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Academy

Trip Coordination & Customer Relations

  • How to Upload Contract Fuel Prices

    Introduction

    With Schedaero’s contract fuel upload, you can save time and always know what fuel provider to use! Eliminate the need to exit the system and find your negotiated fuel pricing on the trip logistics page.

    Step-by-step instructions

    Prerequisites

    • Permissions - Users must have access to a Platform membership or Schedaero Product and the Fuel permission.
    • Fuel Vendors - Operators should have contracted fuel pricing with one of the following vendors: 
      • AEG
      • Atlantic
      • Avfuel
      • CAA
      • Everest
      • Signature

    Schedaero

    1. Log into Avinode Group
    2. Go to the Schedaero product by click on the 'S' located on the top right or 'AP' for Platform membership
    3. Click on Company located at the top of the main navigation menu
    4. Select Contract Fuel
    5. Click Add Fuel Provider Pricing
    6. Complete the required fields
      1. Fuel Provider
      2. Upload the CSV file for the respective fuel vend

    Troubleshooting tips

    • Common cause of upload issues is the file time. Please ensure that the contracted fuel is in the CSV format. 

    Additional Resources

    FAQ

    Q: Where are the fuel prices shown?

    A: Only airports with uploaded contracted fuel prices will be displayed within the trip's logistics tab under the fuel section of the flight. 

    View Contract Fuel.png

     

     

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  • Expense Reporting in the Crew App
    Navigating the expenses section, creating and submitting expenses, itemizing expenses and working with accounting.

     

    Reduce the need for envelopes of receipts and complex post-trip reconciliations. Transmit expenses real-time and straight from the flight deck into the Schedaero Trips tab. Easy to report for pilots, easy to access for accounting - a true win-win.

    SCHEDAERO CREW APP: NAVIGATING THE EXPENSE SECTION

    Navigate to any leg of the trip you would like to add expenses for. Select the expenses tab or scroll down to the expenses section.

     

    1. Add: Selecting the add button will allow the user to quickly create and submit a new expense.

    2. Expenses: Review all the expenses for the trip.

     

    1. Trip Number

    2. The total amount of submitted expenses for the trip.

    3. The indication that an image of the receipt has been included in the expense item.

    4. Amount of the individual expense.

    5. + Expense: create a new expense.

    SCHEDAERO CREW APP: CREATING AND SUBMITTING EXPENSES

    1. Add Receipt: Take a photo, upload a photo from your camera roll or add a PDF.

    2. Category: Select the expense category. Don't see the category you need? Categories are customizable for each organization, reach out to your account admin and they can add a new expense category on the Expense Settings page in Schedaero.

    3. Total: The total amount of the expense.

    4. Currency: Select the currency for the expense, will auto-populate with your operations default currency (US Dollar in most cases)

    5. Date the expense was incurred. The current date will auto-populate but it can be edited.

    6. Aircraft the expense is associated with. Will autofill with the aircraft for the trip leg.

    7. Trip Number the expense is associated with. Will autofill with the correct trip number.

    8. Itemize: Select the checkbox to expose the option to create separate line items (see below).

      Optional Fields:

    9. Airport

    10. Vendor

    11. Payment Type: Select the payment used for the trip. Don't see the payment type you used? Payment types are customizable for each organization, reach out to your account admin and they can add a new payment type on the Expense Settings page

    12. Paid By: Select the Crew Member or Aircraft Card

    13. Notes: add any additional notes that might be helpful for accounting.

      Completing your expense:

    14. Save: Submit your expense OR save incomplete expenses and return to edit them later.

    SCHEDAERO CREW APP: ITEMIZING EXPENSES

    Within a new expense, you can select the itemize option to create an expense with multiple line items - think FBO receipts with fuel, handling, etc.

     

    1. Total: the total input should be equal to the receipt total for ALL line items.

    2. Itemize: Slide the itemize bar and the option to add line items will automatically populate.

    3. + Add line item: Follow the link to add each individual line item

      1. a new window "edit line item" will populate on the screen

      2. complete ALL fields

      3. Save

     

    All line items will be added together on the expense item.

    NOTE: The sum of all line items must match the expense Total before you can submit the expense.

     

     

    STREAMLINED COMMUNICATIONS WITH ACCOUNTING.

    Now that you have added your expenses, they will automatically show in the trips expenses tab for accounting and be available for an expense report. As pilots, you will not have to complete any additional steps or edit your expenses on the web.

     

    Pilot's View in the app:

     

    Accounting's view on the web browser:

    • updated automatically when new expenses are added on the app

    • also available for export

     

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  • How to Add a Document to a Trip?

    You can add a trip document using the section on both the Quote and Trip level. It’s called the Trip Folder and think of it as an internal Dropbox for the trip. It’s located at the very bottom of both Quote and Trip pages:

     

    add_doc.png
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  • How to Import/Export Customer Information

    Schedaero has a function to import or export customer data. To use this feature, the company Administrator must contact the Avinode and Schedaero team to activate. Additionally, the user must have access to the customer records in order to use this feature.

     

    To import customer data, please go People→Customers→Upload customers.

    Select the download template and complete template. We recommend to add 5 customer records to start and try to upload. The upload feature must be the exact data points. The system will not consume any additional information and reject the excel document when trying to upload.

     

     

    To export customer data, please go to People→Customers→ select the View all customers play button.

    import_export.png

    Next, select the export to excel to export the customer information. The system will only export the information stored on the customer record such as general contact information. This will now show trips history. Please note - the option to export customer information to excel will have to be turned on by contacting Avinode support.

     

    export_excel.png
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  • Flight Portal Setup

    Set up instructions:

     

    1) Go to Company→ Settings→ Flight Portal tab.

     

    2) Flight portal settings: The user is able to choose which information should be shown.

    Visible Crew Pages

    Visible Customer Pages

    Co-owners visibility (If the tail is co-owned)

     

     

    3) Trip details format and settings: The user can select the trip details format and information shown.

     

    4) Once the settings have been configured click Save.

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  • Flight Portal Access

    A user must have a Flight Portal login and the owned aircraft must be assigned to their customer profile.

     

    Please follow the instructions below to grant a user Flight Portal access.

     

    Creating Flight Portal user login

     

    1. Go to the People tab, pull up the user's Customer profile, and click on the Flight Portal tab. From this page, you are able to create the user's flight portal login.

     

    2. Click on Create Login, then enter the user credentials:

     

    Username

    Security email

    New password

    Confirm New password

     

    3. Save Login

     

     

    Assign Owned Aircraft to the user

     

    1. Click on the Customer's profile Basics tab, scroll down to Owned Aircraft.

    2. Select the tail from the drop-down then click on Add.

    3. Additional tails can be added following the same steps.

     

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  • Customer and Passenger Profiles

    Add or Look up Customer

    The user can add a new customer or search for one by using the Add or look up the customer bar.

     

    If the Customer does not exist in the account, the user can add the Customer record by clicking on Add new.

    The user can add important information to the Customer Contact record.

     

    The Customer Contact profile will have different tabs to filter the Customer profile in the system.

     

    The user can add to following to the Customer Contact profile:

    Documents, such as Passports or Driver License and Tasks reminders

     

    To Look up a Customer, the user must enter the customer name in the search bar.

    Customer Advanced Search

    The user can look up the Customer's past and upcoming trips using the Advanced Search within a date range.

    Upload Customers

    The user can upload a Customer base in the system via a Customer spreadsheet. Once the spreadsheet is finalized, make sure to upload it to the system.

    View All Customers

    The user can View All Customers in the system by selecting “View all Customers” located at the bottom of the search bar.

    Once the Customer list is pulled up, the user can select the Customer records from the list and click on Delete selected customers.

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  • Adding or Editing a Passenger

    This article will help you modify your passenger manifest through our mobile and web application. 

    Adding a passenger

    Web Application: To add a passenger through the web application, follow these steps:

    1. Click on Trips in the primary header
    2. Click Scheduled Trips in the secondary header
    3. Enter the trip number or customer name
    4. Select the trip
    5. Click on the Crew & Passengers Tab
    6. Type the passenger's name
      • Create a new passenger if there is no passenger profile
      • Select an existing passenger if they are on your customer list
    7.  Confirm the newly added passenger

    Mobile Application To add a passenger through the crew application follow these steps:

    1. Tap on the flight that you would like to add a passenger to
    2. Tap on the Passengers panel
    3. Tap on the +PAX located at the top right
    4. Type the name of the passenger (To avoid duplicate profiles, search if the passenger has a profile)
      • If the passenger does not have a profile, tap on Add new passenger and enter the required information
    5. Tap Save

    Editing a passenger

    Web application

    Mobile application 

     

     

     

     

     

     

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  • Customer Profiles
    The Customer tab gives the user the ability to Add/Look up a customer and Upload customers.

    Add or Look up Customer

    The user can add a new customer or search for one by using the Add or look up the customer bar.

    If the Customer does not exist in the account, the user can add the Customer record by clicking on Add new.

    The user can add important information to the Customer Contact record.

     

    The Customer Contact profile will have different tabs to filter the Customer profile in the system.

    The user can add to following to the Customer Contact profile:

    Documents, such as Passports or Driver License and Tasks reminders

    To Look up a Customer, the user must enter the customer name in the search bar.

    Customer Advanced Search

    The user can look up the Customer's past and upcoming trips using the Advanced Search within a date range.

    Upload Customers

    The user can upload a Customer base in the system via a Customer spreadsheet. Once the spreadsheet is finalized, make sure to upload it to the system.

    View All Customers

    The user can View All Customers in the system by selecting “View all Customers” located at the bottom of the search bar.

    Once the Customer list is pulled up, the user can select the Customer records from the list and click on Delete selected customers.

     
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