Team & Fleet Management Guide
Learn how to collaborate effectively, manage user permissions, and organize aircraft into fleets for streamlined operations.
Understanding User Roles
Owner
Full AccessComplete control over aircraft. Can modify aircraft details, manage all permissions, and perform all maintenance operations.
Best for: Aircraft owners, fleet administrators
Admin
Management AccessCan manage aircraft operations, create maintenance tasks, and manage some user permissions. Cannot modify core aircraft details.
Best for: Chief pilots, maintenance managers, shop supervisors
Write Access
Standard AccessCan perform check-ins, report squawks, create maintenance tasks, and update records. Cannot manage permissions.
Best for: Pilots, mechanics, regular users
Read Only
View OnlyCan view aircraft details, maintenance records, and compliance status but cannot make changes.
Best for: Observers, auditors, occasional users
Inviting Team Members
- Navigate to Aircraft Permissions
Go to your aircraft detail page and click the "Permissions" or "Team" tab.
- Click "Invite User"
Use the invite button to open the invitation dialog.
- Enter User Details
Provide the following information:
- • Email address of the person you're inviting
- • Their role (User, Mechanic, or Guest)
- • Access level (Read, Write, or Admin)
- • Optional expiration date
- Send Invitation
The person will receive an email invitation to access the aircraft. They'll need to create a PilotSync account if they don't have one.
Fleet Management
What are Fleets?
Fleets allow you to organize multiple aircraft under a single management structure. Perfect for flight schools, charter operations, or any organization with multiple aircraft.
Fleet Benefits:
- • Centralized aircraft management
- • Unified team permissions
- • Fleet-wide analytics and reporting
- • Streamlined user onboarding
- • Custom branding and subdomain
- • Role-based fleet hierarchy
- • Multi-aircraft scheduling
- • Consolidated maintenance tracking
Fleet Owner
Full ControlComplete control over fleet settings, aircraft, users, and billing. Can add/remove aircraft and manage all permissions.
Admin
AdministrativeCan manage users, aircraft assignments, and fleet operations. Cannot modify fleet settings or billing.
Manager
OperationalCan manage aircraft operations, create maintenance tasks, and view fleet analytics. Limited user management.
Instructor
TrainingCan access assigned training aircraft, manage student records, and schedule flights. Training-focused permissions.
Member/Student
Standard AccessCan access assigned aircraft for check-ins, squawk reporting, and viewing maintenance records.
Aircraft Assignments
Assignment Types
EXCLUSIVEExclusive Assignment
User has dedicated access to the aircraft. Best for primary pilots, dedicated mechanics, or training aircraft assigned to specific instructors.
SHAREDShared Assignment
Multiple users can access the aircraft. Good for rental aircraft, multi-pilot operations, or shared fleet resources.
Assignment Process
- Navigate to the aircraft's permissions page within your fleet
- Click "Assign User" or "Add Assignment"
- Select the user from your fleet members
- Choose their access level (Pilot, Instructor, Mechanic, Admin)
- Set assignment type (Exclusive or Shared)
- Optionally set an expiration date
Creating and Managing Fleets
Fleet Creation Steps
- Access Fleet Management
From your dashboard, navigate to "Fleets" and click "Create Fleet".
- Basic Fleet Information
Configure your fleet details:
- • Fleet name and description
- • Fleet type (Flight School, Charter, Corporate, etc.)
- • Subdomain for custom URL (e.g., yourfleet.pilotsync.com)
- • Primary and secondary colors for branding
- Add Initial Aircraft
Import existing aircraft from your personal account or create new fleet aircraft.
- Invite Initial Users
Start building your team by inviting key personnel like instructors, mechanics, or administrators.
Managing Permissions
Permission Guidelines
✓ Good Practices
- • Give users the minimum access level needed for their role
- • Regularly review and update permissions
- • Use expiration dates for temporary access
- • Document why specific permissions were granted
- • Remove access promptly when users leave your organization
✗ Avoid These Mistakes
- • Giving everyone admin access "just in case"
- • Forgetting to remove access for departed team members
- • Not setting expiration dates for temporary users
- • Sharing personal account credentials instead of proper invitations
Common Permission Scenarios
Scenario: Adding a New Pilot
Recommendation: Write access for check-ins and squawk reporting. Read access for maintenance records.
Scenario: Adding Your Mechanic
Recommendation: Admin access to manage maintenance tasks, update compliance, and modify aircraft details.
Scenario: Insurance Inspector
Recommendation: Read-only access with expiration date. Export reports as needed.
Maintenance Shop Management
For Maintenance Shop Owners
- Create Shop Profile
Set up your shop with certifications, services offered, location, and contact information.
- Invite Shop Mechanics
Add your mechanics to your shop with appropriate roles and permissions.
- Accept Aircraft Assignments
When aircraft owners assign work to your shop, you'll receive notifications and can accept the assignments.
- Manage Work Orders
Track multiple customer aircraft, assign tasks to specific mechanics, and manage work progress.