Aircraft Management Guide

Everything you need to know about managing aircraft in PilotSync, from initial setup to ongoing operations.

Adding Aircraft

Individual Aircraft Setup

How to add aircraft to your personal account

Navigate to Aircraft Section
From your dashboard, click "Aircraft" in the main navigation or use the "Add Aircraft" button.
Enter Aircraft Details
Required Information
- • Registration (tail number)
- • Make and model
- • Year of manufacture
- • Serial number
- • Current total time (Hobbs)
Optional Details
- • Engine type and time
- • Aircraft category
- • Current location
- • Aircraft photo
- • Notes
Set Visibility
Choose whether the aircraft is private to you or visible to team members you invite.

Fleet Aircraft: If you're part of a fleet or flight school, you may also have the option to add aircraft directly to the fleet through the fleet management interface.

Aircraft Check-ins & Flight Hours

Recording Flight Time

How to log flight hours and update aircraft times

Quick Check-in Process

Access Check-in
Use the "Check In" button on your dashboard or go to the specific aircraft page.
Select Aircraft
Choose the aircraft you want to update (if you have multiple aircraft).
Enter Current Hobbs Time
Enter the current reading from your Hobbs meter. The system will automatically calculate flight time.
Update Appliance Times (if applicable)
For aircraft with tracked appliances (engines, props, etc.), update their individual times.
Add Notes (optional)
Include flight notes, destinations, or any observations about the flight.

Important

Always ensure the new Hobbs time is greater than the current total time. The system will prevent you from entering incorrect values.

Aircraft Permissions & Sharing

Managing Aircraft Access

How to share aircraft with team members and set permissions

Access Levels

READView Only

Can view aircraft details, maintenance records, and check-in history but cannot make changes.

WRITEStandard Access

Can perform check-ins, report squawks, and create maintenance tasks. Most common level for pilots and operators.

ADMINAdministrative Access

Can modify aircraft details, manage permissions, and perform all maintenance operations. Typically for mechanics and aircraft managers.

Inviting Team Members

Go to your aircraft's detail page and click the "Permissions" tab
Click "Invite User" or "Add Access"
Enter the user's email address
Select their role (User, Mechanic, or Guest)
Choose their access level (Read, Write, or Admin)
Send the invitation - they'll receive an email to accept

Aircraft Photos & Documentation

Adding Aircraft Photos

Best practices for aircraft photography and documentation

Photo Guidelines

Recommended Photos

• Full aircraft side profile
• Front view showing registration
• Panel/cockpit view
• Engine compartment (if accessible)

Photo Tips

• Use good lighting (daylight preferred)
• Ensure registration numbers are visible
• Keep file sizes under 10MB
• Update photos periodically

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