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By the end of this guide, you will have added crew members to your roster, assigned operational roles, managed certifications, and configured permissions for trip assignment.
The Operations module must be enabled for your workspace. You also need the appropriate operations permissions. Contact your workspace administrator if you cannot access these features.
You need the crew.create or crew.update permission.

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Prerequisites

  • Your workspace must have the Operations module enabled.
  • You need the crew member’s name, email, and intended operational role.

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Add a crew member

Navigate to Ops > Crew Roster in the sidebar. The roster shows Active and Deactivated tabs with filters for name, role, and currency status. For details on currency status colors and column definitions, see Crew Roles.
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Step 1: Open the add user form
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From the crew roster page, click Add User in the top-right corner.
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Step 2: Enter personal information
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Fill in the following fields:
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FieldRequiredDescriptionFirst NameYesLegal first name.Last NameYesLegal last name.EmailYesWork email (used for login and notifications).PhoneNoContact phone number.RoleYesOperational role (see table below).
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Step 3: Select the operational role
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Choose the role that matches the crew member’s function:
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RoleDescriptionPilot / CaptainPilot in Command (PIC) — final authority for safety.First OfficerSecond in Command (SIC) — assists PIC during flight.Flight AttendantCabin safety and passenger service duties.Flight EngineerAircraft systems monitoring (type-specific).MechanicAircraft maintenance personnel.DispatcherFlight planning, scheduling, and operational control.ManagerOperations management oversight.AdministratorFull system access and configuration.
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Step 4: Set permissions
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Toggle the permission switches to control what the crew member can access:
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  • Can log in to PIC portal — allows portal login.
  • Can view trips — visibility into trip schedule and details.
  • Can edit aircraft records — permission to modify fleet data.
  • Can manage crew members — ability to add or edit other crew.
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    Step 5: Save the crew member
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    Click Add User. The crew member is created and appears in the crew list. They receive an invitation email if portal login is enabled.

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    Edit a crew member

    1. Navigate to Ops > Crew Roster and click the crew member’s row.
    2. On the detail page, click Edit to modify personal information, role, or permissions.
    3. Click Save when finished.

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    Add certifications and qualifications

    After creating a crew member, add their certification details to enable scheduling validation and currency tracking.
    1. Open the crew member’s detail page.
    2. Navigate to the Currency tab.
    3. Add each relevant certification (Medical, Type Rating, ATP/Commercial, IPC, BFR, Recurrent Training) with the required dates.
    For certification type details and tracked fields, see Crew Roles.
    The system sends automated alerts 60 days before certification expiry. Expiring items appear in the Crew Intelligence dashboard and the crew member’s currency dots turn yellow in the roster table.

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    Deactivate a crew member

    Deactivating a crew member preserves their historical records while revoking platform access.
    1. Navigate to Ops > Crew Roster and select Deactivate from the actions menu on the crew member row.
    2. Confirm the deactivation in the dialog.
    3. The crew member moves to the Deactivated tab.
    Deactivated crew members retain all historical trip assignments and records. Their login access is revoked immediately.

    Crew Roles

    Detailed role definitions, qualifications, and currency tracking.

    Create a Trip

    Assign crew members to trips after roster setup.

    Reports: Crew

    Crew scheduling, duty time, and currency reports.

    User Roles

    Platform-level access roles distinct from crew roles.
    Last modified on April 11, 2026