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Getting started as a crew member

This guide is for new crew members who are logging in to Flight Logger for the first time.

As a crew member, Flight Logger helps you view information connected to your own operational activities, manage your profile, access relevant documents, and review your own reports. Your school or operator controls which features are enabled, so your view may look different from another crew member’s.

1. Log in for the first time

When your user is created, you will receive a welcome email from Flight Logger. Use the link in that email to set your password and log in.

After logging in, start by checking your own profile. You may be able to update your own information and review the details connected to your user.

If anything is incorrect and you cannot edit it yourself, contact your administrator.

2. What you can normally see as a crew member

With the Crew role, you may normally be able to:

  • view and update your own profile
  • search in the user menu
  • view other enabled crew members, if crew privacy allows it
  • view enabled staff members, if staff privacy allows it
  • view your own operations
  • view documents connected to your own operations
  • view customer records and customer documents, if used
  • view your own income and expenses reports, if enabled

You will not automatically have access to student training records, instructor tools, rental tools, all bookings, or account settings.

3. Use your own profile

Your profile is where you can find information connected to your user.

Depending on your setup, this may include:

  • personal information
  • profile image
  • documents
  • bookings or operational activities
  • income report
  • expense report
  • signed documents, if enabled

If your organization requires crew documents, make sure they are uploaded and kept up to date.

4. View crew and staff users

Crew members may be able to see other enabled crew members and staff members.

This depends on your organization’s privacy settings. If crew or staff privacy is enabled, these users may not be visible to you.

You will normally not be able to view students, instructors, renters, or administrators unless you have additional permissions.

5. View your operations

If you are assigned to an operation, you may be able to view it in Flight Logger.

You may see operational activities where you are added as:

  • PIC
  • crew member

The operation may include details such as:

  • date and time
  • aircraft or resource
  • assigned crew
  • customer information, if relevant
  • documents
  • operational notes
  • status or completion information
6. Complete an operation, if allowed

Crew members may be able to complete an operation booking when they are assigned to it, especially when assigned as PIC.

The exact workflow depends on your organization’s setup, but you may be asked to review or enter operational details before completing it.

If you cannot complete an operation, contact the person responsible for operations or scheduling.

7. View documents

You may be able to view documents connected to your own operations.

These can include operational documents, customer documents, or other files your organization attaches to the activity.

You may also have documents connected to your own user profile, depending on your organization’s requirements.

8. View reports

Your profile may include report options such as:

  • income report
  • expenses report
  • signed documents
  • other user-level reports, if enabled

The reports available to you depend on your organization’s modules and permissions.

9. Availability and duty time

Some organizations use availability or duty time for crew members.

If enabled, you may be able to view or manage your availability or duty time. If you do not see these options, your organization may not use them for crew members, or they may be managed by scheduling or admin users.

10. Common first-time questions

Why can’t I see students or instructors?
The Crew role does not normally include access to students or instructors.

Why can’t I see another crew member?
The crew member may be disabled, outside your access, or hidden because of crew privacy settings.

Why can’t I see operations?
You may only see operations where you are assigned as PIC or crew. If an operation is missing, ask your scheduler or administrator to check the assignment.

Why can’t I complete an operation?
You may not be assigned with the correct role, or your organization may require someone else to complete it.

Why does my view look different from another crew member’s?
Your access depends on your role, privacy settings, enabled modules, and any extra permissions assigned to your user.

11. Best practice for your first day

Before using Flight Logger for the first time, we recommend that you:

  1. Log in and check your profile.
  2. Review your visible menu items.
  3. Check whether your assigned operations are visible.
  4. Open an operation and review the details.
  5. Confirm whether you need to upload or review documents.
  6. Check whether availability or duty time is used by your organization.
  7. Ask your administrator if expected operations, documents, or reports are missing.