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Create Users

Create users to give team members access to FlightLogger Maintenance.

Each user should represent a person who needs access to your maintenance account. Users may include planners, technicians, stores staff, purchasing users, compliance users, certifying staff, account administrators, or other people involved in your operation.

Creating users is usually one of the first setup steps because users need access before they can work with aircraft, inventory, work orders, purchasing, workshop tasks, or compliance records.

Before you create a user

Before creating a user, decide what the person needs to do in FlightLogger Maintenance.

Prepare:

  • The user’s name
  • The user’s email address
  • Their role in your organization
  • Which areas of the system they need access to
  • Whether they need read-only or operational access
  • Whether they should be able to create, edit, approve, release, complete, or manage records
  • Whether they need personnel authorizations for controlled maintenance activity

This helps ensure the user receives the correct access from the start.

Why user setup matters

FlightLogger Maintenance is a controlled maintenance system. Users may be able to view aircraft data, create work orders, release work, record time, manage stock, approve invoices, or complete signoffs depending on their access.

For this reason, user setup should be done carefully.

A user should have enough access to perform their work, but not more access than they need.

This supports:

  • Operational control
  • Data quality
  • Traceability
  • Security
  • Compliance
  • Audit readiness

Users, roles, and authorizations

When creating users, it is important to understand the difference between users, roles, and authorizations.

A user is the person who can log in to FlightLogger Maintenance.

A role controls what the user can see and do in the system.

A personnel authorization defines what the person is approved to do from a maintenance or compliance perspective.

For example, a technician may need a role that gives access to Workshop. But if the technician also needs to complete controlled signoffs, the relevant personnel authorization may also be required.

Roles and authorizations work together, but they are not the same thing.

How to create a user

To create a user:

  1. Go to Administration.

  2. Open Users.

  3. Select New User or the equivalent create action.

  4. Enter the user’s details.

  5. Add the user’s email address.

  6. Assign the relevant role or roles.

  7. Save the user or send the invitation.

The exact button names may vary depending on your account setup and permissions.

Assigning roles during user creation

When creating a user, assign roles based on the person’s actual responsibilities.

For example:

  • A planner may need access to aircraft, defects, recurring maintenance, work orders, and work packages.
  • A technician may need access to active work orders, tasks, time entries, tools, and signoffs.
  • A stores user may need access to inventory, receiving inspections, reservations, pick lists, stock counts, and adjustments.
  • A purchasing user may need access to suppliers, order requests, purchase orders, and invoices.
  • A compliance user may need access to technical records, AD/SB/SL assignments, and compliance documentation.
  • An account administrator may need access to users, roles, account settings, templates, integrations, and setup tools.

Avoid assigning broad access unless the user truly needs it.

Invitations

Depending on your setup, creating a user may send an invitation to the user’s email address.

If the user has not accepted the invitation, they may not be able to log in yet.

Administrators may need to review pending invitations, resend invitations, or confirm that the email address was entered correctly.

After creating a user

After the user has been created, check that the setup is correct.

Review:

  • The user’s name and email
  • Assigned role or roles
  • Whether the user can access the expected areas
  • Whether any required personnel authorizations are missing
  • Whether the user belongs to the correct account
  • Whether the invitation has been accepted

If possible, confirm access before the user needs to perform time-sensitive operational work.

If a user cannot see a page

If a user cannot see a page, menu item, or action, it is usually related to access.

Check:

  • Whether the user has accepted the invitation
  • Whether the user is in the correct account
  • Whether the correct role is assigned
  • Whether the role includes the required permissions
  • Whether the feature is enabled for the account
  • Whether the page is only available during setup mode
  • Whether a personnel authorization is required for the action

Do not assume all users will see the same navigation.

FlightLogger Maintenance shows pages and actions based on permissions, account setup, and enabled features.

Best practices

  • Create users only for people who need access.

  • Use each person’s correct work email address.

  • Assign roles based on real responsibilities.

  • Start with limited access and expand if needed.

  • Avoid giving administrator access to users who only need operational access.

  • Review access before go-live.

  • Remove or deactivate users who no longer need access.

  • Review users regularly as your organization changes.

  • Keep personnel authorizations aligned with real qualifications and responsibilities.

Summary

Users give people access to FlightLogger Maintenance.

Correct user setup helps ensure each person can do their work while keeping maintenance data controlled and traceable.

Before creating a user, decide what the person needs to do, assign the right role, and check whether personnel authorizations are also required.