Configure Authorizations

They are different from roles and permissions. A role controls what a user can access in FlightLogger Maintenance. An authorization controls what the person is approved to perform from a maintenance or compliance perspective.

This distinction is important because a user may have access to a page without being authorized to perform controlled maintenance actions or signoffs.

What authorizations are used for

Personnel authorizations help your organization control maintenance responsibility.

They can define:

What type of work a person is approved to perform
Which aircraft models or systems the authorization applies to
Whether the person can complete inspections
Whether the person can complete functional tests
Whether the person can act as certifying staff
Whether the person can complete CRS-related signoffs
Whether the authorization has limitations or conditions
When the authorization becomes effective
When the authorization expires

Authorizations support compliance, accountability, and audit readiness.

Roles vs authorizations

Roles and authorizations are connected, but they are not the same.

A role answers: “What can this user access in the system?”

An authorization answers: “What is this person approved to do in the maintenance organization?”

For example, a technician may have a role that allows access to Workshop and active work orders.

That role may allow the technician to open tasks, record time, or add work information.

But if the technician needs to complete an inspection signoff, functional test signoff, certifying staff action, or CRS-related step, the relevant authorization may also be required.

System access does not automatically grant maintenance authority.

Certificates vs authorizations

A personal certificate or qualification is not automatically the same as an authorization inside your FlightLogger Maintenance account.

A person may hold a qualification, but your organization still needs to decide what that person is authorized to do within your account.

FlightLogger Maintenance separates this because maintenance authority is account-specific.

For example:

A person may be qualified, but not authorized for a specific aircraft model.
A person may be authorized for inspection, but not CRS.
A person may be authorized for one aircraft model, but not all aircraft models.
A person’s authorization may have an expiry date or limitation.

This helps keep operational authority controlled and traceable.

When to configure authorizations

You should configure or review authorizations when:

Setting up FlightLogger Maintenance for the first time
Adding new maintenance personnel
Adding certifying staff
Assigning inspection responsibilities
Assigning functional test responsibilities
Preparing CRS-related workflows
Adding aircraft models
Updating qualifications
A person changes responsibility
An authorization expires
Preparing for an audit
Reviewing compliance readiness

Authorizations should be kept up to date as your organization changes.

Before you configure authorizations

Before configuring authorizations, prepare:

The person or user who should receive the authorization
The type of work they are approved to perform
Relevant aircraft model coverage
Whether the authorization applies to all models or selected models
Authorization level or responsibility
Effective date
Expiry date, if applicable
Any limitations or conditions
Supporting qualification or certificate information, if required by your process

Clear preparation reduces the risk of assigning incomplete or incorrect authority.

How to configure authorizations

To configure authorizations:

Go to Administration.
Open Authorizations.
Select the relevant person or user.
Create a new authorization or update an existing one.
Define the authorization type.
Define the scope, such as aircraft model coverage.
Add effective dates, expiry dates, or limitations if required.
Save the authorization.
Review that the authorization matches the person’s real responsibility.

The exact labels may vary depending on your account setup.

What to include in an authorization

A good authorization should clearly describe what the person is approved to do.

Include:

Authorization type
Scope of approval
Aircraft model or system coverage
Effective date
Expiry date, if relevant
Limitations
Conditions
Any required reference to qualification or internal approval

Avoid vague authorizations. They should be specific enough to support daily use and later review.

How authorizations affect daily work

Authorizations may affect controlled maintenance actions and signoff workflows.

For example, authorizations may be relevant when a user needs to:

Complete an inspection
Complete a functional test
Act as certifying staff
Complete CRS-related steps
Approve or release certain maintenance documentation
Perform work that requires defined authority

If a user cannot complete a controlled action, review both their system access and their authorization setup.

How authorizations support compliance

Authorizations help show that the right person performed or approved the right work.

They support:

Maintenance control
Signoff validity
Audit readiness
Responsibility tracking
Compliance documentation
Internal quality processes

During an audit or internal review, authorizations can help explain why a person was allowed to perform a specific controlled activity.

Keeping authorizations up to date

Authorizations should not be configured once and forgotten.

Review them regularly.

Update authorizations when:

Qualifications change
Responsibilities change
Aircraft model coverage changes
Expiry dates are approaching
A person leaves the organization
A person moves to a different role
New maintenance procedures are introduced

Outdated authorizations can create compliance risk.

Common mistakes to avoid

Do not treat a role as an authorization.
Do not assume a certificate automatically grants account authority.
Do not give broad authorizations without a clear reason.
Do not forget expiry dates.
Do not leave authorizations active for people who no longer perform the work.
Do not authorize a person for all aircraft models if the approval only applies to selected models.
Do not wait until an audit to review authorization data.

Best practices

Keep authorizations aligned with real responsibilities.
Use clear authorization names and scopes.
Review authorizations before go-live.
Review authorizations regularly after go-live.
Add expiry dates where required.
Keep authorizations aligned with personnel qualifications.
Review both role access and authorizations when troubleshooting signoff issues.
Document important authorization decisions according to your internal procedures.

Summary

Authorizations define what a person is approved to do within your maintenance organization.

They are different from roles and permissions. Roles control system access. Authorizations control maintenance authority.

Correct authorization setup helps ensure that controlled maintenance actions, inspections, functional tests, certifying staff actions, and CRS-related steps are performed by the right people and remain traceable for compliance.