New Documents and User Management Features Are Now Available in PilotSchedule

We’ve released a major update to PilotSchedule that introduces a new Documents feature, a redesigned User Management experience, and important improvements to the way member information is organized and protected across clubs.

These updates are part of a broader effort to modernize PilotSchedule while keeping the workflows flying clubs and flight schools already rely on.

New: Documents in PilotSchedule

Club administrators can now securely upload, organize, and manage important member documents directly from a member’s PilotSchedule profile.

Documents can include:

• Pilot Certificates

• FAA Medical Certificates

• Government ID / Photo ID

• Flight Review / BFR records

• Instrument Proficiency Checks

• Aircraft Checkouts and Endorsements

• Training Records

• Pilot / Renter Insurance

• Flight Instructor Certificates

• Instructor Renewals and Endorsements

• Employment / Contractor Agreements

• Safety or Operations Training

• Background Check / Clearance records

• Agreements and Waivers

• Other club or aviation records

Administrators can control the visibility of each document, allowing a file to remain Admin Only or be shared with the member through their PilotSchedule profile.

Members can then access the documents their club has shared with them from their own Documents section.

This gives clubs and flight schools one centralized place to keep important aviation and membership records connected to the correct member.

A Redesigned User Management Experience

We have also redesigned the User Management section to make member administration easier and more organized.

Club administrators can now more clearly manage:

• Member profiles

• Club roles

• Invitations and access

• Resource assignments

• Scheduling settings

• Contact information

• Flying information

• Documents

• Audit history

The goal is to bring related information together while making it easier to understand what belongs to the club and what belongs to the member’s overall PilotSchedule login.

Improved Login and Security Controls

As part of this update, PilotSchedule now provides a clearer separation between a member’s club profile and their PilotSchedule login.

A member’s profile, documents, contact information, availability, flying information, settings, and other member data are associated with their individual club profile. Their login email, password, and security settings remain part of their single PilotSchedule login.

Club administrators can continue to manage the member’s access, roles, permissions, and club-specific information, while login credentials remain under the member’s control.

When access help is needed, administrators can send secure setup or password-reset links directly to the member.

Infrastructure Improvements Behind the Scenes

This release also includes significant infrastructure upgrades designed to improve the speed, reliability, security, and overall foundation of PilotSchedule.

Some of these changes may not be immediately visible, but they are important preparation for the features and interface improvements we are continuing to build.

What’s Next: Schedule and Mobile Usability

This is the first major step in a broader series of PilotSchedule improvements.

Our next focus will be the Schedule and Calendar experience, including a more modern interface and significantly improved mobile usability.

We want scheduling, checking availability, and managing reservations to work much better from phones and tablets while preserving the scheduling workflows clubs already depend on today.

We’ll continue modernizing existing features and adding new capabilities along the way.

Document Storage

Document storage limits will be based on your PilotSchedule subscription plan. We’ll share additional details about storage allowances separately.

We Want Your Feedback

These improvements are being built for the clubs, flight schools, instructors, pilots, and staff who use PilotSchedule every day.

If you have a question, suggestion, or experience any issue with the new features, please contact us. We especially want to hear what would make PilotSchedule easier for your organization to use as we continue with the next round of improvements.