4. Set up Scheduling

In this article you'll learn how to set up the Scheduling module for Flight Schedule Pro.

If you're planning to set up multiple Location(s), it's recommended that you do this prior to adding resources. See About Locations.

Add resources that can be scheduled (aircraft, sims, instructors, etc.)

Set up Activity Types

Add Aircraft and Simulators

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Aircraft and Simulators are types of resources that can be scheduled on Flight Schedule Pro.

To add an Aircraft, go to Aircraft (left-hand menu) > Add Aircraft

The mandatory fields are highlighted below.

To add a simulator: choose Flight Simulator in the Category field.

Click "Save" to complete.
The new Aircraft is now available for reservation on the Schedule.

Scheduling Groups & Aircraft Order


This is a new, advanced Scheduling Hub feature, please see Scheduling Groups & Aircraft Order

Add Instructors

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Instructors are a type of resource that can be scheduled on Flight Schedule Pro. An Instructor on the schedule is typically attached to a user that can log in to the system. Instructors will see their own appointments under My Upcoming Reservations on the home page when they log in. They'll also receive email notifications when appointments are scheduled for them, or if changes are made to their appointments. (These email notifications are sent by default but depend on the company's System Email Settings and the instructor user's Email Notification settings)

About Instructor Availability and Work Schedules:

  • When you add new instructors, they'll show up as unavailable on the schedule until their work schedule is configured. Only administrators and users with permission to "Override Reservation Errors"  can schedule appointments during instructor unavailable times.
  • You can grant Instructors permission to set up their own work schedules, or Instructor Work Schedules can be maintained by any user who has permission to "Edit All Work Schedules". If you want instructors to manage their own availability, they must have permission to "Edit My Own Work Schedule". (See article "Set up User Roles" for more information on setting up roles and permissions)

To add your first Instructor (as a new user):

  1. Go to People (left-hand menu) > Add Person
  2. On the add a person form, set "Instructor" to Yes (see image below)

Make an existing user an instructor (or verify if they're an Instructor or not):

  1. Go to People on the left-hand menu
  2. Select person and click "View"
  3. Go to Account Settings > Online Access
  4. Look for the "Instructor" checkbox (see image below). If you mark the Instructor option as "Yes" and click Save, this user will be made an Instructor in Flight Schedule Pro.

Once you've added your first instructor, you'll see a new "Instructors" tab on the left-hand menu where you can add more instructors and manage instructor setup.

Make sure you turn on the Instructor field for any Activity Types you want people to be able to select an Instructor for. (see "Set up Activity Types" below).

Add Equipment

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Equipment is often used to schedule miscellaneous items like headsets, hand-held GPS, iPads, classrooms etc. which can be scheduled alongside other resources on Flight Schedule Pro.

To add Equipment, go to Settings (top-right) > Scheduling > Equipment

Click the "Add" button and fill out the form.

Important: Make sure you turn on the Equipment field for any Activity Types you want people to be able to select Equipment for. (see "Set up Activity Types" below).  

Add Meeting Rooms

Classes and Meetings can be scheduled in Meeting Rooms you add.

To add Meeting Rooms, go to Settings (top-right) > Scheduling > Meeting Rooms

Click the "Add" button and fill out the form. 

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About Activity Types

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Activity types provide a way for you to:
  • Categorize reservations
  • Track training and/or billing status
  • Identify and correct training and/or billing mismatches
  • Define scheduling and dispatching rules
If you're planning to enforce documentation during booking or dispatch, make sure you set up User Documents prior to configuring your Activity Types. See article "Set up User Documents".

Before you can start scheduling reservations, you'll need to add and/or edit activity types to use in your reservations. Here are a few example activity types using FAA-USA documentation.

Add an Activity Type 

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To add an Activity type:

  1. Go to Settings (at top right).
  2. Select the Scheduling option on the General tab.

  3. Select Activity Types.

  4. Select Add New to create a new activity type. Or select Edit next to the activity type you want to update.
  5. Enter the Activity Name to identify the activity type when making reservations.

  6. Select Active (Yes/No) to make this activity type active (show) or not (hide).
  7. Select the Layout from the drop down list to define the type of information required to set up and use this activity type.
  8. Select the Roles Allowed from the drop down list to indicate who will be able to access this activity type.
  9. Select Save.

Edit an Activity Type

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Note that not all of the following types of information are required for all activity types.

To edit an Activity type:

  1. Go to Settings > Scheduling > Activity Types and select the Activity Type you want to change. 

  2. To change the Basic Information, select Edit next to Basic Information, where you can update the following:

  • Activity Name - name that identifies the activity type when making reservations
  • Active - make active to show or inactive to hide
  • Colors - background and font colors for how reservations with this activity type will appear on the schedule
  • Roles Allowed - select the roles who will be able to access this activity type
  • Length - enter the minimum, maximum and default length times in minutes for scheduling this activity type
  1. To show or hide fields that display when this activity type is being scheduled, select Edit next to Show/Hide.  When you activate some of the fields, additional options are available and you can choose whether the fields are required or optional.

  2. To indicate scheduling requirements for this activity type, select Edit next to Scheduling & Dispatch Requirements, where you can determine the documentation or pilot currency requirements that are enforced during scheduling or dispatching for this activity type for the member, the instructor, and/or the scheduling employee. For each tab, select +Add Requirements and check the box(es) for items you want to check when booking or dispatching a reservation. For each item, choose when the information is required from the drop down list.
  3. To set the billing defaults for this activity type, select Edit next to Billing, where you can update the following:

    • Instruction Types - Indicate one or more instruction types that will be available for time entry by instructors when checking in a reservation
    • Track Billing Status - turn on to have FlightSchedule Pro display a billing status of Unbilled, Billed or Paid to reservations with this activity type, which allows for easy identification of reservations with each billing status on the Reservations page  
    • Identify Billing Mismatch - turn on to have FlightSchedule Pro identify whether times billed for a reservation match the flight log for reservations with this activity type 
    • Auto-Fill Total Flight Time - turn on to have FlightSchedule Pro automatically calculate times based on the meter entered at the end of instruction
    • Flight Instruction Type -  Allows you to pre-populate the invoice with a specific instruction type for this activity type  
    • Auto-Fill Pre/Post Time - Automatically adds instructor only time to the invoice
    • Ground Instruction Type - If Auto-Fill Pre/Post Time is active, indicate which instruction type to automatically include in the invoice for instructor only pre and post time
  4. To set information related to training for this activity type, select Edit next to Training, where you can update the following:
    • Track Training Status - turn on to have FlighSchedule Pro display whether a training session has been logged for a reservation with this activity type
    • Identify Training Mismatch - turn on to have FlightSchedule Pro identify whether a logged training session matches the flight log for reservations with this activity type
  5. You can select Save separately for each area as you update it.

Set up other Scheduling Options

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To review other scheduling options, go to Settings > Scheduling.

Here are a few of the options available to you:
  • Schedule time interval: 30 min, 15 min, 10 min, 5 min
  • Time format: Standard AM/PM or 24 hour clock
  • Default Schedule Layout: Day Horizontal, Day Vertical, etc. If users haven't set up their own default schedule filter, this is the initial layout they'll see when they visit the schedule.
  • Business Hours: Once you set up your Business hours, you can disallow users from scheduling reservations that start or end after business hours using Roles.
  • Schedule Display Hours: This is a display setting only which defines the start and end time of the schedule on the Day Vertical / Horizontal schedule layouts. For example, you may not want to show midnight to 5am on the day views if there's typically no activity during this time.
  • Priority Scheduling Hours: If you define Priority Scheduling Hours, you can restrict scheduling during these times using Roles. For example, you may want to limit how many reservations users can make within these priority hours.

How to Transition from another Scheduler 

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It's helpful to define a clear and concise cutover date to Flight Schedule Pro. The strategy outlined below will have your customers and staff using the old scheduler until your cut-over date arrives.

1. Select your cut-over date. This is the first day Flight Schedule Pro will serve as the live schedule. For this example we'll use March 1st.

2. If any reservations exist on the old scheduler on or after March 1st, manually copy them to Flight Schedule Pro. You don't need all users added at this point - you can type the reservation holder's name in the "Display Name" field for the reservation. This won't link the reservation to a specific user, but it will make it clear on the schedule who has the appointment.

If you don't see the "Display Name" field when booking reservations, review your Activity Types to make sure this field is turned on (Settings > Scheduling > Activity Types). It may be useful to create a new Activity Type that's only used for reservations you manually copy over.

3. On the old scheduler for March 1st and after, remove all reservations and fully block all resources.

4. Set the Role Preference for "Allow users to schedule on or after this date" for each role you've given permission to schedule. Roles can be edited by going to Settings > Users > Roles and Permissions. You may also want to show this visually on the schedule by blocking off all resources in Flight Schedule Pro prior to March 1st.

5. On your website, post a link to your special login and/or signup page so users can access Flight Schedule Pro. Your special signup link will take users directly to a registration form. You'll be notified by email when people signup so you can approve or deny their access. Get your special URL by going to "Settings" (top-right) > Company > Login & Signup Pages.

6. Let customers and staff know that Flight Schedule Pro will be live on March 1st and that they'll need to register soon.

Using this method, users can schedule as usual prior to March 1st. When they log in to Flight Schedule Pro they'll be able to schedule on or after March 1st. And, when March 1st arrives you are live on Flight Schedule Pro!

How to let people log in prior to your "go live" date

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When transitioning to Flight Schedule Pro it often makes sense to have customers and staff begin registering as soon as possible. After all, it may take some time for all your users to register. You also may want to approve their access well before they're allowed to start scheduling on their own. Here are a few tips to help you achieve this.

Configure your User Roles to restrict activity until you're ready to go live. For example:

  • Restrict certain roles from scheduling prior to a certain date. Do this by setting the Role Preference "Allow users to schedule on or after this date". When you set this date, users will receive an error that says "You're not allowed to schedule until _____." if they try to schedule in advance.
  • Hide the schedule from specific roles until your go live date arrives. For any role you wish to do this, uncheck the box for permission "View the Schedule".
  • Disable specific roles from making reservations at all. Do this by unchecking the box for permissions "Schedule My Own Reservations" and "Schedule Reservations for All Users".

Use Notices and mass email to communicate during the transition period

  • Dashboard Notices are a good way to post information about your transition timeline, and explain to people why they may not be able to perform certain functions right away
  • You can also send emails to certain roles and users to notify them of upcoming dates in your transition timeline.
For more information on Roles, see article "Set up User Roles".  To edit Roles, go to Settings (top-right) > Users > Roles & Permissions

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