Scheduling Settings

Scheduling holds your booking rules and the options that shape the schedule. Open Settings from the profile menu at the bottom of the sidebar and choose Scheduling. Switches save as soon as you flip them. When a rule has Configure, turn it on first, then click Configure to set the number or options.

Booking rules

• Advance booking: new flights need at least the Notice (hours) you set.
• Cancel notice: stops a flight from being canceled inside the notice window you set.
• Finish open flights: limits how many open flights someone can have before booking another. Set Open flights allowed from 1 to 10.
• Block overdue aircraft: for the activity types you pick, either blocks booking an aircraft with an overdue inspection, or allows booking but blocks check-out and completion. Only overdue inspections count, not ones coming due.
• Minimum balance to book: customers with a balance under the amount you set can't book. Admins still can.
• Flight rules: makes VFR or IFR a required choice on every new reservation.

These rules are explained in more depth in Set Up Activity Types and Booking Rules.

Requests and guests

• Find a Time: customers get a Find a Time button next to New Reservation to request a time for staff to approve. See Approve Find a Time Requests.
• Discovery flight guest: adds a Discovery Flight Guest customer you can book without an email or phone number.

On the reservation

• Custom fields: adds your own fields to new reservations, below Aircraft. Answers show in Reservation Details.
• Tag reservations: adds optional labels to reservations that change nothing else. Manage your tags in the list below the switches.
• Planned routes: saves a planned route on the reservation and fills in the legs when the flight is completed.
• Discount fuel reimbursements: takes fuel reimbursements off the flight invoice total.

After the flight

• Log lesson: for customers enrolled in training, choose Off or After completing to open the lesson log right after a flight is completed. See Log a Lesson and Grade Steps.
• Customer signs training logs: asks the customer to sign each lesson after the instructor signs it. See Collect Student Signatures on Lesson Logs.

How the schedule looks

• Highlight checked-out flights: turns checked-out flights green.
• 30-minute intervals: snaps reservation start and end times up to the next half hour.
• Click default: the length of a reservation you make by clicking an empty spot on the schedule, from 30 minutes to 3 hours.
• Under each aircraft: shows the Hourly rate or Hours to next inspection under each tail number.

More scheduling sections

Further down the Settings page:

• Meeting Rooms: turn on Enable meeting rooms and add classrooms and briefing rooms you can book. See Book a Meeting Room.
• Miscellaneous Rows: turn on Enable miscellaneous rows to add your own rows below the aircraft for general bookings, such as a simulator.
• Complete Flight Payment: completing a flight opens its invoice so it can be charged or sent right away.
• Enable Schedule Views: assign aircraft, customers, and instructors to separate schedule views, for schools with more than one location.

Troubleshooting

• A customer can't book. Check Advance booking, Finish open flights, and Minimum balance to book here, then their permissions. Or ask Arlo "Why can't (name) book?"
• Block overdue aircraft isn't blocking anything. Click Configure and pick at least one activity type.
• Log lesson won't switch to Before completing. That option isn't available yet.