The Personal details tab is the first tab inside a relation record and the first one you should complete after creating a new relation. It holds all of the person's core profile information: name, address, contact numbers, email, identity data, date of birth, nationality, emergency contact, and internal notes.
Accurate personal details are essential because other parts of Aerolync rely on this data. The email address is used for sending invoices and Aerolync account invitations. The name and address appear on invoices unless a separate billing profile is configured. The emergency contact (ICE) information is critical for operational safety. Keeping this tab complete and up to date prevents problems downstream.
What you see
When you open the Personal details tab, you will find the following fields organised into logical groups:
Name and addressing
| Field | Description |
|---|---|
| First name | The person's given name |
| Last name | The person's family name |
| Gender | Used for addressing and communication |
| Language | The preferred language for platform communication |
Address
| Field | Description |
|---|---|
| Street and number | The postal address |
| Postal code | The zip or postal code |
| City | The city or town |
| Country | The country of residence |
Contact information
| Field | Description |
|---|---|
| Email address | The primary email used for all platform communication, invitations, and invoices |
| Phone number | The primary phone number |
| Mobile phone | A secondary or mobile number if applicable |
Warning
The email address is used for invitations, invoices, and all platform communication. An incorrect email causes cascading problems across invoicing and account access.
Identity and personal information
| Field | Description |
|---|---|
| Date of birth | The person's birth date |
| Place of birth | The city or location of birth |
| Nationality | The person's nationality |
| Profession | The person's occupation or professional role outside the organisation |
| ID or register number | An identity document number or national register reference |
Emergency contact (ICE)
| Field | Description |
|---|---|
| ICE name | The name of the person to contact in an emergency |
| ICE phone | The phone number for the emergency contact |
| ICE relationship | The relationship of the emergency contact to the relation (e.g., spouse, parent, partner) |
Important
Every relation who will fly or participate in operational activities should have an emergency contact on file.
Additional information
| Field | Description |
|---|---|
| External ID | A reference number from an external system, useful when migrating data or maintaining parallel records |
| Internal notes | A free-text field for staff-only context. Visible only to administrators and flight instructors, not to the relation through the Pilot App. |
How changes from the Pilot App appear
When a relation has a linked Aerolync account and uses the Pilot App, they can update parts of their own profile -- such as their address, phone number, or email. These changes are reflected on the Personal details tab automatically. You do not need to re-enter information that the person has already updated through the app.
Note
If you notice unexpected changes on this tab, check whether the relation recently updated their profile in the Pilot App.
Common tasks
Complete a new relation after creation
- Open the newly created relation record.
- Navigate to the Personal details tab (it should be selected by default).
- Fill in the first name and last name if they were not already entered during creation.
- Enter the full postal address including street, postal code, city, and country.
- Enter the email address. Double-check this field carefully -- it is used for invitations, invoices, and all platform communication.
- Enter the phone number and mobile phone if available.
- Enter the date of birth and nationality.
- Fill in the emergency contact (ICE) section with the name, phone number, and relationship of the person to contact in an emergency.
- Add any relevant information in the profession, place of birth, or ID/register number fields.
- Use the internal notes field if there is any staff-only context that does not fit in a structured field.
- Click Save to store the record.
Update contact details
- Open the relation record and go to the Personal details tab.
- Locate the field that needs updating (email, phone, address, or other).
- Replace the old value with the new one.
- Click Save.
Warning
If the change involves the email address, check the Billing and Account tabs afterward. An email change may affect where invoices are sent and whether account invitations reach the correct inbox.
Add or update the emergency contact
- Open the relation record and go to the Personal details tab.
- Scroll to the ICE section.
- Enter or update the ICE name, ICE phone, and ICE relationship fields.
- Click Save.
Every relation who will fly or participate in operational activities should have an emergency contact on file.
Add internal notes for staff
- Open the relation record and go to the Personal details tab.
- Scroll to the Internal notes field.
- Type the note. Be clear and factual -- other administrators and flight instructors can read this field.
- Click Save.
Use internal notes for information that does not fit in a structured field, such as special arrangements, known issues, or reminders for other staff members.
Correct identity or nationality data
- Open the relation record and go to the Personal details tab.
- Update the nationality, date of birth, place of birth, or ID/register number as needed.
- Click Save.
Identity data may be referenced during licence checks or regulatory follow-up, so accuracy matters.
Good practice
- Complete personal details immediately after creation. A relation record with only a name and email is not operationally useful. Fill in as much information as possible during the initial setup.
- Keep email addresses current. The email field drives communication, invitations, and invoicing. An outdated email causes cascading problems. If a relation reports that they are not receiving emails, check this field first.
- Always fill in the emergency contact. ICE information is a safety requirement for anyone who participates in flying activities. Make it part of your standard onboarding checklist.
- Use structured fields before relying on notes. If the information fits in a specific field (nationality, profession, date of birth), put it there rather than in the notes. Structured data is searchable and consistent; free text is not.
- Review this tab when communication fails. If an invitation does not arrive, an invoice bounces, or a phone call does not connect, the Personal details tab is the first place to check.
- Coordinate with the Pilot App. Encourage relations to keep their own profile up to date through the Pilot App. This reduces administrative overhead and ensures the person has control over their own contact information.