Administrator manual¶
Administrators run the school day to day. You have the broadest access in the Dashboard: members, the fleet, finance, training setup, ground handling, the office/HR area, and the school's own settings and permissions.
Owner vs administrator
The owner is the school's account holder and automatically has every capability. An administrator has a broad default set that the owner can extend or trim. In everyday use the two look almost identical; only the owner can manage the subscription itself (via the separate owner portal).
Your menu¶
| Menu | Pages | What it's for |
|---|---|---|
| Home | Admin dashboard | Today's snapshot: bookings, approvals, alerts |
| Schedule | Bookings Calendar · Pending Requests · Flight Summary | Run the diary and approve requests |
| Members | Members · Add Member | The people directory and onboarding |
| Fleet | Aircraft list & detail | Aircraft, reminders, maintenance |
| Training | Courses · Syllabus Frameworks | Build the training programme |
| Assessments | (if granted) | Grade lessons — off by default for admins |
| Handling | PPR console (add-on) | Visiting-aircraft requests and parking |
| Finance | Billing & Accounts · Vouchers & Packages | Invoices, payments, statements, vouchers |
| Office | Leave, permits, policies, directory, compliance, HR Admin | Staff administration |
| Settings | School Settings · Forms · Permissions · add-on config | Configure the school |
| Overview | Overview | High-level activity view |
Key tasks¶
Add a new member¶
- Go to Members → Add Member.
- Enter the person's name and email, and choose their role (student, qualified pilot, instructor, staff, engineer or social).
- For flying members, set the membership tier and rank if applicable.
- Save. The member receives an email invitation to set their password.
Bringing people over in bulk
Moving from spreadsheets or a legacy system? Use Members → import to upload many members at once, and the document importer to attach their existing files. Ask your AeroKing contact if you need the import templates.
Confirm or decline a booking request¶
- Open Schedule → Pending Requests (the badge shows how many are waiting).
- Review each request — aircraft, instructor, time.
- Confirm to place it on the calendar, or Decline with a reason.
AeroKing blocks double-bookings automatically, so you can't confirm a slot that clashes with another aircraft or instructor booking.
Raise an invoice or take a payment¶
- Go to Finance → Billing & Accounts.
- Find the member, or choose ad-hoc for a walk-in / non-member.
- Add line items (the rate card fills in net / VAT / gross).
- Issue the invoice, then record the payment method when it's paid.
Every charge, payment, refund and adjustment is kept in an append-only ledger, so a member's statement always reconciles.
Sell a gift voucher or package¶
- Go to Finance → Vouchers & Packages.
- Choose a product from the rate card (e.g. a trial-flight experience) or build a package.
- Generate the voucher — it can be printed from a branded template for the customer.
When the voucher is redeemed against a booking, its value is drawn down automatically.
Set up a training course¶
- Go to Training → Syllabus Frameworks to pick or review the syllabus (e.g. the EASA framework ships built in).
- Go to Training → Courses to create a course and its lessons/exercises.
- Enrol students; their progress then tracks against the course automatically as instructors grade lessons.
Manage the fleet¶
- Go to Fleet and open an aircraft.
- Keep airworthiness, insurance, radio licence and pitot-static expiries current.
- Set servicing reminders by date or by Hobbs hours, and add custom reminder labels.
Day-to-day maintenance logging is usually done by the Engineer; as an administrator you can view it and configure the reminders.
Adjust someone's permissions¶
- Go to Settings → Permissions.
- Choose a role preset to change the defaults for everyone in that role, or
- Open an individual member and grant/remove specific capabilities just for them.
See Capabilities & permissions for what each one does.
Configure the school¶
Settings → School Settings is where you set branding (logo, name), membership tiers, VAT, weight classes, and toggle add-ons like Handling/PPR and the Departure Board. Settings → Forms lets you build digital forms (e.g. membership waivers) that members sign online.
The Office (HR) area¶
As an administrator you typically hold HR administration, which lets you:
- Approve or decline leave requests and view the team calendar.
- Manage work permits, policies and the noticeboard.
- Run compliance monitoring and receive expiry reminders.
Staff and instructors use the same area for self-service (booking their own leave, reading policies). See the Staff manual for the self-service side.
Good habits¶
- Approve promptly — members can't fly until a request is confirmed.
- Keep expiries green — the Fleet and Compliance areas flag what's due; acting early avoids a grounded aircraft or a lapsed certificate.
- Use statements to answer billing questions — a member's statement is the single source of truth for what they owe or hold in credit.
Related: Instructor · Staff · Engineer · Capabilities · FAQ