PilotSchedule Features
Aircraft scheduling built for real aviation operations.
Manage aircraft, instructors, members, booking rules, cancellations, documents, communication, and reservation history in one straightforward online system.
Unlimited reservations. Unlimited pilots and members. Works on desktop, tablet, and mobile.
Everything you need to keep your schedule organized
PilotSchedule combines day-to-day scheduling with the administrative tools aviation organizations need around the schedule.
- Aircraft and resource scheduling
- Advanced reservation rules
- Cancellation policy
- Members, roles, and permissions
- Pilot privacy
- Club documents and the Club Library
- Reservation history
- Club news, alerts, and mass email
- Phone and tablet access
- Fleet management
- Backup reservations
- Multi-club support
A clear aviation schedule your members can actually use
Give pilots, students, instructors, and staff an easy way to see availability and manage reservations without relying on spreadsheets or paper schedules.
- Aircraft and resource scheduling
- Instructor scheduling
- Real-time schedule visibility
- Automatic double-booking prevention
- Backup reservations
- Maintenance reservations
- Custom schedulable resources
- Export any schedule as a PDF
- Runs on your club's own clock
- Day, Pilots, and Resources views
Export PDF fits the club day on one landscape page, keeps the reservation colours, and names the file after the view and the date.
Learn more about PilotSchedule aircraft scheduling software.
Set booking policies that match how your organization operates
PilotSchedule gives administrators practical controls over how far ahead members can book, how long reservations may last, and how much future time a pilot can hold.
- Minimum reservation duration
- Maximum reservation length
- Maximum future hours per pilot
- Maximum days in advance
- Monday to Sunday daily hour caps
- Late-reservation flexibility
- Required reservation descriptions
- Instructor editing permissions
- Book by the minute, every 15 minutes, or every 30 minutes
- Clubs open round the clock
Reservation time increments let members pick start and end times from a short list instead of scrolling through every minute, which is much quicker on phones and iPads. Maintenance reservations can be excluded from selected booking limits where the rule supports it.
Show members your cancellation policy before they cancel
Write your policy once in Club Settings and choose how many hours before a reservation it applies. Members read it at the moment it matters, instead of hearing about it afterwards.
- Your policy in your own words
- Set the hours before start when it applies
- Shown before the reservation is cancelled
- Ask the member for a reason
- Reasons saved with the cancelled reservation
- Up to 500 characters of policy text
Every club starts with the policy switched off, so nothing changes for your members until you write one.
Manage the people around your schedule
Keep pilots, instructors, staff, and administrators organized with role-based access and profiles that belong to the selected club.
- Pilot, instructor, staff, and admin roles
- Role-based permissions
- Club-specific member profiles
- Multiple administrators
- Optional public member directory
- One account can belong to multiple clubs
- Only the right people can change a reservation
- Mass email to chosen member groups
Administrators, staff, and the account owner can change or cancel any reservation. Otherwise it is the pilot on it, the instructor assigned to it, or whoever created it.
Keep pilots private when your club needs it
Some clubs and flight schools would rather pilots did not see who else is flying. Switch on Keep pilots private in Club Settings and the schedule keeps working exactly as before, with the names taken out.
- Other reservations show only as Reserved
- Time, aircraft, and instructor still shown
- Names and notes hidden from pilots
- Pilots cannot open each other's profiles
- Administrators, staff, and instructors still see everything
- Directory and member mass email switch off
Off by default. Your club stays exactly as it is until an administrator switches it on, and switching it back off restores everything.
Choose who sees each document, then give members a Library
Club documents are no longer administrators only. Decide the audience for each file, pin the ones everyone should read, and switch on a Library page where members can search everything you share with them.
- Administrators only, all members, pilots only, or instructors only
- Pin the documents everyone should read
- Add a short note members will read
- Club Library page with search
- Open and download on any device
- Separate documents on each member profile
- Licences and medicals kept with the right person
- Decide whether the member can see their own files
Documents you uploaded before this stay private until you change them, so nothing became visible to members on its own.
See how a reservation changed over time
When there is a scheduling question, administrators can review historical reservation activity instead of relying on memory or scattered messages.
- Historical reservation log
- Review reservation changes
- Cancellation reasons kept on record
- Useful for administrative follow-up
Keep members informed without leaving PilotSchedule
Use news, club alerts, and email communication for different kinds of updates, from day-to-day announcements to important notices.
- Publish club news
- Add cover images to news updates
- Display club alerts
- Dismissible alerts when appropriate
- Send mass email announcements
- Target communication to member groups
Built for the ramp, not just the clubhouse
Members check the schedule from wherever they are. PilotSchedule works as a full web app on a phone or tablet, with no app store download and nothing to install.
- Add to the home screen on iPhone and iPad
- Choose 3 hours or the whole club day on a phone
- Aircraft names stay in place as you scroll
- A drawer menu instead of a cramped sidebar
- Reservation details open beside the reservation
- Quick time picking with 15 or 30-minute steps
Tapping works everywhere hovering would, so nothing on the schedule is out of reach on a touch screen.
One simple system, flexible enough for how you operate
PilotSchedule can support a small aircraft partnership, an active flying club, an independent instructor, or an organization managing multiple clubs.
Members can use one account across multiple clubs, while club-specific profiles, roles, history, settings, documents, and schedules remain associated with the appropriate club.
PilotSchedule feature questions
Can PilotSchedule schedule more than aircraft?
Yes. In addition to aircraft and instructors, organizations can create custom schedulable resources such as simulators, classrooms, briefing rooms, examiners, and other operational resources.
Can clubs limit how members make reservations?
Yes. Administrators can configure reservation policies including minimum and maximum reservation length, maximum future hours per pilot, advance booking limits, daily hour limits, late-booking rules, booking increments, and whether a reservation description is required.
Can members book in 15 or 30-minute blocks?
Yes. Under Reservation Rules, choose whether your club books by the minute, every 15 minutes, or every 30 minutes. With 15 or 30 minutes, members pick start and end times from a short list instead of scrolling through every minute, which is much quicker on phones and tablets. Clubs stay on every minute until an administrator changes it.
Does PilotSchedule support a cancellation policy?
Yes. Club Settings has a Cancellation Policy section. Write your policy in a few sentences and choose how many hours before a reservation starts it applies. When a member cancels inside that window, they see your policy before the reservation is cancelled. You can also ask for a reason, which is saved with the cancelled reservation.
What kinds of documents can be stored in PilotSchedule?
PilotSchedule has a club document repository and separate documents on each member profile. For every club document you choose who sees it: administrators only, all club members, pilots only, or instructors only. You can pin the documents everyone should read and add a short note members will see. Member profile documents, such as licences and medicals, stay with the right person, and administrators choose whether that member can see them.
Can members see club documents themselves?
Yes. Switch on the Club Library in Club Settings under Preferences and members get a Library page listing every document shared with them, with search, pinned documents first, and the ability to open or download on any device.
Can pilots be stopped from seeing each other's reservations?
Yes. Switch on Keep pilots private and other pilots' reservations show only as Reserved, with the time, the aircraft, and the instructor. Names and notes are hidden and pilots cannot open each other's profiles, while administrators, staff, and instructors still see everything. It is off by default.
Can I export or print the schedule?
Yes. Day View, Pilots View, and Resources View can each be exported as a PDF. The export fits the club day on one landscape page, keeps the reservation colours, and names the file after the view and the date.
Can one person belong to more than one PilotSchedule club?
Yes. A user can access multiple clubs with one account. Club-specific profile information, permissions, documents, settings, history, and schedules remain associated with the appropriate club.
Does PilotSchedule work on mobile devices?
Yes. PilotSchedule is web-based and works on desktop computers, tablets, and mobile phones. You can add it to the home screen on an iPhone or iPad, and Day View on a phone lets members choose between three hours at a time or the whole club day.
Does PilotSchedule support club communication?
Yes. Clubs can publish news, display club alerts, and use mass email communication to keep members informed.