Groups and My bookings

Schedule groups control which aircraft, flight instructors, and resources appear on the day scheduler. My bookings provides a quick personal overview of your own upcoming reservations. Together, these features help you focus on the right resources and keep track of your own commitments.

Schedule groups

What schedule groups are

A schedule group is a named collection of aircraft, flight instructors, and other resources that appear together on the planning board. When you select a group in the day scheduler, only the resources belonging to that group are shown.

Groups are configured in Settings > Scheduler by administrators. As a planner or flight instructor, you select which group to view, but you do not create or modify group definitions from the Schedule module itself.

Why groups exist

Organisations use schedule groups to organise their operations when not all users need to see all resources at once. Common reasons include:

• Multiple locations -- each airfield or base has its own group containing the aircraft and flight instructors stationed there.
• Different activities -- groups can separate training flights from charter operations, or motorised aircraft from gliders.
• Team-based planning -- different flight instructor teams or student cohorts each have their own planning view.
• Simplified daily view -- even in a single-location operation, groups reduce visual clutter by showing only the resources relevant to the current task.

How groups affect what you see

The selected schedule group acts as a filter on the day scheduler. Everything you see -- aircraft rows, flight instructor rows, resource rows, and the reservations on them -- belongs to the active group.

This means:

• A reservation created in one group is only visible when that group is selected (unless the same resource appears in multiple groups).
• If you cannot find a booking on the scheduler, check whether you are viewing the correct group.
• Switching groups does not change any data. It only changes what is visible.

Selecting a schedule group

1. Open Schedule to arrive at the day scheduler.
2. In the filter bar at the top, click the schedule group selector.
3. Choose the group that matches the operation you are planning for.
4. The board reloads to show only the resources in that group.

Always verify your group selection before creating or modifying a reservation. Working in the wrong group is one of the most common sources of scheduling confusion.

Default calendar group on relations

Relations can have a default calendar group assigned in their profile in Relations. When a relation has a default group, the system may pre-select that group when working with bookings for that relation. This helps ensure bookings are placed in the correct operational context automatically.

When a booking seems to be missing

If you expect to see a reservation on the scheduler but it is not visible:

1. Check the schedule group selector. The booking may belong to a different group.
2. Check the date. You may be viewing the wrong day.
3. If the booking was created by another user or through the Pilot App, confirm which group the aircraft belongs to.
4. If the resource appears in multiple groups, check each one.

My bookings

What My bookings shows

My bookings is a personal list view that shows your own upcoming active reservations. It provides a simpler, focused alternative to scanning the full day scheduler for your own commitments.

The list includes:

• Reservations where you are assigned as the flight instructor (FI).
• Reservations where you are the booked relation (if applicable to your role).
• Key details for each booking such as date, time, aircraft, and relation.

When to use My bookings

My bookings is useful when:

• You need a quick overview of your next planned activity without scanning the full scheduler.
• You want to confirm an upcoming booking before heading to the airfield.
• You need a simpler view that only shows what is relevant to you personally.
• You are checking your schedule from a context where the full planning board is more information than you need.

How to access My bookings

You can reach My bookings from the filter bar at the top of the day scheduler. Click the My bookings link to open the personal list view.

Returning to the full scheduler

My bookings is a convenience view, not a planning tool. When you need to create, edit, or cancel a reservation, or when you need to see the full operational picture, return to the day scheduler.

From My bookings, navigate back to Schedule to return to the planning board.

How groups and bookings connect to other modules

Relations and booking limits

Booking limits configured in Relations apply when creating reservations. A relation may have restrictions on how many active bookings they can have, or other constraints that affect scheduling. These limits are enforced regardless of which schedule group you are working in.

Fleet and aircraft status

Aircraft availability and status come from Fleet. When an aircraft is marked as unavailable or under maintenance in Fleet, that status appears as a blocked period on the aircraft's row in the scheduler. This applies across all schedule groups that include the aircraft.

Pilot App schedule view

Bookings created in Schedule are visible in the Pilot App. Pilots can view their upcoming flights and, depending on configuration, create their own bookings from the app. These app-created bookings then appear on the day scheduler in the appropriate group.

Common tasks

Planning for a specific operational group

1. Open Schedule.
2. Select the schedule group that matches the operation (for example, "Training - Main Base").
3. Navigate to the desired date.
4. Review the board for availability across all aircraft and flight instructors in that group.
5. Create reservations as needed. See Reservations for the full workflow.

Checking your own schedule for the week

1. Open Schedule and click My bookings in the filter bar.
2. Review the list of your upcoming reservations.
3. Note dates, times, aircraft, and assigned relations.
4. If you need to make changes, return to the day scheduler and navigate to the relevant day.

Finding which group contains a specific aircraft

1. Open Schedule.
2. Use the group selector to switch between available groups.
3. Scan the aircraft rows in each group until you find the aircraft you are looking for.
4. Alternatively, ask your administrator to check the group configuration in Settings > Scheduler.

Verifying group setup before a busy period

1. Open Schedule and select the first group you want to review.
2. Step through the upcoming days to check aircraft and flight instructor coverage.
3. Switch to each additional group and repeat.
4. Note any groups where flight instructor availability is thin or aircraft are blocked for maintenance.
5. Coordinate with administrators or flight instructors to address gaps before the busy period.

Good practice

• Treat schedule groups as operational boundaries, not just visual filters. The group you select determines the context for all planning actions. Always confirm you are in the correct group before creating or editing a booking.
• Select the right group before you start planning. Switching groups after you have already started reviewing the board can lead to confusion about what you saw and where.
• Use My bookings for personal follow-up, but rely on the full scheduler for planning decisions. My bookings gives you a quick personal view, but it does not show the operational context (other bookings, flight instructor availability, aircraft conflicts) that you need for informed planning.
• Review group assignment when a booking seems to be missing. Before assuming a booking was deleted or lost, check all relevant schedule groups.
• Coordinate with your administrator when groups need changes. If you regularly need to see resources that are split across different groups, or if a group contains resources that are no longer relevant, raise it with an administrator who can adjust the configuration in Settings > Scheduler.
• Check relation default groups periodically. If a relation's default calendar group is outdated, bookings may end up in unexpected groups. Review this setting in Relations when onboarding new students or updating existing profiles.