Intake & Progress

The Intake & Progress tab captures the student's starting point and defines their training path. It records prior experience, training dates, flight instructor assignments, course requirements, and milestones that shape the overall progression from start to completion.

How to access the Intake & Progress tab

1. Open the Training list and find the student.
2. Click the student row to open their training record.
3. Select the Intake & Progress tab.

What the Intake & Progress tab contains

Prior experience

Record any flying experience the student brings from before this training programme. This includes:

• Previous flight hours (total, dual, solo, simulator).
• Licences or ratings already held.
• Training completed at other organisations.
• Any other relevant aviation experience.

Training dates

Flight instructor assignments

Flight instructor assignments here set the default flight instructor shown in other parts of the training record, such as when creating new Gradings entries.

Course requirements

This section reflects the requirements from the assigned course template as they apply to this specific student. It may show minimum hours, required exercises, and other course-level criteria that the student must meet for completion.

General milestones

Milestones are significant checkpoints in the student's training journey. Examples include:

• First solo flight.
• Solo cross-country completion.
• Phase check passed.
• Pre-test recommendation.
• Skill test completion.

Milestones help flight instructors and administrators quickly see which major steps the student has reached without reviewing every individual grading record.

How to set up a new student's intake

1. Open the student's training record and go to the Intake & Progress tab.
2. Enter the training start date.
3. If the student has prior experience, record it in the prior experience fields. Be specific about hours and categories.
4. Assign the primary flight instructor. Add a secondary flight instructor if applicable.
5. Verify that the correct course is assigned and that the course requirements shown are accurate for this student.
6. Save the intake information.

How to record prior experience

1. Open the Intake & Progress tab.
2. Locate the prior experience section.
3. Enter the relevant flight hours by category (dual, solo, simulator, total).
4. Note any licences or ratings already held.
5. If you have supporting documentation (such as a previous logbook copy or certificate), upload it in the Documents tab.
6. Save the changes.

How to update flight instructor assignments

1. Open the Intake & Progress tab.
2. Change the primary flight instructor or secondary flight instructor field as needed.
3. Save the changes.

How to add or update milestones

1. Open the Intake & Progress tab.
2. Locate the milestones section.
3. Add a new milestone with a description and date, or update an existing milestone.
4. Save the changes.

When to use this tab

The Intake & Progress tab is especially important in the following situations:

• New student enrolment -- every new student needs their intake information recorded at the start of training.
• Transfer students -- students who transfer from another training organisation need their prior experience carefully documented so that progress tracking is accurate from day one.
• Flight instructor changes -- when a student's primary or secondary flight instructor changes due to scheduling, availability, or other reasons.
• Training path adjustments -- when the student's training timeline or course requirements change, this tab is where those adjustments are captured.
• Milestone tracking -- when a student reaches a significant checkpoint, record it here for easy reference.

Common tasks

• Onboard a new student -- fill in the start date, assign flight instructors, and confirm the course requirements.
• Document a transfer student's background -- record prior hours and upload supporting evidence in the Documents tab.
• Change flight instructors mid-training -- update the flight instructor assignment fields.
• Record a first solo -- add a milestone entry with the date and description.
• Adjust expected completion date -- update the completion date field as the training timeline becomes clearer.

Good practices

• Fill in the Intake & Progress tab as early as possible, ideally when the training record is first created. Missing intake data leads to inaccurate progress tracking.
• Keep prior experience accurate and specific. Round numbers or guesses can cause the Summary tab to show misleading progress data.
• Use milestones for genuine, significant checkpoints in the training journey. Recording every minor event as a milestone dilutes their value and makes it harder to see the important steps at a glance.
• When a student transfers in with prior experience, always upload supporting documentation in the Documents tab. This protects the training organisation if the prior experience is ever questioned during an audit.
• Review the Intake & Progress tab periodically, especially if the student's training path has changed. Confirm that the dates, flight instructor assignments, and milestones still reflect reality.
• Coordinate with the primary flight instructor when updating this tab so they are aware of any changes to the student's training path or assignments.