7. Set up Aircraft Maintenance

In this article, we'll help you set up Aircraft Maintenance in Flight Schedule Pro.

Flight Schedule Pro's Maintenance module enables you to share maintenance status and collaborate on maintenance related aircraft issues more effectively.

You have complete control over who can see maintenance information, and even have the option of giving read-only access to certain user roles in Flight Schedule Pro.

Prerequisites: 
  • You must have subscribed to Flight Schedule Pro's Pro Plan
  • It is recommended to have set up Scheduling prior to setting up maintenance.
  • You must have already added the aircraft you wish to set up maintenance for
  • It is recommended to have begun logging flights through FSP. See "Set up Dispatching/Flight Recording"

It's recommended that you set up aircraft maintenance in the following order:

Setup Aircraft Maintenance

  1. Setup Maintenance Reminders
  2. Setup Aircraft Squawks (Issues, Snags, Defects) and Notifications
  3. User Permissions (Who has access?)
  4. Review Aircraft Maintenance Status

Setup Maintenance Reminders


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Maintenance reminders can be defined for each aircraft such as ADs, ELTs, Inspections, Registrations, MOH, Engine TBO, etc. Maintenance reminders make it easy for pilots and maintenance personnel to review the status of each the aircraft. Using permissions (see permissions below) you decide who is allowed to view and/or edit this information.

Setting up Maintenance Reminders up to date allows for better communication between operations, pilots, instructors, and maintenance personnel and improves aircraft status visibility across the organization.

Add Maintenance Reminders

Prerequisite: Adding Maintenance Reminders requires permission "Manage Maintenance Reminders". 

Maintenance Reminders can be added in two ways:

  1. From an aircraft's profile
  2. From the global maintenance reminders list.

Add Maint. Reminders from an Aircraft's Profile

  1. From the left-hand menu, select "Aircraft".
  2. Select the "Aircraft" to which you want to apply the new reminder (click the aircraft)
  3. Select "Maintenance Reminders" once you are viewing the aircraft's profile



  4. In the "Add Reminder" window, the aircraft name is already displayed.
    Name the reminder and provide additional information or notes as needed.
  5. Select the "Reminder Type": the reminder can be time based, date based or both. 
    For each type selected, a different additional section opens up in the "Add Reminder" window.
  6. Complete the form.
  7. Click on "Save".

Add Maint. Reminders from Global Reminders List


  To access the Global Squawks list, you need permission "Can Manage Maintenance Reminders"  
  1. From the left-hand menu, select "Aircraft".
  2. Click on "Maint. Reminders".
  3. Click on "Add Reminder".
  4. In the "Add Reminder" window, select the aircraft and name this new reminder.



  5. Select the "Reminder Type": the reminder can be time based, date based or both. 
    For each type selected, a different additional section opens up in the "Add Reminder" window.
  6. Complete the form.
  7. Click on "Save".

Enforce Maintenance Reminders

Maintenance Reminders can be enforced as much or little as you'd like during reservation booking and/or dispatch. Maintenance Reminders are enforced by Activity Type on Flight Schedule Pro. To enforce a Maintenance Reminder:

  1. Go to "Settings" on the top right
  2. Select "Scheduling"
  3. Select "Activity Types". (Learn more about Activity Types)
  4. Choose an Activity Type to edit.
  5. The "Scheduling & Dispatch Requirements" page is the third page available to edit.
  6. Select the "Aircraft" tab
  7. Check to enforce Maintenance Reminders or Squawks
  8. Click "Done", then "Save".

Squawks


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Squawks are any issues affecting the aircraft, they can happen or be noticed whether the aircraft is flying or on the ground. Reporting on aircraft squawk is a great way to make sure your aircraft remain safe and in good condition, and ensure issues are fixed in a timely manner.

Add Squawks

Adding a Squawk requires permission "Add Aircraft Squawks/Snags". You should also consider how the users you want to be able to do this are going to access the pages that allow this. For example, if you want people to be able to log a squawk while they are checking in a flight, they will need permission to dispatch/check in flights. Or, if you'd like them to be able to report Squawks/Snags from the Aircraft Profile, then they'll need permission to View Resource Profiles.

Squawks can be reported and added to the squawks list in three ways:

  1. From an aircraft profile
  2. During flight check-in
  3. From the global squawks list

The maintenance staff will refer to that list to plan and prioritize their work.

Add squawk from an aircraft profile

  1. From the left-hand menu, select "Aircraft".
  2. Select the aircraft from the "Aircraft" page.
  3. Select "Squawks".
  4. Click on "Add Squawk".


  5. Describe the issue and decide whether the aircraft needs to be grounded or not. The user must have the relevant user permission granted to add a squawk or ground the aircraft.



  6. Click "Save".

Add squawk during flight check in

The flight check-in takes place after the flight. Only authorized users can perform the flight check-in.

  1. Go to your reservation, either from "Dashboard" or "Schedule".
  2. The status of the reservation is checked out.
  3. Click on "Check In".
  4. In the "Check In" window, click on "Report Aircraft Squawks".
  5. Click on "Add Squawk".
  6. Describe the issue and decide whether the aircraft needs to be grounded or not. The relevant user permission must be granted to add a squawk or ground the aircraft.
  7. Click "Save" to exit the squawk window.
    The new squawk is displayed in the Check In window.
    You can still edit or delete the squawk before saving the complete Check In information.

Add from Global Squawk List


To access the Global Squawks list, you need permission "Can Manage & Close Squawks"
  1. From the left-hand menu, select "Aircraft".
  2. Select "Squawks" to open the global squawk list.
  3. Click  "Add Squawk".



  4. Select the aircraft, describe the issue and decide whether the aircraft needs to be grounded or not.
  5. Click on "Save".

Set up squawk email notifications

Users can be sent email notifications when a new squawk is created. This permission needs to be granted by an administrator. This is especially useful for maintenance personnel. Before you can opt-in.

To opt-in a user to receive squawk email notifications:

  1. From the left-hand menu, select "People".
  2. Select the user you would like to receive squawk email notifications.
  3. Go to "Account Settings" -> "Email Notifications".
  4. Check the permission for "Aircraft Squawk Created"

Set User Permissions


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Flight Schedule Pro allows you to decide who can view and/or manage squawks and maintenance reminders.These permissions must be granted by an administrator using Roles (see Set Up User Roles).

Setting Maintenance/Squawk User Permissions

  1. Go to "Settings" on the top right
  2. Select "Users"
  3. Select "Roles & Permissions"
  4. Select the role to assign maintenance/squawk permissions and click "Edit".
  5. Go to the "Permissions" tab.
  6. Scroll down to the sections "Aircraft Squawks" and "Aircraft Maintenance."


  • Click the relevant boxes to apply the permission(s) to this role.
  • Go back to the top and click "Save".
  • Reviewing Aircraft Maintenance Status


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    Maintenance status can be reviews for a single aircraft or for all the existing aircraft in the company. You can also print a maintenance report.

    View global list of reminders and squawks

    To view the global list of maintenance reminders:

    1. On the left-hand menu, select "Aircraft".
    2. Click on "Maint. Reminders".
      Maintenance reminders can be filtered by aircraft or by status.


    To view the global list of squawks

    1. On the left-hand menu, select "Aircraft".
    2. Click on "Squawks".
      Squawks can be filtered by aircraft or by status.

    Review an aircraft's maintenance status

    1. On the left-hand menu, select "Aircraft".
    2. Select the aircraft.
    3. Select "Maintenance status".
      The "Maintenance Status" window provides the information about existing squawks and the maintenance status.


    Printable maintenance status report

    Flight Schedule Pro enables you to easily run and print reports for maintenance status. A maintenance status report is very useful to the maintenance staff, and will help them in planning and prioritizing the maintenance work.

    1. From the left-hand menu, select "Reports".
    2. Under the "Aircraft" section, select "Maintenance Reminders."
    3. Select the different filters to apply to customize your report.
      Locations: the default is set to all locations, you can select a single location from the drop-down list.
      Aircraft: the default is set to all aircraft. Click in the box to select one or several aircraft.


    4. Click on "Run Report".
    5. Click on "Print".
      You can also export the report, or modify it through the "Customize" button. All

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