Company – Avinode Group

Single Sign-On (SSO) with Avinode

To further strengthen account security and provide greater flexibility, Avinode Group will begin offering Single Sign-On (SSO) as an option for organizations starting in 2025.

For members who prefer not to use Avinode’s built-in Two-Factor Authentication (2FA), included in all Avinode memberships, SSO is a great alternative. It allows your team to log in with your company’s identity provider for a seamless and centrally managed experience.

Why SSO?

With SSO, your team signs in using your company credentials - no separate Avinode username or password required. This option is designed for organizations that want to simplify user management, streamline logins, and strengthen security at scale.

Frequently Asked Questions

What is SSO?
Single Sign-On (SSO) allows your team to use our existing identity provider (such as Azure AD, Okta, or Google Workspace) to log in to Avinode. No separate Avinode credentials are needed.

Why are you introducing it?
To provide enterprise-level security while reducing login complexity for larger organizations. SSO centralizes authentication and makes access easier to manage.

How does it work?
Instead of logging in with an Avinode username, password, and (2FA) step, you’ll simply log in with your company email. Your company’s own security policies (including 2FA) apply automatically.

Who is it for?
Most smaller teams will find Avinode’s built-in 2FA provides strong security with no additional setup. SSO is recommended for medium and larger organizations with a dedicated IT team and a company-wide identity provider.

When is it available?
SSO will be available starting Fall 2025. All accounts must use either 2FA or SSO by December 15th 2025.

How do we get started?
Contact your Account Manager or sales@avinode.com to discuss whether SSO is a good fit for your organization.

Do we still need to set up 2FA if we move to SSO?

If your organization cannot be fully set up with SSO by the December 15th deadline, you will need to enroll in 2FA to continue accessing your account. We recommend enrolling in 2FA while waiting for your SSO setup to be completed. Once SSO is fully implemented, you will no longer be required to use 2FA.

Does SSO incur an additional fee?
SSO is included with our Ultimate Broker membership and is available as an add-on for Operator memberships. Broker accounts may need to upgrade to Ultimate Broker in order to enable SSO.

For more details on pricing and upgrade options, please contact your Account Manager or reach out to sales@avinode.com

What if SSO isn’t set up by Dec 15th 2025?

Your account will continue using Avinode’s built-in 2FA - or you will need to be set up with 2FA if SSO is not yet implemented.

Is SSO a good fit for my organization?

Consider SSO if your company:

Already has an SSO provider and wants to connect it to our platform.
Wants a seamless login experience with one set of credentials across all tools
Needs centralized control over who has access to Avinode
Requires faster, more secure off-boarding for employees who leave
Is looking for enterprise-grade security alignment

Not sure which option is right for you? Contact your Account Manager or email sales@avinode.com to discuss the best fit for your organization.

Changing Your Company Name on Avinode

Documentation Requirements

If your business name has changed and you need it updated on our platform, you must provide documentation to verify the change. The required documents depend on how the name change occurred.

Review the scenarios below and submit the documentation that applies to your business.

Scenario 1: Legal Company Name Change (Same Tax ID)

Use this option if your business legally changed its name but remains the same legal entity with the same Tax ID (EIN/VAT).

Required documentation:

Certificate of Amendment issued by the relevant state or government authority, or
an updated record from the Secretary of State showing the new legal name
Proof that the business registry has been updated with the new name or
a copy of the official Name Change document

Scenario 2: New Trade Name (DBA / Assumed Name)

Use this option if your legal entity remains the same, but you are operating under a new trade name or DBA with the same Tax ID (EIN/VAT).

Required documentation:

DBA / Assumed Name Certificate filed with the appropriate state or local authority
AOC or A001 document that lists the DBA or trade name

Scenario 3: New Entity Creation (Old Entity Dissolved / New Entity)

Use this option if you have created a new legal entity and the previous entity has been dissolved or replaced. This means that the new company name falls under a different Tax ID (EIN/VAT).

Required documentation:

Completion of a new KYB review with full onboarding documentation (as required for new members)
Articles of Incorporation or Formation for the new entity or
a newly issued business registration document
New VAT or EIN confirmation letter issued by the relevant authority

Important Notes

Submitted information must match the details on your account
All documents must be official, current, and clearly legible
Additional documentation may be requested during review

If you’re unsure which scenario applies to your business, please get in touch with your Account Manager or our Support Team, and we’ll be happy to guide you.

Managing Two-factor Authentication (2FA) Admin Role

If you’re an account admin, you have the ability to help other users to:

Reset their password
Reset their Two-factor Authentication (2FA) method

To reset a user password

Go to "Company"
Then to "Users"
Find the user you want to reset the password
Go to "Personal info" tab
Click"Send password reset email"

To reset Two-factor Authentication (2FA)

Go to "Company"
Then to "Users"
Find the user you want to reset the password
Go to "Personal info" tab
Click "Reset All 2FA Method for This User"

How to change my sign in information

As a user, you can update your sign-in and security details at any time, including your security phone number, security email, and password.

How to update your information

Go to "My Profile", located in the top right-hand corner of your screen.

2. Click on "Sign-in & Security" and select the information you want to change

Change the security phone number

Select the correct country code and enter your new number.
Make sure "SMS" is selected.
Click "Send Verification Code".
You will receive an SMS with a code, which you can then enter.

Change the security email

Enter your new email address
You will receive a verification email.
Open the email and click the verification link to complete the update.

Change the password

Type old password
Create a new password
Confirm new password

2FA - How-to article for Instant Payments (Passkey users)

This step-by-step article will show you how to successfully verify your Instant Payments with a one-time code sent via SMS.

Verifying your Instant Payment

1. Navigate to Payments->Outgoing. In the overview page for the Instant payment you want to send, click on Pay.

2. You will then be prompted to verify this payment using two-factor authentication before this payment can be sent. Click on Continue to verification.

Screenshot 2.jpg

3. The only authentication method to verify your identity is SMS. A 6-digit code will be sent to the phone number you set up for this method. Simply enter this 6-digit code and click Continue.

Note: If you don't get this code, then click Re-send.

4. You will then redirected to the Outgoing payments page.

Screenshot 4.jpg

5. In the Outgoing payments page, you will see that the status page now shows this payment as paid. For further information regarding the History of this payment, you can select History.

To create a new Instant Payment, simply click on + New Instant Payment.

If you require further assistance with this process then please reach out to our support team, support@avinode.com.

How to Update your Avinode Login

Introduction

As part of our ongoing security improvements and account standardisation, Avinode Group is aligning all user accounts with our Single Sign-On (SSO) authentication requirements.
To ensure uninterrupted access, all users must update their Avinode login to match the email address used with their organisation’s Identity Provider (IdP).

This guide explains how to update your Avinode login to comply with SSO standards.

Why This Change Is Needed

Previously, users could log in to Avinode using various username formats such as:

Custom usernames (e.g. my_Avin0deLog1n, MyAvinodeLogin, my Avinode login)
Personal or non-corporate emails (e.g. username@any-email-domain.com)
Company email variations (e.g. firstname.lastname@mycompanydomain.com, flastname@companydomain.com)

To ensure secure, centralised access through SSO, your Avinode login must now match your corporate email address as registered with your IdP (for example, Azure AD, Okta, or Google Workspace).

Accepted formats:

firstname.lastname@mycompanydomain.com
firstlast@mycompanydomain.com
flast@mycompanydomain.com

Step 1: Open Your Profile

Click your user avatar in the top-right corner of the Avinode interface and select My Profile from the dropdown menu.

Step 2: Access the Security Settings

In your profile, navigate to the Sign-in & Security tab.

Under Sign-in, change your current username/login to match your account email address – which should be the same one you use for SSO authentication with your organisation’s IdP.

Example:
sample.user@mydomain.com

Step 4: Save Your Changes

Click Save to confirm the update.

Your Avinode login will now reflect your SSO-compatible email address.
From now on, use this email address when logging into Avinode.

Logging In with SSO

Once your login is updated:

Go to the Avinode login page.
Enter your corporate SSO email address.
Proceed through your organisation’s standard authentication flow (via your IdP).

How to Log in with Two-factor Authentication (2FA)

To sign in, you’ll need a second step, such as a code from an authenticator app or a one-time code via SMS, in addition to your login credentials.

Step 1: Enter your login

loging avinode.png

Step 2: Enter your password

enter password.png

Step 3: Use the two-factor authentication method you set up.

One-time codes sent via SMS
Google Authenticator
Guardian App Authenticator

How to set up your user account

Overview

When you’re added as a user to your company’s Avinode account, you’ll receive a registration email. This article walks you through completing your registration, creating your login credentials and activating two‑factor authentication (2FA). 2FA adds an extra layer of security by requiring a second code when you sign in. You can choose between an authenticator app, SMS codes or the Auth0 Guardian app.

Before you start

Registration email: You’ll receive an email from no-reply@avinode.com with a link to set up your account. The link is valid for 96 hours; if it expires, contact support.
Personal email and mobile phone: Have access to your personal email (for password resets) and a mobile phone for phone verification.
Unique login and strong password: Plan a unique username and a password of at least eight characters

Step 1: Complete your registration

Open the registration email and click Complete Registration.
If the link has expired (after 96 hours), submit a request to support to receive a new link.
The registration link will open a web page where you can set up your user account.

Step 2: Set your credentials

On the registration page, enter your Security email (the personal email used for password‑reset emails; it is not used for Avinode requests).
Choose a Login (your username). Each login must be unique, so if your preferred login is taken you will need to choose another.
Create a Password of at least 8 characters; passwords are case‑sensitive. Type it twice to confirm.
Click Save to finish creating your user account.

Step 3: Verify your phone number

After creating your account, you’ll be prompted to set up 2FA.
Enter your mobile phone number.
Click Send Code.
Enter the verification code you receive via SMS to confirm your number.

Note: If you already have a verified number (for example, if you’re a Passkey user), you can skip this step.

Step 4: Choose your preferred 2FA method

Avinode supports several two‑factor methods:

Authenticator app (e.g. Google Authenticator or similar): Use your mobile phone to scan the QR code on your computer.
SMS codes: Choose SMS to receive a one‑time six‑digit code via text message.
Auth0 Guardian app: Install the Auth0 Guardian app and scan the displayed code.

Select the option that best suits you and follow the on‑screen instructions.

Step 5: Finish setting up your chosen method

Authenticator app:
1. Open your preferred authenticator app or download Google Authenticator.
2. Scan the QR code displayed on your computer.
3. Enter the six‑digit code generated by the app to confirm setup.
4. If you are setting 2FA up from your phone, click Trouble Scanning? to get a code to paste into the app.
SMS:
1. You’ll receive a text message with a six‑digit security code.
2. Enter the code to complete setup.
3. Tip: If you do not have mobile service, SMS codes will not work; choose another method.

Auth0 Guardian app:
1. Install the Auth0 Guardian app on your iOS or Android device.
2. Scan the code shown on your computer.
3. Enter the six‑digit code generated by the app to confirm setup.
4. If you set up from your phone, you can click Copy as Code to copy the setup code.

Tip: If your code doesn’t work, make sure you enter it before it expires, verify that you’re using the correct app, and check that the time on your device is correct.

Step 6: Complete setup

Once your 2FA method is verified, two‑factor authentication will be active for your account. From now on, you will enter your login and password and then use your chosen method to confirm your identity whenever you sign in to Avinode.

FAQs

What if my registration link is expired or missing?
Registration links are valid for 96 hours. If yours has expired or you cannot find it, submit a request to support@avinode.com for a new link.
Why do I need a security email?
Your security email is the personal email address Avinode uses for password reset messages; it is not used for marketplace requests. Make sure to set an address you will always have access to.
What if my preferred login name is taken?
Usernames (login) must be unique. If your first choice is unavailable, pick another variation.
What if my 2FA code doesn’t work?
Codes expire quickly—enter them promptly and ensure your device clock is correct. Check that you are using the correct account within your authenticator app. For SMS codes, ensure you have mobile service.
Can I change my 2FA method later?
Yes. Go to Account Settings → Security to manage your two‑factor authentication options.

Still need help?

If you run into issues setting up your account or 2FA, please submit a request through the Help Centre. Provide details such as which step you were on and any error messages you received. Our support team will assist you.

Editing Your Company Information

This step by step article breaks how you can update your company information. It is important to keep this up to date as this information will be displayed anywhere in Avinode where your company name is clickable, such as in the search result if you are an operator, or on the requests you have sent to operators if you are a broker.

1. Go to Company→Company

2. Click on the edit button on the upper right-hand corner of the page.

3. This is also the section where you can update your Company Logo, Company tag line/description, Year Established and add your LinkedIn, Twitter and Facebook URL. Fill out all information under Contact Information and Marketing and click save.

4. If you want to update your company address, scroll all the way down on the Company→Company page where you'll reach the "Office" section and click the edit button.

Updating your Office Address

In this quick "how-to", you will be shown how to update your companies office address. Please note that in order to update your postal address you need to be an administrator in your company account.

1. Go to the Company→Company. You will be taken to the page where we have all the contact information for your business.

2. Scroll down to the bottom of the page to find the office or offices we have for your account. In the bottom of the grey box you please select the "Edit" button.

3. You will then end up on the page where you are able to update your General Information, Address and Contact information for this Office.

4. Once filled out, scroll down to the bottom right hand side of the page and click "Save". You are all set!

Updating Your Notification Email

This article will show you how to update your notification email address on your account. Please note you need to be an administrator in your company to make this change.

1. Go to the Company→Company. You will be taken to the page where we have all the contact information for your aircraft.

2. Scroll down to the bottom of the page to find the office or offices we have for your account and to which your aircraft are connected to. In the bottom of the grey box you will find the edit button. You will then end up on the page to update your notification email addresses.

3. In the section called Notification information you will be able to edit the address. To add more than one notification email address separate them with a semicolon. Click save to successfully update this information.

How to Update Your Postal Address?

To update your postal address you need to be an administrator in your company.

Go to the Company→ Company.

Scroll down to the bottom of the page to find the office or offices we have stored for your account. At the bottom of the grey box you will find the edit button. That's where you simply update your address.

How Do I Add or Remove Category Options for Expense Reporting?

Go to Company → Settings → Invoice/Expenses

Expense Catergories 1.png

How to Update my Monetary Currency in Schedaero?

Go ahead and click on the Company→Settings tabs. This will pull up your "Settings" menu and It will automatically default on the "General" page.

Scroll down and locate "Currency." Once located, go ahead and click on the drop down menu next to "Report Currency" and select the Monetary Currency you would like to set up for your account.

Before exiting the page, make sure to hit the "Save" button located on the bottom right of the page. You're all set!

How to Add or Update Your Email Header Logo on Schedaero/Trip Manager?

Schedaero/Trip Manager: Adding or Updating your email header logo

2. Go to the Integrations tab and under the emails section click add/update image.

3. Finally, choose a file from your computer for your logo and click submit.

How Do I Add or Remove Payment Type Options for Expense Reporting?

Do this in Company → Settings → Invoice/Expenses

How Do I Add a PDF or Word Document So I Can Attach Them to Quotes and Trip Sheets?

Just go to Company → Settings → Documents

Click upload PDF or add text document.
And there it is!

How to Set Up Your Company Mail Server in Schedaero / Trip Manager?

To set up the Company mail server integration:

Navigate to the Integrations page by going to Company > Settings > Integrations.
Enable Company Servers in the email section
Under Company Servers, click Add.

Screenshot 2025-05-02 120238.png

On the Add new mail server pop up window, you should enter the email server information

The following information is required and will most likely be retrieved from your IT person or the company that handles your email account(s).

Domain: This is the Company domain Examples: avinode.com

Hostname: This is your actual outgoing email host server address or server name Examples: smtp.office365.com

Port: The port that the above Hostname uses (this may not need to be populated) If you are using SSL, you will need a port #

SSL: Do you use SSL? Yes or No

Username: This is the username of the main (or Admin) account. This account should have permission to send messages from all users for this domain or at least for all users that you plan for SchedAero to 'send as'

Password: This is the password for the main (or Admin) user above. If you are using MS Outlook or Gmail as your email server, you will need to use an app-specific password instead.

Alert email: This is the email address that will receive failure alerts and such when sending through your server doesn't function correctly

This would usually be an administrator, or your IT, or a mailbox that is always monitored

Note: this doesn't have to be related to any of the email addresses above, but it's OK to use them for any error emails that may occur.

Once you’ve entered the information above into our email integration settings this change will become immediate.

Add your IS-BAO Rating

Below is a quick how-to or how to add your IS-BAO rating to your company settings.

1. Go to the Company→ Company, then select Edit.

2. On the middle of the page you will find a fillable section called IS-BAO registration ID. Here you will apply your IS-BAO registration ID. This is a 2-4 digit number assigned to you as the operator (not the IS-BAO certificate number).

3. After entering, click on Save in the lower right hand corner and you will be all set.

NOTE: Should you have trouble finding your registration ID, contact IS-BAO for assistance.
Once the correct number is applied the integration starts and your IS-BAO rating will become imported with the next batch. This will be reflected on your fleet within 24 hours.

How to Setup & Use Jet Cards

Set Up Jet Cards

In this article you will learn how to set up Jet Cards and how to use them. Remember you will need to be in the Trip Manager tab on your homepage.

Step 1: Go to the Company→Jet Cards page.

Step 2: Select the create new button to create the Jet Card.

Name - where the user can establish the naming of the Jet Card. Ex: Platinum or Gold Jet Card program.

Customer- who should be associated with Jet Card balance and is the record you will use when quoting and scheduling trips.

Jet Card type- what the system will use to deduct the time when quoting and scheduling. We recommend to use Block time.

Initial Balance- The balance captured here is in hours.

Step 3: Click save. This will show you an overview of all Jet Card customers.

Using Jet Cards

Once the setup is complete, it's time to use the Jet Card for quoting and scheduling. The quote will show the Jet Card icon for the customer with a Jet Card and will show when hovering over the Jet Card icon.

Note: The system will not deduct any hours from the Jet Card when quoting.

Once the trip is scheduled, the system will give the user an option to charge the trip to the Jet Card balance. The Jet Card deduction is not automatic.

To charge the Jet Card balance, select the invoice tab and Charge to field.

This will show the total charge being deducted and the balance after.

Common questions:

Q: Does the system have a report to show all balances and customer activity?

A: Yes, we have a standard report that can be pulled under Company->Reports->Jet Card to show all customers and balances. Please see the example below:

Q: Does the system allow me to create an invoice with the Jet Card balance.

A: This is not something we support today. We have the option to create an invoice for a trip and the user can add a Payment. The user will need to convert hours into dollars if they want to use an invoice. Please see example below.

Q: Will I receive a notification for customers with expired or low balances?

A: No, this will need to be monitored in the system under the Jet Card page.

Why SSO?

Frequently Asked Questions

Documentation Requirements

Scenario 1: Legal Company Name Change (Same Tax ID)

Scenario 2: New Trade Name (DBA / Assumed Name)

Scenario 3: New Entity Creation (Old Entity Dissolved / New Entity)

Important Notes

To reset a user password

To reset Two-factor Authentication (2FA)

Change the security phone number

Change the security email

Change the password

Introduction

Why This Change Is Needed

Accepted formats:

How to Update Your Avinode Login

Step 1: Open Your Profile

Step 2: Access the Security Settings

Step 3: Update Your Login

Step 4: Save Your Changes

Logging In with SSO

Overview

Before you start

Step 1: Complete your registration

Step 2: Set your credentials

Step 3: Verify your phone number

Step 4: Choose your preferred 2FA method

Step 5: Finish setting up your chosen method

Step 6: Complete setup

FAQs

Still need help?

To set up the Company mail server integration:

Set Up Jet Cards

Using Jet Cards

Common questions: