This guide takes you from an activated PPR module to a working end-to-end flow: a visiting pilot submits a request on your website, your team gets notified, and the accepted flight appears in your scheduler. Budget about fifteen minutes.
Before you start: the PPR module is activated per organisation by Aerolync. If you do not see the PPR module, contact us first.
1. Check who may handle PPR
PPR rights are part of the Aerodrome Commander system role by default: viewing, creating/editing and accepting or rejecting requests. Assign that role to the people who will handle PPR, or grant the individual PPR permissions to another role under Settings → Roles. Accepting and rejecting sends e-mails to the pilot, so keep that permission with people who act on behalf of the aerodrome.
2. Open the widget settings
Go to PPR → Widget. The first time you open this screen, your widget is created automatically with a unique sitekey and sensible defaults — there is nothing to request or install. On the General tab, check the header name and ICAO (prefilled from your aerodrome), pick your base colour and the position on the page.
3. Connect the scheduler and get your PPR line
On the PPR Request tab, switch on Show PPR requests in the scheduler and select the calendar the requests should appear in. Leave the line selection on automatic and save: a dedicated "PPR" line is created in that calendar for you.
A few things to know about this line:
- It only exists once you enable the scheduler integration — activating the PPR module alone does not create it.
- It is a back-office instrument: requests appear on it with a PPR PENDING or PPR ACCEPTED badge, rejected requests disappear, and the line cannot be booked manually — not by dragging in the scheduler and not via the booking form.
- Pilots never see the line in the Pilot App.
4. Set your opening hours
Under Settings → Aerodrome → Opening hours you define when your aerodrome is open: seasons (for example summer and winter), a weekly schedule with fixed times or sunrise/sunset, and exception dates. See the opening hours documentation.
Visiting pilots see these hours in the widget, and a request with an arrival time outside them is flagged — to the pilot before sending, and to your team on the request. If you want to refuse such requests entirely, enable Block requests outside opening hours on the widget's PPR Request tab.
5. Configure who gets notified
Under Settings → e-Mail notifications → PPR request notifications, choose who is alerted of every new request: fixed e-mail addresses, everyone holding selected roles or carrying selected labels, and optionally the aerodrome commander on duty at the time of the request. Without any recipients, requests only surface when someone opens the platform.
6. Restrict the widget to your website
On the Advanced tab, fill in Allowed domains with every hostname of your website (for example example.com and www.example.com). The widget then refuses to load anywhere else. Review the auto-open behaviour while you are there.
7. Embed and test
Copy the embed code from the General tab and place it just before the closing </body> tag of your website (your web developer finds the technical details in the integration reference). Then run one test end-to-end:
- Submit a request through the widget on your website.
- Check that your team receives the notification and the pilot the acknowledgement.
- See the request appear as PPR PENDING in the scheduler.
- Accept it in the PPR module with a short message — the pilot receives the decision mail and the scheduler line turns green.
That is the whole loop. Details per screen: module overview and website widget.