Track Medicals and Document Expirations

Sky Schedule tracks the expiration date on every document a customer or instructor has on file. The Compliance dashboard pulls them together so you can see who's expired before they show up for a flight.

Add a document with an expiration date

1. Open Customers (or Instructors) and click the person.
2. In the Documents section, click Add document.
3. Pick the Document type, such as Driver's License, Passport, FAA Pilot Certificate, or TSA Citizenship Verification.
4. Choose the file and enter the Expiration date, or turn on No expiration.
5. Click Upload.

Customers and instructors can upload their own documents too, from Documents in their dashboard or through onboarding.

Medicals

Choose First-Class Medical Certificate, Second-Class Medical Certificate, or Third-Class Medical Certificate as the type. Enter the Date of birth and Exam date, then click Calculate expiration dates. Sky Schedule fills in 1st class expires, 2nd class expires, and 3rd class expires using the durations in 14 CFR 61.23, including the shorter durations for pilots 40 and older. Each date runs to the end of the month.

See what's expiring

1. Turn on Compliance: open Settings > Integrations, click Connect on Compliance, and turn on Enable Compliance Outlook. Compliance then appears in the sidebar.
2. Open Compliance and choose the Customer documents or Instructor documents tab.
3. Each person shows Expired, Expiring soon, Current, or No docs. Click Open to see their documents.

A document is Expiring soon when it expires within 30 days.

The Outlook tab checks upcoming flights in the period you pick (Today, This week, Week ahead, 30 days ahead, or This year) and flags problems that Block dispatch or are Advisory. The Aircraft records tab does the same for your fleet.

Email people before documents expire

Open Workflows at the bottom of the sidebar and start from the Expiring Documents Reminder template. It emails each customer whose documents expire in the next 30 days, every morning.

Tips

• Compliance is in beta. The Rules tab is a preview and its settings aren't saved yet.
• Use Build Template in a profile's Documents section to list the documents everyone should have. Missing ones show as needed.

Troubleshooting

• A medical shows expired right after upload. The class dates were left blank. Open the document, enter the date of birth and exam date, and click Calculate expiration dates.
• Compliance isn't in the sidebar. An admin needs to turn on Enable Compliance Outlook.