Manual entries and export

This page covers two functions that extend the Flight register beyond its core movement list: adding entries manually and producing exported or printed copies of the register.

When to use manual entries

Most movements reach the Flight register automatically through the Pilot App. Manual entries are needed when this automatic flow did not capture a movement or when the register requires a correction. Common situations include:

• A movement was not logged through the app — the pilot did not use the app for departure or arrival, or the app was unavailable at the time of the movement
• A correction is needed — an existing entry has incorrect details, or a movement was registered against the wrong aircraft, route, or time
• A historical entry must be added — a movement from an earlier date needs to be entered into the register after the fact
• A non-app movement needs recording — an airfield action such as an opening, closing, or other operational status event was not captured automatically and needs to appear in the register
• A visiting aircraft movement must be recorded — a transient aircraft departed from or arrived at the aerodrome without using the Pilot App

Adding a manual entry step by step

1. Open Flight register from the main navigation.
2. Select Add Reg. from the module navigation or toolbar.
3. Choose the correct movement type for the entry you are adding. The movement type determines whether this is a flight departure, flight arrival, airfield opening, airfield closing, or another operational action.
4. Set the date of the movement. This should be the actual date on which the movement occurred, even if you are entering it on a later date.
5. Enter the aircraft registration and aircraft type. For non-flight entries such as airfield openings, these fields may not apply.
6. Enter the departure time and arrival time as applicable. Not all movement types require both times.
7. Enter the departure airfield and arrival airfield. For local movements, these may be the same airfield.
8. Select the flight type that applies to this movement (for example, training, private, commercial, or test).
9. Enter the POB (persons on board) count.
10. Enter the PIC (pilot in command) name.
11. Add any relevant information in the remarks field. Keep remarks short and operationally useful.
12. Review all fields to confirm accuracy.
13. Save the entry. The new movement will appear in the movement list at the correct chronological position.

Fields reference

Each manual entry can include the following fields:

• Movement type — the kind of movement or airfield action being recorded. This is the most important field because it determines which other fields are relevant.
• Date — the date on which the movement took place. Always use the actual movement date, not the date of data entry.
• Aircraft registration — the registration marking of the aircraft (for example, ZS-ABC). Required for flight movements.
• Aircraft type — the type or model of the aircraft (for example, Cessna 172). Required for flight movements.
• Departure time — the time at which the aircraft departed. Required for departure movements.
• Arrival time — the time at which the aircraft arrived. Required for arrival movements.
• Departure airfield — the airfield from which the flight departed.
• Arrival airfield — the airfield at which the flight arrived.
• Flight type — the category of flight (for example, training, private, commercial, test).
• POB — the number of persons on board.
• PIC — the name of the pilot in command.
• Remarks — free-text notes for any additional context. Use this for brief operational notes, not lengthy descriptions.

Avoiding duplicate entries

Before adding a manual entry, always check whether the movement is already present in the register:

1. Open the movement list.
2. Search by aircraft registration, PIC, or the relevant airfield.
3. Check the date and times to see if a matching entry exists.
4. Only proceed with a manual entry if no matching record is found.

Duplicate entries create confusion in the register and can lead to inaccurate movement counts or reporting. If you find that an existing entry has incorrect details, it is better to correct the existing entry rather than add a new one alongside it.

Export and printing

The Flight register supports producing copies of the movement list for external use. This includes both digital export and printed output.

When to export or print

• Regulatory reporting — when the aerodrome authority or a regulatory body requires a copy of the movement register for a specific period
• Record-keeping — when a backup or archival copy of the register is needed outside of the system
• Operational handover — when movement data needs to be shared with staff who do not have access to the system
• Audit preparation — when the register needs to be reviewed externally as part of an audit or inspection

How to export or print the register

1. Open Flight register to view the movement list.
2. If needed, filter the list to the date range or criteria you want to include in the export.
3. Select the export or print function from the module navigation or toolbar.
4. Choose the output format or confirm the print action.
5. Save the exported file or collect the printed output.
6. Verify that the exported content matches what you see in the movement list, especially if filters were applied.

Common tasks

Add a historical movement that was missed

1. Confirm the movement is not already in the register by searching for the aircraft and date.
2. Select Add Reg. from the module navigation.
3. Set the movement type, date, and all relevant fields using the actual historical values.
4. Add a remark such as "entered retrospectively" to provide context.
5. Save the entry and verify it appears in the correct position in the movement list.

Correct an existing entry

1. Locate the entry in the movement list using search.
2. Open the entry details.
3. Update the fields that need correction.
4. Add a remark noting the correction if appropriate.
5. Save the changes.

Export movements for a specific date range

1. Open the movement list.
2. Apply date filters to show only the period you need.
3. Use the export function to produce the output.
4. Verify the exported file covers the correct date range and includes all expected entries.

Good practice

• Always confirm that a movement is not already in the register before adding a manual entry
• Use the correct movement type for each entry so that the register accurately reflects what happened
• Enter the actual date and time of the movement, not the date and time of data entry
• Keep remarks brief and operationally relevant
• When correcting an entry, add a short remark noting the correction for audit trail purposes
• Export or print the register only when an external copy is genuinely needed, and verify the output after producing it
• Coordinate with other staff before adding entries for movements you did not directly observe, to ensure accuracy