Pilot Scheduling Guide

This guide documents the member-facing scheduling and post-flight workflows that are implemented in Contact Ground.

1. Core Member Pages

1. Calendar - create, view, edit, and cancel events.
2. Profile - notification preferences, currency tracking, and calendar subscription.
3. Credit Requests - submit and track reimbursement requests.
4. Invoices - review invoice status and details.

2. Creating and Managing Reservations

From Calendar:

1. Choose a view (Day, Week, or Resource).
2. Select an open time slot.
3. Set event details (resource, event type, start/end time).
4. Save.

To change or cancel:

1. Open the event.
2. Edit fields or delete the event.
3. Save/confirm.

3. Availability Requests (If Enabled)

If your organization enables availability events:

1. Instructors can post Availability blocks on the calendar.
2. Members can request a time window within those blocks.
3. Instructors can accept or decline.

See: docs/users/instructors/AVAILABILITY_REQUESTS.md

4. Booking Restrictions You May Hit

Booking can be blocked by organization rules such as:

1. Time overlap with an existing event.
2. Resource status (unavailable / maintenance).
3. Missing required endorsements.
4. Expired enforced currency reminders.
5. Overdue maintenance constraints.
6. Organization schedule limits.

5. Post-Flight Updates

Post-flight updates are submitted through the flight-ops update flow (typically from email links sent by the system).

Typical fields include:

1. Hours flown.
2. Current resource hours (and Hobbs hours when enabled).
3. Oil added.
4. Squawks and pilot notes.

Operations staff can review, correct, or add entries in the flight-ops management page.

6. Squawk Reporting

Report discrepancies as soon as they are discovered.

Common ways squawks enter the system:

1. During post-flight update submission.
2. Through resource/squawk workflows used by operations.

Good squawk reports include:

1. What happened.
2. When it happened.
3. Which system/component was affected.
4. Severity and safety impact.

7. Notifications

Notification delivery methods are configured in Profile:

1. Email
2. SMS (requires verified phone)
3. Push

Category-level preferences are also in Profile (schedule updates, weather, availability, currency, etc.).

Preflight dispatch note:

1. If your organization uses Automatic flight operations mode, you can choose your preferred preflight reminder timing in Profile / Settings.
2. In Manual mode, those automatic preflight briefs are not sent.

8. Invoices and Credits

1. Invoices are generated by your organization’s billing workflow.
2. Approved credits are applied during invoice generation.
3. Submit reimbursable expenses from Credit Requests with receipt evidence.

See:

1. docs/users/members/CREDIT_REQUESTS.md
2. docs/users/accounting/ACCOUNTING_INVOICING_PLAYBOOK.md

9. Troubleshooting

9.1 Can’t create a reservation

Check:

1. Active organization selection.
2. Resource status and time overlap.
3. Endorsements/currency requirements.
4. Schedule limits.

9.2 Didn’t receive expected notification

Check:

1. Notification methods in Profile.
2. Category preferences in Profile.
3. Spam/junk for email notifications.

9.3 Post-flight update link fails

Possible causes:

1. Not signed in.
2. Signed in with the wrong account.
3. Event already updated.

Action:

1. Sign in again from the link flow.
2. Confirm you are using the account assigned to the event.
3. Contact operations if the event still cannot be updated.

10. Related Manuals

1. Calendar views and filters: docs/users/members/CALENDAR_VIEWS.md
2. Member profile and settings: docs/users/members/MEMBER_PROFILE.md
3. Endorsements and qualifications: docs/users/members/ENDORSEMENTS_AND_QUALIFICATIONS.md
4. Flight operations (operations team): docs/users/operations/FLIGHT_OPERATIONS.md
5. Scheduling on behalf of a member (instructors / admins): docs/users/instructors/SCHEDULING_ON_BEHALF.md