Flight School Compliance Software

Every person in Sky Schedule has a Documents section. Students add their own during onboarding or from their profile, and instructors and office staff can upload for them. Each document has a type and an expiration date, or is marked as having no expiration.

Built-in document types cover what a flight school actually collects:

• Photo IDs: driver's license, state ID, government or military ID, and passport
• Citizenship documents: birth certificate and naturalization certificate
• Pilot certificate, student pilot certificate, and CFI certificate
• First-, second-, and third-class medicals, and BasicMed
• TSA security awareness training, insurance, rental agreements, enrollment agreements, and logbooks
• Your own custom types

Medical expirations are calculated. Choose the class and enter the exam date. Using the pilot's date of birth, Sky Schedule applies the durations in 14 CFR 61.23 and runs each one to the end of the month. First-class privileges last 12 months for a pilot under 40 and 6 months at 40 or older. Third-class privileges last 60 months under 40 and 24 months at 40 or older. Second-class privileges last 12 months.

Statuses are plain. A document is current, expiring soon (within 30 days), or expired, so the office can sort out renewals before they turn into grounded students.

Uploads get reviewed. Staff mark each document verified, needing attention, or pending. Nobody can verify their own documents, and staff who upload a document for someone can verify it in the same step.

Under 49 CFR part 1552, a flight training provider has to confirm that a student is a U.S. citizen or national before flight training, or, for a student who isn't, that TSA has approved the training through its Flight Training Security Program. The provider also has to keep records of that check. Sky Schedule doesn't store anyone's citizenship status, submit anything to TSA, or decide who's eligible. What it does is collect the documents and produce them quickly when you need them.

The TSA report lives under Reports and is available to admins:

1. Pick a date range. Sky Schedule lists every customer and instructor with their join date, flight hours, number of flights, last flight, and number of documents on file.
2. Check the status column. Each person is marked Ready, flown with no paperwork, paperwork with no flights, or no flights, so gaps stand out before anyone else finds them.
3. Choose who to include and download.

The ZIP contains an overview (CSV and PDF), a folder for each person with a summary PDF, their flight list, and their document list, plus the actual document files sorted into Identity, TSA, Medical, Certificates, and Other. Anything that couldn't be packed is listed in a separate file. Reports are saved, so you can download the same one again later.

Documents only help if someone looks at them before the flight. Sky Schedule checks in a few places:

• Activity types can require a document upload, an answer, or an endorsement. If a student is missing one, the booking form flags it before the reservation is saved.
• Aircraft requirements cover things like an instructor sign-off, a checkout flight, or an endorsement for a specific tail. Gaps put a warning on the reservation and appear in the compliance panel.
• Endorsements come from a catalog of common FAA endorsements. The 90-day solo endorsement expires on its own, and an activity type can treat any required endorsement as valid for a set number of days.
• Onboarding before check-out is a setting that stops aircraft check-out until a student finishes onboarding.
• The AI dispatch report reviews student, instructor, and aircraft documents and endorsements along with weather and maintenance, so expired paperwork shows up on the day of the flight. More on that in flight school scheduling software.

Each aircraft carries its own documents (registration, weight and balance, or any custom type) with optional expirations, plus its inspections. Inspections can be calendar-based, like an annual that runs to the end of the 12th calendar month, or meter-based on Hobbs, Tach, or airtime, with 50-hour and 100-hour intervals built in. An inspection is due soon at 10 hours or 15 days remaining, then overdue.

You decide what overdue means for the schedule: block booking, or allow booking and block check-out and check-in. Open squawks show beside the inspections, and a grounding squawk turns the dispatch report to no-go.

The compliance dashboard brings all of this onto one screen, with tabs for upcoming flights with issues, aircraft records, customer documents, and instructor documents. Each upcoming issue can get a short AI write-up from Arlo, the in-app assistant, that explains the problem and suggests a next step. The dashboard is in beta, and schools turn it on from Settings. Its policy rules tab is a preview and doesn't enforce anything yet, so booking and check-out rules live in your activity types and scheduling settings.

Expiration emails run as a workflow. Start from the Expiring Documents Reminder template: by default it runs every morning at 7, finds documents expiring within 30 days, and emails each person about theirs. Change the schedule, the number of days, or the recipients, who can be the person, their instructor, admins, staff roles, specific people, or other email addresses.