The Relations module is the people management hub of Aerolync. Every person your organisation works with -- whether a club pilot, student pilot, flight instructor, staff member, or external contact -- is stored as a relation record. From this single module you can manage personal details, track licence validity, control subscriptions, review financial transactions, configure invoicing, set permissions, and handle flight instructor-specific follow-up.
Relations connects to almost every other module in Aerolync. When you create a booking, generate an invoice, log a flight, or check licence validity, the platform pulls data from the relation record behind the scenes. Keeping relation records accurate and complete is therefore one of the most important day-to-day tasks for platform administrators.
What you see
When you open Relations from the main navigation, the platform shows the Relation list. From there you can search for an existing person, create a new relation, or open a relation record to work in its tabbed sections.
Each relation record is organised into tabs. Not every tab applies to every person -- the tabs you use depend on the person's role and how your organisation uses Aerolync.
The available tabs are:
- Personal details -- name, address, phone, email, identity information, emergency contact, and notes
- Licences -- read-only view of pilot-managed licence data from the Pilot App
- Subscriptions -- active memberships or access products with state, dates, and fees
- Finance -- running ledger of debits and credits specific to this person
- Billing -- invoice address, VAT settings, proforma preview, and automatic billing controls
- Account -- active status, permissions, booking rule overrides, roles, labels, and Aerolync account management
- FI -- flight instruction rate and standardization history (flight instructors only)
When to use Relations
Open Relations whenever you need to work on one specific person's record. Common reasons include:
- Creating a new relation for someone who joins your organisation
- Updating contact details after a person moves or changes phone number
- Checking whether a pilot's licence is still valid before an upcoming flight
- Adding or renewing a subscription so the person can book aircraft
- Reviewing someone's financial balance or printing an account statement
- Setting up billing so invoices go to the right address with the correct VAT details
- Sending an Aerolync invite so the person can log in to the Pilot App
- Granting administrator, flight instructor, or aerodrome commander permissions
- Updating a flight instructor's hourly rate or reviewing their standardization sessions
How a relation record is organised
Most work in Relations follows the same pattern:
- Open Relations from the main navigation.
- Find the correct person in the Relation list, or create a new record.
- Open the relation record.
- Navigate to the tab that matches the task you need to complete.
- Make your changes and save.
- Return to the list when you need to work on another person.
Think of Relations as one record with many tabs rather than a single list view. The list is your starting point, but the real work happens inside the individual record.
Setting up a new relation step by step
When a new person joins your organisation, follow this workflow to make sure their record is complete:
- Go to the Relation list and click Add new.
- Fill in the internal ID, first name, last name, and email address, then save.
- Open the new record and go to Personal details. Complete the full profile: address, phone numbers, date of birth, nationality, and emergency contact.
- Go to Subscriptions and add the appropriate subscription so the person has access to the services they need.
- Go to Billing and configure the invoice address, VAT settings, and automatic billing preferences.
- Go to Account. Set the person's active status, assign the correct permissions and roles, and send the Aerolync invite so they can log in to the Pilot App.
- If the person is a flight instructor, go to FI and set the flight instruction rate.
Not every relation needs every step. An external contact may only need personal details. A student pilot will need a subscription and account access but may not need billing configured right away. Adapt the workflow to the person's role.
How Relations connects to other modules
Relations is the foundation that other modules rely on:
- Schedule -- booking permissions, calendar groups, and subscription status come from the relation record
- Finance -- the organisation-wide Finance module aggregates data from individual relation ledgers
- Fleet -- flight logs and aircraft usage link back to the pilot's relation record
- Standardization -- flight instructor standardization sessions appear on the FI tab
- Settings -- subscription types, default booking rules, and role definitions configured in Settings apply to individual relations
When something is not working as expected in another module, the relation record is often the first place to check.
Page structure in this documentation
The Relations documentation follows the same structure as the tabs inside a relation record:
- Relation list -- finding, filtering, and creating relations
- Personal details -- profile and contact information
- Licences -- pilot licence review
- Subscriptions -- membership and access management
- Finance -- individual financial ledger
- Billing -- invoice configuration and automation
- Account -- permissions, booking rules, and account access
- FI -- flight instructor rate and standardization
Good practice
- Complete records early. Fill in personal details, subscriptions, and account settings as soon as a new relation is created. Incomplete records cause problems later when the person tries to book, receive invoices, or log in.
- Keep contact details current. Outdated email addresses lead to missed invoices and failed invitations. Review personal details whenever a relation reports communication problems.
- Use roles and labels consistently. Well-maintained roles and labels make filtering, reporting, and permission management much easier across the organisation.
- Review before granting permissions. Check that personal details, subscriptions, and billing are set up correctly before giving someone administrator or flight instructor access.
- Check the relation record first when troubleshooting. Most operational issues -- failed logins, booking errors, missing invoices, expired subscriptions -- can be traced back to something in the relation record.