> ## Documentation Index
> Fetch the complete documentation index at: https://docs.planeconnection.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Manage Your Crew
> Add crew members to PlaneConnection, assign operational roles like PIC and SIC, and set up certifications for scheduling and compliance.
Your crew is the people who make operations happen -- pilots, flight attendants, dispatchers, and ground staff. In this tutorial, you will add crew members to PlaneConnection, assign them operational roles, and understand how crew data integrates with trip scheduling, currency tracking, and duty time compliance.
By the end of this tutorial, you will have crew members in your system with currency tracking and duty time visibility, ready to be assigned to trips.
**Who should do this tutorial?** Operations managers, chief pilots, and admins who manage crew
rosters. You will need Admin permissions to add and configure crew members.
## Before you start
Make sure you have:
* An active PlaneConnection account with **Admin** permissions
* Logged in to your workspace in the **Operations** module (see the [Quickstart](/en/tutorials/quickstart) if you need help)
* Your crew members' details on hand: names, contact information, roles, and certification numbers
## Understanding crew roles
Crew members in PlaneConnection have two types of roles:
**Platform roles** determine what a user can access in the PlaneConnection application (Admin, Safety Manager, Pilot, Crew, Viewer). These are set in the Settings > Members area.
**Operational roles** describe a crew member's function on a flight. These are set in the Crew section of the Operations module and are used for trip scheduling:
| Operational role | Description |
| --------------------------- | -------------------------------------------------------------------------------- |
| **PIC (Pilot in Command)** | The pilot responsible for the operation and safety of the aircraft during flight |
| **SIC (Second in Command)** | The second pilot who assists the PIC |
| **Flight Attendant** | Cabin crew responsible for passenger safety and service |
| **Dispatcher** | Operational control specialist who coordinates flight planning and support |
| **Mechanic** | Maintenance personnel who may travel with the aircraft |
| **Other** | Any other operational role (loadmaster, medical crew, etc.) |
A person can have both a platform role (e.g., Pilot) and an operational role (e.g., PIC). The platform role controls app access; the operational role controls trip scheduling.
## Adding crew members
### Navigate to the crew page
1. Make sure you are in the **Operations** module. Check the module switcher at the top of the sidebar.
2. In the sidebar, click **Crew Roster** under the Crew group.
You will see the Crew page with two tabs: **Active** and **Deactivated**. The Active tab shows crew members who are currently part of your operation.
### Click Add User
Click the **Add User** button to open the crew member creation form.
### Enter crew member details
Fill in the following fields:
**First name and last name:** Enter the crew member's full legal name as it appears on their certificates.
**Email address:** Enter their email address. This is used for:
* Sending login credentials if they will access the platform
* Trip assignment notifications
* Schedule change alerts
**Phone number:** Enter a contact phone number (optional but recommended for operational communication).
**Operational role:** Select the crew member's primary operational role from the dropdown (PIC, SIC, Flight Attendant, Dispatcher, Mechanic, or Other).
If a pilot serves as both PIC and SIC depending on the trip, choose PIC as their primary role.
They can be assigned to either position when building a trip.
### Enable platform login (optional)
If this crew member needs to access PlaneConnection (to view their schedule, submit safety reports, or manage their profile), enable the **Can Login** option.
When login is enabled:
* The crew member receives an email invitation to set up their account
* They can log in to the workspace and access features based on their platform role
* They can view their assigned trips under Trips > My Trips
* They can submit safety reports in the SMS module
Not all crew members need platform access. If a crew member only needs to appear on trip manifests
and schedules (but does not need to log in), you can leave login disabled. You can enable it later
at any time.
### Save the crew member
Review the information and click **Save**. The crew member now appears in the Active crew list.
The crew table shows the following columns:
| Column | What it shows |
| -------------- | ------------------------------------------------------------------------------------------------------------------- |
| **Name** | Avatar, full name, role, and last login |
| **Currency** | Three color-coded dots for medical, IPC, and type rating status (green = current, yellow = expiring, red = expired) |
| **Duty Hours** | Mini duty time gauge showing weekly hours used out of the 34-hour Part 135 limit |
| **SmartScore** | Mini gauge showing the crew member's SmartScore value |
| **Contact** | Email (clickable link) and phone number |
| **Can Login** | Toggle checkbox for enabling/disabling platform access |
| **Actions** | View, Edit, Schedule, Message, and Deactivate |
## Adding more crew members
Repeat the steps above for each crew member in your operation. Add all pilots, flight attendants, and operational staff who will be assigned to trips.
Start with your pilots (PIC and SIC), then add flight attendants and other crew. Pilots are
required for every trip, so having them in the system first allows you to start building your
schedule immediately.
## Managing currency tracking
After adding crew members, you should set up their certifications and qualifications. The **currency matrix** tracks all certifications across your crew with color-coded status indicators:
| Color | Meaning |
| ----------------------- | --------------------------------------------- |
| **Green** (check icon) | Current -- more than 60 days until expiration |
| **Yellow** (clock icon) | Expiring soon -- within 60 days of expiration |
| **Red** (close icon) | Expired -- the certification has lapsed |
Common certifications tracked for Part 135 pilots:
| Certification | Typical renewal | Column in currency matrix |
| ---------------------------------- | --------------------------- | ------------------------- |
| Medical Certificate | 6 or 12 months | Medical |
| Biennial Flight Review (BFR) | 24 months | BFR |
| Instrument Proficiency Check (IPC) | 6 months | IPC |
| Aircraft Type Rating | Recurrent training required | Type Rating |
| Recurrent Training (Part 135) | 12 months | Recurrent |
| Night Landings | 90 days (3 landings) | Night Ldg |
To add certifications:
1. Click on a crew member's name in the crew list to open their detail page.
2. Navigate to the **Currency** tab.
3. For each certification item, you will see a card showing the item name, status label, last completed date, expiration date, days remaining, and requirements.
4. Click **Schedule Renewal** on any item to open the training scheduling dialog.
PlaneConnection automatically alerts you when certifications are approaching expiration.
## Monitoring duty time
The crew detail page includes a **Duty Time** tab that tracks compliance with 14 CFR Part 135 Subpart F flight time and duty limitations.
1. A large **DutyTimeGauge** at the top shows weekly hours used versus the 34-hour weekly limit as a circular gauge.
2. Below the gauge, a bar chart shows daily duty hours over the last 30 days.
3. A duty log table lists individual duty entries with start time, end time, flight time, and rest periods.
PlaneConnection tracks duty time automatically based on completed trips, but it is the
dispatcher's and PIC's responsibility to confirm compliance before each flight. The 34-hour weekly
limit and required rest periods per Part 135 Subpart F must be verified before assigning crew.
## Exploring the crew detail page
Click on any crew member in the crew table to open their detail page. The detail page has six tabs:
| Tab | What it contains |
| -------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Profile** | Personal information (avatar, name, role, status), contact details (email, phone, emergency contact), qualifications (certificates, type ratings, medical), and employment info (hire date, base, department) |
| **Currency** | Currency matrix for this crew member with individual certification cards, expiration dates, and renewal scheduling |
| **Duty Time** | Duty time gauge, daily duty bar chart, and duty log table |
| **Logbook** | Flight logbook entries filtered to this crew member with running totals |
| **Trips** | Upcoming and completed trips assigned to this crew member |
| **SmartScore** | SmartScore gauge, radar chart of sub-scores, 12-month trend, and contributing factors |
## Crew scheduling and availability
Once crew members are added, they integrate with the rest of the Operations module:
**Trip assignment:** When creating a trip (see [Create Your First Trip](/en/tutorials/first-trip)), you select crew members from the crew list. PlaneConnection shows their availability, currency status dots, and remaining duty hours.
**Schedule view:** The operations Schedule page displays crew assignments alongside aircraft and trip schedules. You can toggle between **By Aircraft** and **By Crew** views and switch between week and month layouts.
**My Trips:** Crew members with platform login can see their own trip assignments by navigating to Trips > My Trips. This gives them a personal view of their upcoming schedule.
**Command Center:** The Crew Intelligence section of the Command Center shows aggregate currency and duty hour data for your entire crew.
## Active and deactivated crew
The crew page has two tabs:
**Active:** Crew members who are currently part of your operation. Active crew can be assigned to trips and appear in scheduling.
**Deactivated:** Crew members who have left the operation or are on extended leave. Deactivated crew members:
* Cannot be assigned to new trips
* Retain their historical records (past trips, certifications, logbook entries)
* Can be reactivated at any time
To deactivate a crew member, use the Actions menu on their row in the crew table. To reactivate, switch to the Deactivated tab and use the Actions menu there.
Deactivating a crew member does not delete their records. Flight time, trip history, and
certification records are preserved for regulatory compliance and auditing purposes.
## Crew data in other modules
Your crew data flows across PlaneConnection:
| Where | How crew data is used |
| ------------------------ | ------------------------------------------------------------------------------------- |
| **Trips** | Assign crew to trips as PIC, SIC, or other roles with currency validation |
| **Schedule** | View crew availability and assignments on the calendar |
| **Dispatch** | See crew assignments on the dispatch board with duty hour indicators |
| **Command Center** | Crew Intelligence section shows currency status and duty hours |
| **Reports (Ops)** | Generate pilot times, duty time charts, currency reports, and crew schedule summaries |
| **Safety reports (SMS)** | Crew members with login can submit safety reports and are tracked as reporters |
| **SmartScore** | Aggregate crew safety and proficiency scores |
## Next steps
Now that you have crew, create a trip and assign them to it.
Add aircraft to pair with your crew for trip scheduling.