→Integrations and navigate to the FlightSafety Integration section.

   • Select "Get FlightSafety Course Completions".

      

     

      

   • Note: Courses and FlightSafety data will automatically sync every day but should you want to retrieve information from FlightSafety, you can do so manually here.

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FLIGHTSAFETY INTEGRATION IN ACTION

Once you have set up the integration, Schedaero will automatically create Training completions for any items and courses that are mapped. Any corresponding record of training documents from Flight Safety will automatically append to the existing training items for easy reference.

 

Here is an example of what a training completion looks like if it comes from the integration:

 

Certain flight activities that occurred during the training including day/night landings, day/night takeoffs, instrument hours, and holds will all be imported into a single ad-hoc flight log using the course completion date for the log’s date. These activities will also count toward a pilot’s currency items on Schedaero.

 

Schedaero has a robust training and currency platform available to all operators. When implemented it allows operators to:

1. Track training and currency in a centralized location.

2. Stay on top of next due items and schedule training events more efficiently - prevent pilots from losing flight days due to training lapses.

3. Trigger system warnings if a pilot does not have the proper training or currency for the assigned aircraft or trip.

4. Streamline communication between pilots and schedulers with increased transparency on which pilots are available for which aircraft.

5. Eliminate the need for double entries.

6. Automatically track 90-day landing totals to save pilots time and effort.

7. Schedule pilots and aircraft more efficiently with the ability to filter the crew schedule by which aircraft pilots are qualified.

The training and currency platforms operate largely the same within Schedaero and only need to be set up once.

 

Schedaero assigns training and currency items to crew members by matching the crew qualifications (which contain positions and regulations) to training/currency items.

 

 

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PROCESS FLOW: Training and Currency

Initial setup through ongoing management.

 

***Please, to zoom in the image select: Cntrl +, or zoom via your web browser.**

 

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SYSTEM SET UP: Training and Currency

1. Add Currency or Training items: When setting up training and currency for the first time you will have the option to Load Training Defaults and/or create your own.

• • Navigate to Company→ Settings→ Currency or Training

    
• Add default training and currency groups:

• Select the "loading ___ defaults" link to add default groups.

  • Schedaero default groups currently only support FAA 135 regulations.

  • Once loaded, you can edit, or deactivate any items that you do not want to track within Schedaero.

• For a list of default TRAINING settings and additional information see below.

• For a list of default CURRENCY settings and additional information see below.

1. 1. • Create custom training and currency items:

        • You can also add your own training and currency items at any time.

        • On the top right-hand corner of the training or currency tab, follow the "+ create new" link.

        • A pop-up window will populate - complete the required fields (indicated by a *)

          • For more details on adding a new TRAINING Item see below.

          • For more details on adding a new CURRENCY Item see below.

             

2. Enable System Warnings for Training and Currency Items: once enabled, the system will show warnings if a crew is assigned to a trip that they are not qualified for.

   

    

   • Navigate to Company →Settings →Trips

     • In the crew and passengers section select:

       • Show crew training and qualification warnings

       • Show crew currency warnings

       • Show crew additional qualifications warning (missions and special qualifications only)

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ADDING PILOT QUALIFICATIONS:

Once the training and currency items have been set up in the system, pilots will need to be assigned qualifications which are used to determine what aircraft, position/roles, and under what regulations a pilot can fly

 

 

Adding Pilot Qualifications

Navigate to People → Pilots

Select the pilot that you would like to add qualifications for.

On the pilot's page, navigate to the qualifications tab. It is the third tab located underneath the pilot's name.

 

Select the + Add button on the top right-hand side of the tab. The "Add qualification" window will populate on your screen.

 

 

Aircraft: You can add qualifications by specific tail number or Aircraft Type. Schedaero recommends using aircraft Type for most cases.

Positions: PIC or SIC

Regulations: 135, 91 or 121

Additional Qualifications: For missions and special qualifications ONLY.

SAVE the pilot Qualification.

NOTE:

Qualifications are explicit

Schedaero will only consider the exactly selected qualifications as what the pilot should be qualified in.

• Example 1: A pilot set to Position PIC but not SIC will be considered not qualified to be the SIC on flights and SIC specific training & currency and will show.

• Example 2: A pilot assigned to a Tail Number of a type-rated aircraft will only be considered qualified to fly that exact tail number. Not all aircraft of that type or type rating. If they should be considered qualified to fly all ac of that type or type rating then Aircraft should be set to that type/type rating.

 

Completing and Updating Pilot Training and Currency Requirements

Once you have provided a pilot's qualifications Schedaero will:

• Show required training

• Show required fight currency

• Show alerts in scheduled trips when is pilot not qualified.

When setting up a pilot or adding new qualifications, you will have to enter completion dates for Medical Certificates and each of the training requirements.

 

The requirements section is on the pilot's qualification tab at the bottom of the page. There is a tab for Training (which includes medical) and currency.

1. Medical Certificates and Training Items:

   
   

    

   • Click into the Training Item.

   • Enter training completion:

     • On the ride side of the window, enter the required fields.

     • Override: In the event, the Chief Pilot or Government agency decides to override the certificate (example: COVID), Schedaero will allow you to extend the due date. There must be a reason for the override entered.

   • Summary:

     • On the left side of the window, there is a summary of information.

     • History: Schedaero will keep track of all certificates added into the system, with their attachment. No information will be deleted, for record-keeping.

   • Don't forget to SAVE!

    

2. Currency Requirements:

   • Currency Requirements will be automatically updated by system flight logs (includes scheduled trips and ad hoc flight logs)

   • Under each currency item, you can review the corresponding logs.

   • You can also override to set as current until a specific date.

   

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MANAGING TRAINING AND CURRENCY IN SCHEDAERO:

Schedaero has created Training and Currency Grid and List views to help manage all of your crew more efficiently.

Navigate to People→Training and Currency:

Grid (or TV): created for easy overview of your entire fleet. Specifically engineered for a TV or monitor view.

List: breakdown of training or currency items by pilot, training item, or status (early warning, late warning, override, etc). You can also export this list!

 

 

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ADDITIONAL TRAINING AND CURRENCY RESOURCES:

FAA 135 Default TRAINING settings

 

For more information regarding the FARs, Company Indoc, and TFSSP:

• 135.297 - Pilot in command: Instrument proficiency check requirements.

• 135.299 - Pilot in command: Line checks: Routes and airports.

• 135.293 - Initial and recurrent pilot testing requirements.

• TSA TFSSP - Twelve-Five Standard Security Program.

• Company Indoc

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FAA 135 Default CURRENCY settings

 

For more information regarding the FAR 135 Currency regulations:

• FAR 61.57 - Recent flight experience: Pilot in command.

• FAR 135.267 - Flight time limitations and rest requirements: Unscheduled one- and two-pilot crews.

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Creating a New Custom TRAINING Item

Navigate to Company→ Settings→ Training

On the top right-hand corner of the tab follow the "+ create new" link.

Name: Schedaero allows you to add a custom name to the training item.

Flight Restrictive:"Requires this to be complete for the flights that match the below criteria".

Note: This does not prevent you from releasing the trip. Rather, it will create a warning if the criteria are not met by the pilot assigned to the trip.

Qualifications:

The qualification section must be completed with what it is required for (Type rating, aircraft type, or tail number). You can also specify the crew position and flight regulation.

Note: this is what matches the crew qualifications to the individual training items.

Frequency:

Select the interval type by which the training item needs to occur (one time, days, weeks, months)

Selecting the Base Month box extends the completion to be +/- 1 month of the due date.

Warnings:

Determine how long prior to the training due date the system will treat warnings. The system default is due within 30 days the warning will be red, due between 30-60 days the warning will be yellow, and due in over 60 days the training item will show as complete.

Other:

Determine if you want to require a PDF to be able to mark a training item complete.

SAVE the New Training Item.

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Creating a New Custom CURRENCY Item

Navigate to Company →Settings → Currency

On the top right-hand corner of the tab follow the "+ create new" link.

Name: Schedaero allows you to add a custom name to the currency item.

Flight Restrictive:"Requires this to be complete for the flights that match the below criteria".

Note: This does not prevent you from releasing the trip. Rather, it will create a warning if the criteria are not met by the pilot assigned to the trip.

 

Qualifications:

The qualification section must be completed with the Aircraft; category, class, or type. You can also specify the crew position and flight regulation.

Note: this is what matches the crew qualifications to the individual training items.

 

Currency Items can be set per flight activities:

Frequency:

- Block Time

- PIC Time

- Night Time

- Instrument Time

- Take-Offs

- Landings

- Night Take-Offs

- Night Landings

- Instrument Approaches

- Holds

- Tracks

- Turbine

Event:

- At Least

- At Most

In:

Specific Digit and:

- Day(s)

- Month(s)

- Preceding Calendar Month(s)

- Calendar Quarter(s)

- Calendar Year(s)

 

SAVE the New Currency Item.

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Continue setting up your Schedaero Compliance and Flight Operations

Please note the setup of new users and pilots will require the company administrator to complete.

ADDING A NEW PILOT

To add a new pilot to your Schedaero account start by going to People→Pilots →Add

 

Once “Add” has been selected, a new window will open where you can enter the certificate information for this pilot

 

Schedaero will require:

• First Name

• Last Name

• Middle Name

• Date Of Birth

• Certificate Number

Once the certificate information is saved the pilot record will be created.

 

Next Steps: Create a user login for the pilot

Creating a user login page for a pilot is very important, it will allow them to log into the Schedaero Crew App.

 

By selecting the "View this pilot's user page", you will be redirected to the user page that is linked to the pilot record.

 

Pilot User Page Information

 

• Basic Information: First, middle & last name.

• Company Role: Adding the user role in Company Roles is helpful because any Schedaero-related notifications will be sent according to their user role in the company.

• Schedaero Assignments: Selecting the Flight Crew checkbox is required to activate the pilot as a flight crew member.

• Pilot: It is required that under “Pilot” there is an option that says “View Pilot Record”. This will prove that the user was created under a pilot profile and that their record has been linked.

• Contact Information: Having the contact information allows the company to have a list of all the users with phone numbers and emails.

• Log In: Under “Login”, the Schedaero checkbox must be selected. Once this checkbox has been selected, the security email must be added. The security email will be where the user will receive a registration email to create their login credentials. This is also the email that the system will use to send password or login reset emails when requested.

• Date & Time / Region and Currency: This feature allows the user to set their current date, time, region, and currency. All times within Schedaero will be associated with this feature.

Once all this information is entered select SAVE and you will be taken to the Permissions & Email tab where you can grant this user their Schedaero permissions.

 

We highly recommend granting your pilots access to the Schedaero Crew App where they will be able to manage all their schedule and trip assignments in one easy place.

 

Basics

The “Basics” tab is where additional information can be added for better record-keeping within Schedaero.

 

This information will also be used for eAPIS submissions in Schedaero.

 

Documents and Addresses

Under the Document and Addresses tab, the user will be able to add documents and store them in a single place. Pilot licenses and other identification documents issued to crew members should be added here for record keeping

 

The Addresses section is where you can save relevant addresses for the user and will also populate for eAPIS submissions in Schedaero.

 

 

This will complete the user login setup for the pilot. The final 2 steps to complete the pilot setup are in the pilot record which you can get back to from the user page by clicking “View Pilot Record”

 

Certificate and Employment information

Certificate information has moved to the Documents & Addresses section of the pilot user page.

 

The Employment information section of the Pilot Record can be updated to include:

• Employment Status: Select from Unknown, Full Time, Dedicated Contract, Part-Time, or Contract.

• Date of Hire: A date can be entered in MMDDYY format

• Base: An airport code can be entered here.

• Official Sanctions: Yes or No

• Aircraft Accidents: Yes or No

• Aircraft Incidents: Yes or No

Add Crew Qualifications

Adding crew qualifications is important and allows for Schedaero to:

• Track Training & Currency items

• Notify scheduling personnel if the pilot is assigned to a trip that they are not qualified to fly

• Show the pilot on the Crew Schedule.

When adding a new qualification, the following information is required:

• Aircraft: Select the aircraft this pilot is qualified to fly

  • It is recommended that qualifications are added by aircraft type but there is the option to have tail specific qualifications if needed.

• Position: Select the position this pilot is qualified to fly as.

• Regulations: Select each regulation that applies to this pilot.

 

LINKING A PILOT RECORD TO AN EXISTING USER

In some cases, you may have a user on your Schedaero account that has their login created but they do not have a pilot record set up yet. You can easily see if a user is linked to a pilot record by going to People→ Users. If it does NOT say "Pilot" under Assignments then there is no pilot record linked to this user.

 

To add a pilot record to an existing user you can edit their user account and click “Add Pilot Record”

 

Once selected, this will take you to the initial pilot setup page where you can enter their certificate information and then continue to steps 2 & 3 of the pilot setup listed in the first portion of this article.

 

FIXING AN INCORRECT PILOT SETUP

In instances where pilots are not able to see their assignments in the Schedaero Crew App it is likely due to their pilot record not being linked to their user login. If your pilot has a pilot record created and is listed on your crew list under People > Pilots and they also have a user login set up under People→ Users but they were created separately without being linked, then this is an incorrect pilot setup and will prevent their assignments from showing in the crew app.

 

You can see if a user is linked to a pilot record by going to People→ Users and if under Assignments it does NOT say “Pilot” then there is not a pilot record linked to this user.

 

User NOT linked to a pilot record:

 

User IS linked to a pilot record:

 

To correct an incorrect pilot setup:

1. Delete the existing user login for the pilot

2. Create a new login through their pilot record

 

To delete their existing login go to People→ Users and click the delete button to the far right of their name.

Next, go to their pilot record under People→ Users and click on their name to open their pilot record. From here you can open the user page that is linked to this pilot record where you can create the new login for this pilot.

 

 

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Continue setting up your Schedaero Compliance and Flight Operations