User

To further protect your data and ensure compliance with the highest security standards, Avinode Group will begin rolling out Two-factor Authentication (2FA) across all member accounts starting October 2025.

What’s Changing?

We are introducing Two-factor Authentication for all Avinode accounts. In addition to your username and password, you’ll need a second step—such as a code from an authenticator app or a one-time code via SMS—to sign in.

This update isn’t just about new login steps. It’s about stronger protection against modern security threats like credential theft and phishing, and about aligning with industry-leading standards. While many members have operated securely for years, evolving risks now demand more robust safeguards.

Best Practices for managing 2FA and Account Access

Assign multiple admins

We recommend assigning more than one admin within your company. This ensures that someone is always available to help reset Two-Factor Authentication (2FA) or restore access if a team member is locked out.

Company admins in Avinode can reset Two-Factor Authentication (2FA) for users on their team.

Set up two 2FA methods

To avoid losing access, set up two forms of 2FA — for example, SMS and an authenticator app.

If one method becomes unavailable (e.g., you change phone numbers or lose a device), you’ll still be able to log in securely.

Frequently Asked Questions

When will Two-factor Authentication be introduced?

The rollout begins in October 2025. You’ll receive clear instructions within the platform and by email when it’s time to update your account.

Are there any changes to your services?

No. You’ll continue to have access to the same features and capabilities you use today.

Who do I contact if I have questions?

Your Account Manager is available to support you. You can also reach out to Avinode Support.

Why do I need to set up Two-factor Authentication?

This is part of our ongoing security improvements. Two-factor Authentication is now an industry standard and is essential to protecting your business data.

Do I have to use Two-factor Authentication every time I log in?

Not always. Once you’ve set up 2FA on a trusted device, you’ll usually only need to confirm occasionally—or when logging in from a new device or browser.

Will my password change?

No. Your password remains the same.

How will I authenticate?

You’ll be able to choose the method that best fits your workflow:

• One-time codes sent via SMS

• Google Authenticator

• Guardian App Authenticator

But my coworkers and I share one login—what happens now?

For security reasons, shared logins are no longer supported. Each user must have their own unique login. This ensures accountability, makes troubleshooting easier, and protects your company’s data. Your Account Manager can help set up individual logins for your team.

Does this mean we’ll pay more for additional accounts?

Each user will need a unique email address. Shared inboxes or group accounts (such as ops@ or charter@) are not compatible with 2FA since authentication requires a personal phone or authenticator app. Your Account Manager will help you transition to individual accounts.

What if I currently use a shared email address?

Shared addresses create risk because it’s harder to track who is accessing the account. We strongly recommend that each team member has a personal login. Your Account Manager can guide you through the transition.

Why are you making my login experience more complicated?

Two-factor Authentication is now an industry standard. By introducing 2FA, we’re protecting not only your login credentials but also the sensitive operational and financial data your business relies on daily.

Can I be logged in on multiple devices at once?

Yes. Logging in on one device will not log you out of another.

Do I have to use 2FA, or will you be offering SSO?

All Avinode accounts must use either Two-Factor Authentication (2FA) or Single Sign-On (SSO) by the end of 2025.

• 2FA is included with all memberships and is the standard option for most teams.

• SSO is a great alternative for organizations that prefer to use their own company identity provider.

If you’d like to explore SSO for your organization, please contact your Avinode Account Manager or reach out to sales@avinode.com.

I need to reset my Two-Factor Authentication (2FA) method (for example, I changed my phone number).

If you need to reset your 2FA method, please contact your company admin. Your admin can reset your 2FA for your account.

If you are the admin, please reach out to the Avinode Support Team, and we’ll assist with resetting your 2FA setup.

Can I use a landline number for SMS 2FA codes?

No. The SMS 2FA method only works with mobile phone numbers that can receive text messages.

Landline numbers are not supported for receiving 2FA codes.

Interested in SSO?

In addition to 2FA, Avinode offers Single Sign-On (SSO) for organizations that prefer to use their own company identity provider learn more here.

About Custom Positions

Custom Positions enables administrators to add all your teams' crew positions to Schedaero! Non-pilot crew positions can be assigned to flights, giving flight attendants, engineers, and other crew access to the Crew App and flight notifications.

Once your custom positions are created you can schedule any position within your flight department, giving you a comprehensive view of your team's schedule. Currency and training items can be assigned to each of your custom positions, keeping your team current on training items.

*You will need to have administrative permissions to create Custom Positions

Step-by-step instructions

Applicable only on the Web Application

1. Click on Company from the main header
2. Click on Positions from the menu
3. Click on Add Position located in the top right corner
4. Enter the mandatory fields
   • Position Full Name
   • Position Abbreviation
5. Check the 'Make this position assignable to trips' option
6. Click Save

Additional resources

Need to add a crew member? Go to this link to learn how!

This guide will help you set up a user account for a new co-worker in Avinode and give them the adequate permissions for their work. For security purposes, only a company administrator can setup new user accounts. If you are the company admin, follow these steps to get your new co-worker up and running.

1. Go to the Company →Users. On the right hand side on the page, there is a link where it says "Create new". Click on this link and it will take you to a new page where you will add the information of your coworker.

2. Put in the name and contact details for your new co-worker in the corresponding sections under Contact Information. Please note the email needs to have a company e-mail domain and the user's name, as we do not allow generic emails e.g. sales@company.com or dispatch@company.com. 

3. Select the User Role from the "select roles" drop down menu.

4. Further down on that page you will find the check box Access to. Hit the check box to grant access to Avinode and any further product you have with our platform.

The Security email is your new coworker's personal email address and will be used for retrieving the password and therefore needs to be unique. 

5. Once this step is done, then scroll down to the bottom of the page and click save.

6. You will be taken to the Permissions page. On this page you assign what level of permission your new coworker should have.

Tick the box for the right level of permissions depending on which department your coworker is in. 

7. Click save on the bottom. This will send a message to the Avinode team that we have a new pending user in need of approval. 

8. Once approved by your Avinode account manager, the new user will receive a system generated email with a link to follow and instructions to complete the setup. The user will apply their own credentials which will be confidential to anyone but the user herself.

It's very simple to update your Company Role and the 4 quick steps below will show just how to do this within Avinode.

1. Go to 'My profile' by clicking your avatar in the right corner

2. Go to the dropdown under 'Personal info'

3. Choose your company role(s) (shown below)

4. Click "Save" in the bottom right hand corner.

Why should I add it?

Personalized information about new and coming features
We are constantly tweaking and improving our suite of products. However, we are aware that all changes are not relevant to your daily work. By adding your Company Role, we can give a heads up when rolling out updates that are of use to your specific skillset.
Faster and more relevant support
In our mind you are the expert, but we all need a helping hand once in a while. By specifying what you do, our tech support can solve your issues and headaches up to 10 times faster than they would normally do.
A better user experience on our platform
By better understand how different parts of your organization interact with our products we can provide you with better, smarter and sharper tech tools for your daily operations.

Forgetting the password, we've all been there! So, we have tried to make it a smooth ride to retrieve a new one. It is important to note that Avinode employees do not have access to your credentials. We can therefore not see them and forward them to you. Below will show the two ways to recover your account if you Forgot your login or forgot your password.
For either, start by going to the member login page. Below the field for your credentials, there is a link called "Forgot Login" or "Forgot Password". The following steps will breakdown what you need to do for either scenario.

Forgot Password

1. If you are sure it is your password that is keeping you from logging in, click on the link below the password line - "Forgot Password".

2. You will reach the Password Reset page where you will type either your username in Avinode or the email address which is connected to your account (the security email address). The email will be sent to the security email address connected to the account. Enter your email, check off the "I'm not a robot" box then click "Send".

3. It will take up to 10 minutes to receive the email which will help you proceed logging in. (Please check your spam filter if you didn't receive anything after ten minutes). In the email there is a link you need to follow to create a new password. This link is only valid for one hour. If it has expired, you need to do the process from the start again, asking for a new password.
If changing the password didn't help you and you still cant login to Avinode, you are probably not using the correct user name either. At this stage it is easiest to contact support@avinode.com for further assistance to reset your entire account.

Forgot Login

1. If you are unaware what your login is, the first step would be to contact your company Administrator. They have access to all users and can give you the information straight away. If you can't contact them then select "Forgot Login" on the member login page.

2. You will reach the Login Recovery page where you will type enter your email address which is connected to your account (the security email address). After entering your email, check off the "I'm not a robot" box then click "Send".

3. It will take up to 10 minutes to receive the email which will help you proceed logging in. (Please check your spam filter if you didn't receive anything after ten minutes). In the email there is a link you need to follow to re-login to your account. This link is only valid for one hour. If it has expired, you need to do the process from the start again.

If it has been more than 30 minutes and you still have no email from Avinode, you are probably not using the correct email address. At this stage it is easiest to contact support@avinode.com for further assistance to reset your entire account.

Have a mistake on your name? Let's fix that. Avinode cannot in any way access the credentials on user accounts, only the user themselves have access to them.

If you want to change your name you can do it by going to the profile icon in the top right corner, then choose "My Profile". Under "Personal Info" you can update your name and under "Sign-in & Security" you can update your credentials.

Important!

If an employee has left your company, the administrator for your account should delete the user account and create a brand new one if anyone else need access to Avinode instead. You should never rename an existing account to replace it with another one. Renaming an account for a different user will cause problems going forward (ie. you will not be able to change the security email and thereby ask for a new password).

When a new account has been created the registration link to complete the sign-up is only valid for 96 hours. If this link expires and needs to be re-sent please contact an administrator in your company so they can trigger a new link for the user in case that happens. The below steps are what the admin needs to be in order to re-send this registration link.

1. Go to Company → Users and you will see which user still has a registration pending and click on the edit icon on the right

2. Under Personal info and in the section Login you will see a blue box where you can press the button "Resend registration link to: email"

3. A new email should now be triggered to the user's security email. Sometimes it may take up to 10 minutes for the email to appear in the mailbox.