Getting started as a staff member

The Staff role is usually used for team members who need access to their own profile and selected operational information, but who do not need full instructor, student, booking admin, or administrator access. Your school may add extra permissions to your staff user, so your view may look different depending on your responsibilities.

1. Log in for the first time

When your school creates your user, 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. Depending on your school’s settings, you may be able to update your own information, manage your own documents, and review details connected to your user.

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

2. What you can normally see as a staff member

With only the Staff role, your access is more limited than an administrator, booking admin, instructor, or student.

You may normally be able to:

• view and update your own profile
• manage your own user documents
• search in the user menu
• view other enabled staff members, if staff privacy allows it
• view customer records and customer documents, if used by your school
• manage your own API key, if enabled for your user

You will not automatically have access to all students, instructors, bookings, reports, or account settings. These areas depend on extra permissions assigned by your school.

3. Understand optional extra permissions

Many staff users have extra access based on their job function.

For example, your school may give you permission to work with:

• bookings
• student records
• reports
• aircraft or resources
• departure and arrival
• business insights
• user balance or finance tools
• rentals
• operations

If you expected to see one of these areas but cannot find it, your administrator may need to check your permissions.

4. Use your own profile

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

Depending on your school’s setup, this may include:

• personal information
• profile image
• user documents
• your own settings
• API key access, if relevant
• reports or records connected to your user, if enabled

Staff users can normally manage their own documents. If your school uses staff document requirements, make sure your required documents are uploaded and kept up to date.

5. Search and view users

As a staff member, you may have access to the user search.

With the basic Staff role, you may be able to view other enabled staff members, unless your school has enabled staff privacy.

You will not normally be able to view students, instructors, crew, renters, or administrators unless your school has given you extra access.

6. View availability, if enabled

If your school has given your staff user permission to view availabilities, you may be able to see availability information for users whose roles have availability enabled.

This can be useful for operational staff who support scheduling or planning.

If you cannot see availability information, your user may not have the required booking or availability permission.

7. Work with bookings, if enabled

The basic Staff role does not automatically include booking access.

If your school gives you booking permissions, you may be able to:

• view bookings
• create or update bookings
• manage cancelled bookings
• view booking conflicts or warnings
• view booking-related user resources
• work with availability information

The exact options depend on the permissions assigned to your user.

8. Work with students, if enabled

Staff users do not automatically have access to student profiles.

If your role includes student-related permissions, you may be able to view areas such as:

• student profiles
• training programs
• certificates
• documents
• bookings
• theory training
• progress information

If student access is missing, ask your administrator to check your staff permissions.

9. Work with reports, if enabled

Some staff members need report access for administration, finance, compliance, or operations.

If report permissions are enabled, you may see reporting areas such as:

• user reports
• training reports
• booking reports
• finance-related reports
• business insight dashboards

If you do not see reports, your Staff role may not include report access.

10. Customer records and documents

Staff users may be able to view customer records and customer documents if your school uses customer-related functionality.

This is separate from student access. Being able to view customers does not necessarily mean you can view students, instructors, or bookings.

11. Common first-time questions

Why can’t I see students or instructors?
The basic Staff role does not automatically include access to students or instructors. Your administrator may need to add the relevant permissions.

Why can’t I see bookings?
Booking access is an extra permission. Staff users only see booking tools if the school has assigned booking access.

Why can I only see other staff members?
That is expected for a basic Staff user. Access to other user groups depends on additional permissions.

Why can’t I change account settings?
Account settings are normally managed by administrators.

Why does my view look different from another staff member’s?
Staff access is often customized. Two staff users may have different permissions depending on their responsibilities.

12. Best practice for your first day

Before you start using Flight Logger, we recommend that you:

1. Log in and check your own profile.
2. Upload or review your own documents, if required.
3. Check which menu items are visible to you.
4. Confirm whether you need access to bookings, students, reports, or other areas.
5. Ask your administrator to adjust permissions if something needed for your role is missing.
6. Avoid assuming that another staff member’s view will match yours, as permissions can differ.