Before You Start: Data Requirements

FlightLogger Maintenance connects aircraft, maintenance planning, inventory, purchasing, workshop execution, technical records, and compliance. The quality of your setup depends on the quality of the data you bring into the system.

You do not need to configure everything on day one. Start with the data needed to support your core maintenance workflow.

1. Account and organization setup

Before adding operational data, decide how your account should be structured.

Prepare:

• Account name and basic account settings
• Main currency and purchasing currency needs
• Units of measure used for stock, tools, and maintenance
• Whether setup mode or import tools will be used
• Which users should have access during implementation

This helps ensure the system is configured correctly before maintenance data is added.

2. Users, roles, and permissions

FlightLogger Maintenance uses roles and permissions to control what users can see and do.

Prepare a list of users and their responsibilities, such as:

• Account administrators
• Maintenance planners
• CAMO or airworthiness users
• Workshop technicians
• Certifying staff
• Stores or warehouse users
• Purchasing users
• Quality or compliance users

Also consider which users should be allowed to approve, release, complete, sign off, import, or configure system settings.

A role name alone does not automatically define all access. Permissions should match the user’s actual responsibilities.

3. Personnel authorizations

Personnel authorizations define what a person is allowed to do within your maintenance organization.

Prepare information about:

• Certifying staff
• Inspection authorizations
• Functional test authorizations
• CRS or release-related authorizations
• Aircraft model coverage
• Effective dates and expiry dates

This is important because a person’s qualification or certificate is not the same as account-granted authority inside FlightLogger Maintenance.

4. Aircraft and aircraft models

Aircraft data is the foundation for maintenance planning.

Prepare:

• Aircraft registrations or call signs
• Aircraft models or types
• Aircraft status
• Usage counters such as hours, cycles, landings, tach time, or other logs
• Any aircraft model relationships or shared configuration
• Which aircraft should be connected to FlightLogger, if relevant

Aircraft models and aircraft records should be set up carefully, because they affect maintenance planning, applicability, due calculations, components, and reporting.

5. Usage data and counters

Maintenance due calculations often depend on usage data.

Prepare:

• Which counters are used for each aircraft
• Current hours, cycles, or other usage readings
• Historical usage if available
• Counter names and units
• Any mapping between FlightLogger usage data and FlightLogger Maintenance counters

If usage data is missing or mapped incorrectly, due dates and maintenance status may be incomplete or uncertain.

6. Recurring maintenance and AMP requirements

Before planning maintenance, identify what recurring or program-based maintenance needs to be tracked.

Prepare:

• Recurring maintenance requirements
• Calendar-based requirements
• Hours-based requirements
• Cycle-based requirements
• AMP Programs, if used
• AMP revisions and applicability rules
• Task descriptions or references
• Required signoff expectations, if known

This helps planners generate and manage work in a structured way instead of creating disconnected manual work orders.

7. Defects and open maintenance

If you are moving from another system, prepare current open maintenance items.

This may include:

• Open defects
• Deferred defects
• Existing work orders
• Planned work
• Ongoing maintenance events
• Current aircraft downtime or restrictions
• Open compliance actions

If FlightLogger is connected, some defects may originate from FlightLogger. FlightLogger Maintenance remains the system where maintenance handling, repair closure, and technical records are managed.

8. Inventory data

Inventory setup is important because parts availability affects planning and workshop execution.

Prepare:

• Inventory item list
• Part numbers and descriptions
• Stock quantities
• Locations
• Batches or lots
• Serialized items
• Expiry dates
• Certificates or documentation
• Tool records
• Calibration information, if tools are controlled
• Current holds or quarantined stock

FlightLogger Maintenance tracks availability, not just quantity. Stock may be unavailable if it is reserved, held, quarantined, expired, or otherwise allocated.

9. Components

If you track installed components, prepare component and serialized-unit information.

Prepare:

• Installed components per aircraft
• Serial numbers
• Installation dates
• Component positions or hierarchy
• Life counters such as TSN, CSN, TSO, or CSO
• Component history, if available
• Whether removed components should return to stock, workshop, or another placement state

Component data supports installation history, maintenance planning, removals, and traceability.

10. Purchasing data

Purchasing setup helps your team order missing parts and connect purchasing to receiving and inventory.

Prepare:

• Supplier list
• Supplier approval status
• Supplier currencies
• Existing open purchase orders
• Order request process
• Invoice handling process
• Exchange rate needs
• Purchasing document templates, if used

Purchasing and receiving are connected. Purchase order status may depend on accepted receiving inspections rather than purchasing edits alone.

11. Technical records and compliance data

Compliance and technical records should be prepared early if they are part of your maintenance process.

Prepare:

• Existing technical records
• CRS or release documentation
• Airworthiness directives
• Service bulletins
• Service letters
• Applicability decisions
• Compliance status
• Audit-relevant documents

Completed work and approved technical records are not the same thing. A completed work order may create or support technical records, but formal review and approval can be a separate workflow.

12. FlightLogger integration data

If your organization uses FlightLogger, prepare the information needed for integration.

This may include:

• Which aircraft should be connected
• Aircraft matching information
• FlightLogger Sync settings
• OAuth application requirements
• Aircraft model sync requirements
• Hours and cycles sync requirements
• Defect sync expectations
• Who should monitor sync logs or errors

FlightLogger can provide operational inputs such as hours, cycles, and pilot-reported defects. FlightLogger Maintenance manages maintenance status, due logic, repair handling, component configuration, and compliance records.

Recommended setup order

A good starting order is:

1. Set up account settings, users, roles, and authorizations
2. Add aircraft and aircraft models
3. Configure usage counters and flight logs
4. Connect FlightLogger, if relevant
5. Import or create inventory data
6. Add suppliers and purchasing setup
7. Configure recurring maintenance or AMP requirements
8. Review open defects and existing work
9. Prepare workshop users and execution workflows
10. Add compliance and technical record data

You can refine the setup over time. The most important thing is to start with the data that supports your real maintenance workflow.

Tips before importing data

Before importing or creating large amounts of data:

• Clean up duplicate records
• Confirm naming conventions
• Check part numbers and serial numbers
• Confirm aircraft registrations and model names
• Decide which data should be imported and which should be created manually
• Make sure users and permissions are ready
• Test with a small data set before importing everything

Good preparation makes FlightLogger Maintenance easier to use and reduces the amount of cleanup needed later.