Instructor guide

Instructors open their own account. On the sign-in page choose “Instructor without an account?”, fill in “Create an instructor account”, then open the email that arrives and follow the link to confirm your address.

Your students never sign themselves up. You invite them by email, and each student belongs to one instructor — you.

Spend two minutes in “Settings” before anything else. Your licence number is printed on the training record, and your time zone decides how every date and time in the app is shown to you.

“Schools” holds the teaching material: the courses you teach, their syllabi, the lesson types and the aircraft. Create your own school, or join a colleague’s school with their join code.

Instructors at the same school share courses, syllabi and aircraft. They never see each other’s students, flights or balances.

Every school page shows a “Join code”. Give it to an instructor you want to work with; they enter it under “Join a school”.

A course is a list of syllabus items: exercises, briefings, ground lessons, simulator sessions, exams and the checkride. Each item has a short number under “No.”, a title, a “Type”, “Planned hours” and a “Stage”.

That number becomes a column in the training record, so use the same numbering as your official syllabus. Progress is measured against this list, so it is worth entering once, properly.

A lesson type describes one kind of lesson the school offers: how long it takes, whether an aircraft has to be reserved, what the student brings, what they prepare beforehand, and which syllabus items must be finished first.

The prerequisites are the useful part. If a navigation lesson needs the navigation briefing and the radio exam first, the app checks that before the lesson is confirmed, and the student sees exactly what is still “Missing”.

An item counts as done in one of two ways: you set its “Status” to “Completed” on the student’s course page, which records your name and the date beside it, or a session on that item is logged with the grade “Satisfactory”. Briefings and exams are normally signed off the first way.

Duration saves typing: choose a lesson type when booking and the end time fills itself in.

Open “Students” and use “Invite student”. They get an email that lets them choose a password and join as your student. Until they accept, the invitation waits under “Pending invitations”, where you can delete it and start again.

The invitation says who sent it and gives your address, so a student with a question can write to you — replies to the email itself are not read. The link in it opens a page with a “Continue” button, which is what makes the invitation survive company mail filters that follow links before anyone reads them.

A student can take several courses at the same time — a licence and a rating, say. Enroll them from their own page; each course keeps its own progress and hours.

When a student stops flying, set the course to “Withdrawn” rather than deleting anything. Their hours and their money stay on the record.

Mark the hours you are willing to fly and the app does the confirming for you. A request that falls inside an availability window, and whose prerequisites are all done, is confirmed the moment the student sends it. Anything else arrives as “Requested” and waits for you.

Windows can be one-off or repeat weekly for a few weeks. They show up green on the week calendar — yours and your students’.

Windows are an invitation, not a limit. Students can still ask for other times; those simply need your confirmation.

“Schedule” has three views: “Calendar” for the week at a glance, “Upcoming” for the list you act on, and “Past” for what has already happened.

Book a lesson yourself under “Schedule a lesson”. Choose the student, the course, the lesson type — which sets the length — the aircraft and the time. The app refuses a time where you or that aircraft are already busy.

Requests waiting for you appear in “Upcoming” with a “Requested” badge and a “Confirm” button. If a prerequisite is missing, “Confirm” asks for an “Override reason” first: the lesson is then marked “Deviation”, with your reason, and everybody can see it.

Always choose the “Course” on a booking. The prerequisite check needs to know which course the lesson belongs to.

Sometimes a checkride slot or the only aeroplane comes free and a booked lesson has to move. “Free slot” does it in one step: the lesson becomes “Bumped”, the student is asked to find a new time, and the hour is open again for the flight that cannot wait.

Always type a “Reason”. The student sees it, and it stays with the record.

Freed lessons with no new time yet are listed under “Lessons to reschedule”, both on your dashboard and at the top of “Schedule”. Either of you can book the replacement from there, and the new lesson shows which lesson it replaces.

Log every session, including briefings and ground lessons — those are logged the same way, simply with no flight time. Start from “Log a flight” in “Logbook”, or from the student’s page, which fills the student in for you.

Enter the “Total flight time” once, then say how much of it counts as what. The types are meant to overlap: an hour that was both solo and cross-country goes into both boxes. No single type may exceed the total, and dual plus solo may not exceed it either.

Under “Syllabus exercises”, enter the hours spent on each exercise. This is what moves progress, sets the “Last grade” per exercise and fills the training record. Give the whole session a “Grade”: Satisfactory, Unsatisfactory or Incomplete.

“Sign” locks the entry: a signed flight can no longer be edited or deleted. Read it once more before you sign. Billing still works afterwards.

Set your “Default hourly rates” in “Settings”: one rate each for flight, briefing, ground and simulator, plus the “Currency” — shekels unless you change it. A student who pays something else gets their own figures under “Rates for this student”; any field you leave empty falls back to your default.

“Bill” on a flight creates one charge per activity: instructed flight time, briefing, ground training and simulator hours, each multiplied by its rate. Solo time is not billed. An activity with no rate set is skipped, so leaving a rate empty is how you say “I don’t charge for this”. Billing the same flight twice changes nothing.

Record money on the student’s statement with “Record a charge or payment”. A positive balance means the student “Owes”; a negative one means they are “In credit”.

Entries are never edited or deleted. To fix a mistake, add an “Adjustment”: a negative amount brings the balance down, a positive one puts it up. Say what it corrects in the “Description”, so the statement shows both the original entry and the correction.

For every course a student is enrolled in, the app keeps the record an examiner asks for: one row per session, one column per exercise, hours totals, the briefings, and space for the student, instructor and examiner signatures.

It is built from the flights you logged, so there is nothing extra to fill in — which is the real reason to log the exercises on every session.

A request that stays “Requested”: it fell outside your availability windows, or a prerequisite for that lesson type is not done yet. Open “Schedule” → “Upcoming”; a red “Prerequisites not met” badge tells you which of the two it is. Confirm it by hand, add a window that covers the time, or wait for the missing item.

A prerequisite shown as “Missing” that the student has in fact done: open the student, open the course, and set that item’s “Status” to “Completed” — or log the session on it with the grade Satisfactory. Either turns the badge to “Done”.

A balance that looks off: do not look for an edit button, there isn’t one, and that is deliberate. Add an “Adjustment” for the difference and explain it in the “Description”.

A message that no rate is set for an activity: fill it in under “Settings” → “Default hourly rates”, or under “Rates for this student”, then press “Bill” again.

A flight you cannot change: it has been signed, and signed entries are locked. Put the correction in “Remarks” on the next session.

Times that look an hour or two off: check “Time zone” in “Settings”. Each person sees times in their own zone, so yours and your student’s can differ.

“Too many attempts from here” on the sign-in page: that is a limit on repeated attempts, not your password. Wait a few minutes and sign in again. It is also worth knowing that everyone in the same building shares one address as far as that limit is concerned.

A student who cannot sign in: ask whether they ever opened the link in their invitation. Until they do, the address is unconfirmed and the sign-in page says so. Invite them again from “Students” if the link has expired.