Reservations are how members, students, clients and instructors book aircraft and crew time. Admins and instructors see every reservation in the organization, confirm or cancel requests, and can make reservations on behalf of others. Once a reserved flight has landed, it becomes a flight record with fees.

💡 How members book for themselves is described in Booking Aircraft in the User Guide.

Where to Find Reservations

• Admin → Overview (web): new requests waiting for your decision, with Confirm and Cancel buttons.

  

• Admin → Flights (web) or the Admin tab (mobile): the full list of reservations and flights with filters.

  

• Schedule (web and mobile): the calendar of all aircraft and crew. Admins and instructors see every booking with names and details; regular members see availability only, unless Low privacy is switched on in Account Settings.

Reservation Statuses

• Reservation: a request from a member or student, not yet approved.

• Confirmed: approved by an Admin or instructor; the aircraft is blocked for that time.

• Landed: the flight took place and the post-flight details were entered.

• Cancelled: the reservation was cancelled by the pilot or by the organization.

Reservations made by Admins and instructors for themselves are confirmed automatically.

Confirming and Cancelling

Open the reservation in the Overview, Flights list or Schedule and click Confirm or Cancel. The pilot receives an email and a calendar update either way. Instructors can confirm reservations that include them; Admins can confirm any reservation.

To be notified about every new request, switch on Reservation admin in your Contact Profile. Typically one or two people in the organization have this switched on.

Making a Reservation for Someone Else

Admins and instructors can create a reservation on behalf of a member or student, for example after a phone call. Open the Schedule, click the free slot for the aircraft, add the pilot, instructor and remarks, and save. The reservation is confirmed immediately.

Editing a Reservation

Click a reservation in the Schedule or Flights list to change the time, aircraft, crew or remarks. Changes are sent to everyone on the reservation by email.

💡 Tip: Keep the Overview open during the day; new requests appear there as they come in.