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Getting started

Quickstart for administrators

Step-by-step guide to set up your Aerolync organisation — configure settings, add aircraft, create relations, and go live.

Last updated 2026-03-28

This guide walks you through the essential setup steps to get your Aerolync organisation operational. Follow these steps in order for the smoothest onboarding experience.

Step 1 — Understand the dashboard

After signing in, you arrive at the Admin Dashboard. The Your apps launcher gives you quick access to every module. Take a moment to familiarise yourself with the available modules. See Platform apps for a full overview.

Step 2 — Configure organisation settings

Go to Settings and work through the key configuration areas:

Setting What to configure Why it matters
Aerodrome Landing fee amount and toggle Enables landing fee billing
Scheduler Booking limits, hours, cell duration, groups Controls how pilots book aircraft
Finance Minimum balance, invoice template Sets financial rules for flying
Subscriptions Subscription types with names, fees, durations Defines membership products
Relations Roles and labels Organises people for filtering and permissions
Flightlogger Subscription requirement for flights Controls who can log flights

Important

Settings changes are organisation-wide and take effect immediately. Test with a small group before going live.

Step 3 — Set up scheduler groups

If your organisation operates from multiple locations or separates aircraft by category:

  1. Go to Settings > Scheduler
  2. Create schedule groups (for example: "Main fleet", "Training aircraft", "Outstation")
  3. Assign aircraft to groups after adding them in Step 4

Step 4 — Add your aircraft

Go to Fleet and add each aircraft:

  1. Click Add aircraft in the Fleet sub-navigation
  2. Fill in registration, ICAO type, manufacturer, model
  3. Go to the Configuration tab and set:
    • Hobbs meter type (decimal or hours:minutes)
    • Defect reporting for the Pilot App
  4. Go to the Rental tab if the aircraft is rentable:
    • Enable rental
    • Set billing basis, price per minute, startup fee
    • Assign to a schedule group
  5. Set the Maintenance threshold
  6. Upload key Documents (airworthiness certificate, insurance, etc.)

Repeat for each aircraft.

Step 5 — Create your first relations

Go to Relations and add your relations:

  1. Click Add new in the relation list
  2. Enter internal ID, first name, last name, and email
  3. Open the new record and complete:
    • Personal details — address, phone, emergency contact
    • Subscriptions — assign the appropriate subscription
    • Billing — set up invoice address and VAT if needed
    • Account — set permissions, assign roles and labels

Tip

Set up your flight instructors first. Assign the FI permission in the Account tab and configure their hourly rate in the FI tab.

Step 6 — Invite users to the Pilot App

For each person who should use the Pilot App:

  1. Open their relation record
  2. Go to the Account tab
  3. Click Invite to send an Aerolync account invitation
  4. The person receives an email to create their account

Step 7 — Configure email and notifications

  1. Go to Settings > Aeromail — set up at least one verified sending domain and active sending profile
  2. Go to Settings > Email notifications — configure which automated notifications to send (booking confirmations, defect alerts, licence expiry warnings)

Step 8 — Test the workflow

Before going live with all users, test the complete flow:

  1. Sign in to the Pilot App with a test account
  2. Make a booking from the app
  3. Log a departure and arrival
  4. Check that the flight appears in Flights and Flight Register
  5. Verify billing in Finance
  6. Confirm the test relation's balance updated in Relations > Finance

Warning

If something does not work as expected during testing, check the relation record first — most issues trace back to missing subscriptions, permissions, or account configuration.

What to explore next

Module When to use it
Flight Training When you enrol students in training courses
Standardization When you track flight instructor standardization
Drive When you need shared document storage
Aeromail When you send bulk communications
Access Control When you manage physical access devices
Flight Sales When you sell commercial flights

Good practice

  • Complete settings before adding aircraft and relations
  • Test the full booking-to-flight-to-billing cycle before inviting all users
  • Use roles and labels consistently from the start — they are hard to retrofit
  • Keep subscription types simple initially — you can add more later
  • Document your configuration decisions for future administrators