Flight instructor availability

Flight instructor availability blocks tell the scheduler when each flight instructor can or cannot be booked. Without accurate availability data, planners may create reservations that cannot actually be fulfilled, or miss open time that could be used. Keeping availability up to date is one of the most important habits for a reliable schedule.

Two approaches to flight instructor availability

Aerolync supports two opposite approaches to defining when a flight instructor is available. Your organisation chooses one approach per flight instructor (or as a global default), and this determines how you work with the availability form.

Available by default

With this approach, the flight instructor is considered bookable at all times unless explicitly marked otherwise. You only need to create unavailability blocks to indicate when the flight instructor cannot fly.

This approach works well when:

• The flight instructor has a flexible schedule and is generally available.
• Exceptions (days off, holidays, personal commitments) are relatively infrequent.
• You want to minimise the number of blocks you need to manage.

Unavailable by default

With this approach, the flight instructor is considered not bookable unless explicitly marked as available. You need to create availability blocks for every period the flight instructor can fly.

This approach works well when:

• The flight instructor works limited or irregular hours.
• The organisation prefers explicit confirmation of availability.
• Scheduling accuracy is more important than convenience of entry.

How the approach affects the scheduler

On the day scheduler, flight instructor rows visually reflect the chosen approach:

• For available by default flight instructors, the row appears open by default, with unavailability blocks marking the closed periods.
• For unavailable by default flight instructors, the row appears closed by default, with availability blocks marking the open periods.

Understanding which approach applies to each flight instructor helps you read the scheduler correctly and avoid placing bookings in periods that look open but are not.

Creating an availability or unavailability block

Step-by-step workflow

1. Open Schedule and navigate to the day where the block should start.
2. Select the correct schedule group so the flight instructor's row is visible.
3. Locate the flight instructor's row on the day scheduler.
4. Click or select a time range on the flight instructor row. The availability form opens.
5. The form will show either Set Availability or Set Unavailability, depending on the flight instructor's default approach.
6. Confirm or adjust the start and end times for the block.
7. Choose the recurrence pattern if the block should repeat (see recurrence options below).
8. Save the block.
9. Verify the block appears correctly on the flight instructor's row in the scheduler.

Fields in the availability form

• Start time -- when the availability or unavailability period begins. Pre-filled from your selection on the timeline.
• End time -- when the period ends. Adjust as needed.
• Block type -- availability or unavailability. This is determined by the flight instructor's default approach and may be pre-set.
• Recurrence -- whether this block repeats. Options are described in the next section.

Recurrence options

Availability blocks can be created as single occurrences or as recurring patterns. Recurring blocks are especially useful for flight instructors who follow a regular schedule.

One-time block

The block applies only to the selected date and time. Use this for:

• A single day off.
• A one-time commitment or absence.
• An ad-hoc schedule adjustment.

Daily recurring block

The block repeats every day at the same time. When creating a daily recurring block, you set an end date after which the recurrence stops.

Use this for:

• A multi-day period where the flight instructor follows the same daily pattern (for example, available every morning from Monday through Friday of next week).
• Short-term temporary schedules.

Weekly recurring block

The block repeats on the same day of the week at the same time. When creating a weekly recurring block, you set an end date after which the recurrence stops.

Use this for:

• Regular weekly patterns (for example, every Tuesday and Thursday afternoon).
• Semester or seasonal schedules where a flight instructor flies on fixed days.
• Long-term planning with a known end date.

Setting an end date for recurring blocks

Both daily and weekly recurring blocks require an end date. This prevents blocks from repeating indefinitely and ensures the schedule stays manageable.

• Choose an end date that matches the known duration of the pattern.
• If the pattern changes before the end date, edit or remove the block.
• Review recurring blocks periodically to confirm they still reflect reality.

Editing an existing block

To modify an availability or unavailability block:

1. Click the block on the flight instructor's row in the day scheduler.
2. The availability form opens with the current values.
3. Adjust the start time, end time, or recurrence settings.
4. Save the changes.
5. If the block is part of a recurring series, confirm whether the change applies to a single occurrence or the entire series (depending on what the form offers).

Removing a block

To delete an availability or unavailability block:

1. Click the block on the flight instructor's row.
2. Look for the delete or remove action in the form.
3. Confirm the removal.
4. If the block is part of a recurring series, confirm whether you are removing a single occurrence or the entire series.
5. Verify the block has been removed from the scheduler.

Common tasks

Marking a flight instructor as unavailable for a single day

1. Navigate to the date in question.
2. Click on the flight instructor's row covering the full time range of unavailability.
3. In the form, confirm the block type is set to unavailability.
4. Leave the recurrence as one-time.
5. Save.

Setting up a weekly teaching schedule

1. Navigate to the first day the pattern should start (for example, the first Tuesday).
2. Click on the flight instructor's row at the desired time range.
3. In the form, confirm the block type is set to availability (for unavailable-by-default flight instructors) or confirm you are not blocking this time (for available-by-default flight instructors).
4. Set the recurrence to weekly.
5. Set the end date to the last week the pattern applies.
6. Save.
7. Repeat for other days in the weekly pattern if needed (for example, Thursday).

Blocking a vacation period

1. Navigate to the first day of the vacation.
2. Click on the flight instructor's row for the full day.
3. Set the block type to unavailability.
4. Set the recurrence to daily.
5. Set the end date to the last day of the vacation.
6. Save.
7. Verify on the scheduler that all vacation days show the unavailability block.

Updating availability when plans change

1. Click the existing block on the flight instructor's row.
2. Adjust the times or dates to reflect the new situation.
3. If the block is no longer needed, delete it entirely.
4. If a recurring pattern has changed, consider removing the old series and creating a new one rather than editing individual occurrences.

Why accurate availability matters

The day scheduler is only as trustworthy as the data behind it. When flight instructor availability is outdated or incomplete:

• Planners may book a flight instructor who is not actually available, leading to last-minute cancellations and student frustration.
• Available flight instructors may appear fully blocked, causing missed booking opportunities and underutilised capacity.
• The Pilot App may show misleading availability to pilots trying to book their own flights.

Maintaining accurate availability is a shared responsibility. Flight instructors should update their blocks promptly when their schedule changes, and administrators should review availability periodically to catch gaps.

Good practice

• Update availability blocks as soon as a schedule change is known. Do not wait until the last minute.
• Use recurring patterns for predictable schedules. This reduces the number of individual blocks you need to manage and keeps the scheduler consistent.
• Set realistic end dates on recurring blocks. Review and renew them before they expire if the pattern continues.
• When a flight instructor's default approach changes (for example, switching from available by default to unavailable by default), review and clean up existing blocks to prevent confusion.
• Communicate availability changes to fellow planners, especially for popular flight instructors whose schedule changes affect multiple students.
• Periodically scan flight instructor rows on the scheduler to verify that the displayed availability matches what you expect. A quick visual check can catch data entry errors early.