Roles and Permissions Overview

Everyone in your school has a role, and each role sees a different dashboard. You decide what customers and instructors can do with permission switches, set as defaults for a group and adjusted per person.

The roles

• Owner: the person who created the school. Has full access and is the only one who can change office admin permissions.
• Office admin: admin access for front desk and operations staff. The owner can turn off five things per office admin: Issue refunds, Create invoices, Continue auto-billing, Open reservations, and Cancel or void reservations.
• Instructor: sees the schedule, reservations, flights, customers, aircraft, billing, and training. Other areas depend on their permissions.
• Customer: students, renters, and owners. They see their own schedule, invoices, flights, documents, and training, plus anything their permissions add.

Customers are grouped into categories. New schools start with Student, Renter Pilot, Owner, Time Builder, Instrument, Commercial, Mechanic, and Office admin. You pick a category when you invite someone.

Set default permissions for a customer category

1. Open Settings > Permissions.
2. Click a category to expand it.
3. Turn switches on or off. The main ones:
   • Can Create Reservations: book flights for themselves.
   • Can Complete Flights: check out and complete their own flights, including meter times.
   • Can View Other Names on Blocks: see who is booked on other reservations. When off, other bookings show as unnamed blocks.
   • Can Manage All Reservations: book for anyone and change any reservation, like an instructor.
   • Can View Maintenance, Can View Customers, Can View CRM, Can View Instructors, and Can Manage Aircraft: open those areas from the sidebar.
4. To push the new defaults to people already in the category, click Apply to everyone in (category name) now. You'll see how many people change before you confirm.

Each switch has a ? that explains exactly what it does.

To add a category, type a name in New category name and click Add Category.

Set default permissions for instructors

In Settings > Permissions, expand Instructors at the bottom of the list. Switches include Enable Billing, Can Only Edit Own Reservations, Can View Student Details, Can Approve New Customers, Can Manage Aircraft, Can View CRM, Can View Reports, Can View Maintenance, and Can View Settings. Click Apply to every instructor now to update everyone at once.

Change one person's permissions

Open the customer or instructor from Customers or Instructors and go to Permissions on their profile. Changes there apply only to that person.

Tips

• Turn off Can Create Reservations for customers who should only request times, then turn on Find a Time in Settings > Scheduling. See Approve Find a Time Requests.
• Only school admins can see and edit Settings > Permissions.

Troubleshooting

• A customer can't book. Check Can Create Reservations on their profile, then your booking rules in Settings > Scheduling.
• A change to a category didn't reach existing customers. Use Apply to everyone in (category name) now.
• An office admin can't cancel a reservation. The owner needs to turn on Cancel or void reservations for them.