Licences

The Licences tab gives administrators and flight instructors a read-only view of the licences and ratings that a pilot manages through the Aerolync Pilot App. Use this tab to check whether a person's licences are valid, inspect licence details, verify reference numbers, and review uploaded scans -- all without asking the pilot to show you their documents in person.

This tab is read-only on the platform side. Pilots add, update, and maintain their own licence data in the Pilot App. The platform displays whatever the pilot has entered, so the accuracy of this tab depends on the pilot keeping their Pilot App profile up to date.

What you see

When you open the Licences tab, the platform displays a list of all licences associated with the relation. Each licence row shows the following information:

• Category -- the type of licence, such as PPL, CPL, ATPL, LAPL, or a rating/endorsement
• State -- the current validity state of the licence. This indicates whether the licence is valid, expired, or in another state that affects operational readiness
• Description -- a text description of the licence, often including the specific type or scope
• Reference -- the licence number or identifier as entered by the pilot

You can click on any licence row to open its full detail view, which may include additional information such as validity dates and attached document scans.

Important: this tab is read-only

Platform administrators and flight instructors cannot add, edit, or delete licences from this tab. All licence management happens in the Aerolync Pilot App, where the pilot is responsible for keeping their own licence data current.

This design ensures that the pilot remains the owner of their licence information. The platform provides a convenient way for staff to review that information without duplicating data entry.

For this tab to show any data, the relation must have a linked Aerolync account. If no account is linked, the Licences tab will be empty regardless of whether the person holds licences in real life. Make sure the relation has been invited and has accepted the invitation before relying on this tab for licence checks.

Common tasks

Check whether a pilot is operationally ready

1. Open the relation record for the pilot.
2. Navigate to the Licences tab.
3. Review the State column for each licence in the list.
4. Confirm that all required licences show a valid state.
5. If any licence shows as expired or invalid, do not approve the pilot for operational use until the issue is resolved.

Open a licence to review its full details

1. Open the relation record and go to the Licences tab.
2. Click on the licence row you want to inspect.
3. In the detail view, review the full licence information including validity dates, reference numbers, and any additional remarks.
4. Check whether a document scan is attached if your organisation requires visual verification.
5. Close the detail view to return to the licence list.

Verify a licence number

1. Open the relation record and go to the Licences tab.
2. Locate the licence in the list.
3. Check the Reference column for the licence number.
4. If you need more detail, click the licence row to open the full record and compare the number against your external records or regulatory requirements.

Review attached licence scans

1. Open the relation record and go to the Licences tab.
2. Click on the licence you want to verify.
3. In the detail view, look for the attached scan or document image.
4. Verify that the scan matches the licence details shown in the record.
5. If no scan is attached, ask the pilot to upload one through the Pilot App.

Handle missing or incorrect licence data

When licence information is missing, outdated, or incorrect, the correction must happen in the Pilot App, not on the platform. Follow these steps:

1. Open the relation record and go to the Licences tab.
2. Note which licence data is missing or incorrect.
3. Contact the pilot and ask them to update their licence information in the Aerolync Pilot App.
4. After the pilot confirms the update, return to the Licences tab and verify that the changes are reflected.

If the Licences tab is completely empty, check the Account tab to confirm that the relation has a linked Aerolync account. Without a linked account, no licence data can appear.

Pre-flight licence check for an upcoming booking

1. Open the relation record for the pilot who has an upcoming booking.
2. Go to the Licences tab.
3. Confirm that the relevant licence category is present and shows a valid state.
4. If the licence is expired or missing, contact the pilot before the flight to resolve the issue.
5. If the licence is valid, proceed with confidence that the pilot's credentials are current.

Good practice

• Check licences proactively. Do not wait until the day of a flight to discover that a licence has expired. Review licence validity regularly, especially for active pilots.
• Encourage pilots to keep their Pilot App profile current. The platform can only display what the pilot has entered. Remind pilots periodically to update their licence data, especially after renewals, revalidations, or new ratings.
• Verify scans when your organisation requires it. Some organisations require that a scan of the physical licence is on file. Use the detail view to confirm that scans are attached and legible.
• Combine licence checks with subscription and account checks. A pilot with a valid licence but an expired subscription or inactive account still cannot operate. Use the Licences tab together with Subscriptions and Account for a complete readiness picture.
• Use the relation list icons for quick screening. Before opening individual records, use the licence validity icons on the Relation list to identify which pilots need attention. This saves time when managing many relations.