1) Schedule a demo
We'll look at your current workflow and show how ContactGround maps to it.
The problem
Running a flying club shouldn't be this hard.
Flying clubs are often run by volunteers who just want to fly, not manage software, chase down members, or untangle scheduling conflicts.
- Scheduling chaos.
- Double bookings, last-minute changes, and unclear availability create friction fast.
- Spreadsheet drift.
- Shared sheets and calendar hacks don't reflect real-time aircraft status or policies.
- Maintenance surprises.
- Downtime isn't communicated consistently, so members show up to a grounded airplane.
- Too many side channels.
- Texts, emails, and calls become the system, and nobody has the full picture.
The solution
One shared operating picture for your whole club.
ContactGround keeps pilots, instructors, maintenance leads, and ops officers aligned before the keys change hands and after the flight is logged.
- Aircraft scheduling
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Real-time availability, conflict-free reservations, and clear resource status at a glance.
- Member management
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Centralized roster, roles and permissions, and simple onboarding for new members.
- Operational visibility
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Usage tracking with activity history so leaders can see what's happening across the fleet.
- Maintenance awareness
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Downtime visibility and squawk workflows that reduce surprises and wasted trips.
Why ContactGround
Built for flying clubs, not adapted from something else.
Generic scheduling tools are not designed for shared aircraft, and legacy aviation software often feels complex and outdated.
ContactGround gives clubs one connected operating workflow so members, instructors, and leaders can work from the same information before and after every flight.
- Reserve with confidence. Members see real-time availability and resource status before making plans.
- Reduce side-channel noise. Updates, notifications, and policy checks are centralized in one place.
- Stay audit-ready. Flights, squawks, and billing context remain connected for operations and finance.
The result is a cleaner handoff between pilots, instructors, maintainers, and operations leaders throughout the day.
One workflow, less admin overhead
Clubs can onboard quickly, keep members informed, and spend less time reconciling spreadsheets or patching together point tools.
How it works
Get set up quickly — then let the club run.
Start with a short walkthrough, load your aircraft and members, then begin scheduling immediately. No hardware. No long contracts. Cancel anytime.
2) Onboard your club
We'll help you set up aircraft, roles, and invitations so adoption is painless.
3) Fly with confidence
Members always know aircraft status, expectations, and what's next.
Member invoicing
Two invoicing options for different accounting workflows
Use a dedicated QuickBooks workflow for accounting sync, or run a manual invoicing workflow. Both options allow for processing and applying credit memos with receipt upload.
Option 1: Dedicated QuickBooks invoicing
Finalize invoices in ContactGround, then sync to QuickBooks for accounting continuity and downstream reporting.
- Sync-ready invoices mapped by member and line item.
- Prevents duplicate billing when rerunning overlapping date ranges.
- Designed for organizations with established QuickBooks accounting processes.
Manual billing
Option 2: Manual invoicing
Run invoices without a third-party accounting dependency while keeping member communication and payment tracking organized.
- Generate invoice PDFs that match the in-app invoice view.
- Include direct invoice links in member notifications for faster payment follow-through.
- Ideal for clubs managing accounting outside QuickBooks or with lightweight bookkeeping.
QuickBooks logos sourced from Intuit digital brand assets.
Why ContactGround
Flight ops, maintenance, and billing finally live in one workflow.
ContactGround mirrors the day-to-day rhythm of flying clubs—reserve, brief, fly, debrief, bill—without jumping across paper logs or spreadsheets.
Calendar & flight board
Members reserve aircraft, instructors publish availability, and everyone sees a unified board of every upcoming flight.
Automated Flight Operations
Pre-flight, 30-minute reminder, overdue, and early-return emails keep pilots and duty officers on the same timeline.
Maintenance & squawks
Pilots log squawks, track hours, and record oil consumption. Operations leads manage maintenance and update squawks.
Instructor availability
CFIs, CFIIs, or DPEs can publish availability schedules. Students can then request time blocks. The instructor can review and accept (or reject) requests and reserve required resources.
Club News
Stay updated with the latest announcements and news from your flying club.
Endorsements & compliance
Leadership or CFIs apply required endorsements to aircraft and grant endorsements to members. Scheduling checks required endorsements before allowing resources to be reserved.
Secure sign-on
Members log in with Google, Microsoft, or Apple accounts, helping to protect your electronic security.
Invoicing & reporting
Hours, oil consumption, instructor activity, and billing exports are auto-filled the moment resource updates are submitted.
Notifications
Notifications keep everyone informed about important updates and changes. Choose your own preferences for how and when you receive alerts.
Audit Trail
Audit trails provide a detailed history of changes and actions within the system, ensuring transparency and accountability.
Club Ops Snapshot
Clarity for pilots, maintainers, and the ops officer.
Use ContactGround as your digital ops log so everyone knows aircraft status before keys change hands.
Pre-flight readiness
- Weather snapshot: METAR/TAF widget shows current ceilings and winds for home base.
- Maintenance status: pilots review upcoming maintenance before accepting a resource.
- Preflight notes: pre-flight emails summarize squawks, upcoming maintenance, and the trip.
Live maintenance
- Operations teams change squawk status to Open, In Progress, or Closed with notes and photos.
- Automatic notifications are sent to operations roles when a flight report includes a squawk.
- Maintenance members report corrective actions for audit history.
After-action insights
- Pilots submit resource updates with hobbs/tach, oil, and squawks.
- Leadership downloads invoice-ready summaries by member.
- Reports surface utilization and endorsement data for club meetings.
Predictive maintenance
Know when maintenance is coming before it grounds your fleet.
ContactGround tracks hour-based maintenance intervals (100 hour inspection, oil changes, etc.) and projects upcoming maintenance windows directly onto your shared calendar—so members, instructors, and ops officers can plan around them well in advance.
- Maintenance projections show on the calendar.
- Upcoming maintenance windows appear as dashed events on your club calendar, clearly labeled with the aircraft name so members know what to expect.
- No more surprise groundings.
- Members stop showing up to a grounded aircraft. Maintenance leads and pilots share the same forward-looking picture of fleet availability.
- Automatic interval tracking.
- ContactGround reads flight time from flight logs to calculate when each aircraft is next due, and keeps predictions current as hours accumulate.
Pricing
Simple, usage-based subscription that scales with your roster.
Every plan unlocks the full ContactGround suite—calendar, maintenance, dispatch, weather, endorsements, and invoicing—plus concierge onboarding support and a 7-day free trial.
Resources
$10 per aircraft, simulator, or piece of equipment.
$10/resource
- All features included
- Maintenance tracking and dispatch-like workflows
- Oil usage and squawk tracking
- Invoicing and QuickBooks integration
Large Organizations
Tiered pricing for 20+ resources.
Custom
- Volume discounts on member and resource pricing
- Dedicated success manager & quarterly reviews
- Custom analytics & accounting exports
- On-site training plus SLA-backed support
Need a ramp-up runway? Large organizations may be eligible for discounted rates while they onboard their members and resources—ask us about multi-squadron pricing.
See ContactGround in your next ops brief.
Share a recent dispatch, maintenance, or billing challenge and we'll walk through how the platform supports your pilots, instructors, and leaders.
FAQ
Answers for club leaders, instructors, and maintainers.
What is Contact Ground?
Contact Ground is a modern scheduling, maintenance, and resource management platform built specifically for flying clubs, flight schools, and aviation groups that share aircraft or equipment.
Who is Contact Ground for?
Any organization that coordinates shared aviation resources can benefit—club members, CFIs, dispatchers, and owners all use the same workspace with role-based access.
How are endorsements and permissions handled?
Owners configure the endorsements a resource requires. When a member books, Contact Ground verifies their endorsements, role, and the resource’s current status so only qualified pilots can fly.
What maintenance tools are included?
Track open squawks, scheduled maintenance, and logbook history by resource. CFIs and maintainers can add notes that immediately inform dispatchers and members.
Where can I get product updates or help?
Check the Contact Ground blog for release notes, or reach our support team at support@contactground.com for onboarding assistance and feature requests.
How does scheduling work?
Members reserve aircraft or equipment on an availability-aware calendar. Required endorsements and resource status are checked automatically before a booking is confirmed.
Can I belong to more than one organization?
Yes. Contact Ground is multi-tenant. You can join several organizations, switch between them in a single session, and keep each organization’s bookings, endorsements, and notifications separate.
Does Contact Ground provide aviation weather?
Yes. Integrated METAR and TAF widgets surface real-time airport conditions and forecasts for each organization's home base to help pilots plan without leaving the dashboard.
How do invitations and onboarding work?
Organization owners invite new members by email. Invitees create an account, select passkeys or social login, and are guided to complete their profile and required endorsements.