Running an operation in aviation is no small task. Between juggling clients, managing aircraft maintenance, and keeping track of bookings, you’ve got a lot on your plate. Adding the task of finding the right flight scheduling software might feel like just one more item on an already overwhelming to-do list. But the truth is, the right software can streamline your operations, boost efficiency, and even save money in the long run. Discover must-have features that can take your scheduling to the next level.
So how do you choose the best flight scheduling software without hitting any turbulence along the way? In this comprehensive guide, we’ll cover everything from budget considerations to integration challenges, ensuring your operation is ready to take flight with the perfect solution. We’ll compare three leading contenders: PreFlight, Flight Schedule Pro, and Flight Circle, to give you a clear picture of what each can offer and how they stack up against one another.
Table of Contents
Why Choosing the Right Flight Scheduling Software Matters
Selecting the right flight scheduling software is crucial for aviation operations. It’s not just about digitizing your schedule or keeping track of bookings—it’s about optimizing every aspect of your operation. The wrong software can lead to inefficiencies, missed maintenance, and increased costs. In an industry where precision is everything, those aren’t small problems. On the other hand, the right software provides efficiency, flexibility, and peace of mind, freeing your staff from tedious tasks so they can focus on what really matters: delivering quality service and ensuring safety.
It’s easy to get comfortable with what you have, especially when you feel you’ve learned to work around the quirks and limitations of your current system. At PreFlight, we often hear from people who believe they’re happy with what they have—until they realize it doesn’t have to be that way. Don’t get comfortable with the limitations imposed on you by other software. Do your research, understand what’s available, and don’t settle for less. And if your current software truly meets your needs, then keep doing your thing—just make sure you know what’s out there.
Let’s explore how our flight scheduling software can help you achieve that, and see how we compare to two other industry players: Flight Schedule Pro and Flight Circle.
Quick Comparison Table: PreFlight, Flight Schedule Pro, and Flight Circle
To start, here’s a side-by-side comparison of the core features of PreFlight, Flight Schedule Pro, and Flight Circle:
Feature/Aspect
PreFlight
Flight Schedule Pro
Flight Circle
Pricing Model
PreFlight: Partner Plan: 0.5% fee per booking (can be passed to clients), or $25 per resource/month. Full software included in each.
Flight Schedule Pro: Subscription model with add-on fees. Higher costs for small operations.
Flight Circle: $10 per month per aircraft/simulator. 5% off when billed annually.
Scheduling
PreFlight: Drag-and-drop scheduling, conflict detection, online reservations, and real-time updates.
Flight Schedule Pro: Real-time scheduling (not real-time updates) with conflict detection and online reservations.
Flight Circle: Scheduling with availability management. No real-time updates.
Billing & Payments
PreFlight: Fully integrated and automated billing with ACH & credit card support. Additional deposit functionality for non card or ACH payments.
Flight Schedule Pro: Automated billing, online payments. Advanced features incur extra fees.
Flight Circle: Automated billing, integrated payments.
Maintenance Tracking
PreFlight: Predictive maintenance, automated reminders, aircraft blocking, real-time MX overview.
Flight Schedule Pro: Aircraft maintenance logs, compliance monitoring, automated reminders.
Flight Circle: Maintenance logs, automated reminders, maintenance scheduling with aircraft blocking.
Customer Support
PreFlight: 1:1 training, dedicated support, accepts direct input on customizations and feature requests. Fast responses.
Flight Schedule Pro: Responsive support, but limited during peak times. Struggles to get requests actioned.
Flight Circle: Slow to respond, small team makes communication difficult for addressing issues.
Mobile Access
PreFlight: Mobile-optimized interface, real-time updates across all devices.
Flight Schedule Pro: Mobile app with some functionality issues and slower updates.
Flight Circle: Mobile-friendly but lacks a dedicated app. Some features are harder to use on mobile.
Integration
PreFlight: Bi-directional integration with QuickBooks Online, standard integration with QuickBooks Desktop, and API support for any 3rd party software.
Flight Schedule Pro: Integration with accounting and payment gateways, some third-party limitations.
Flight Circle: QuickBooks, limited integration options.
Target Audience
PreFlight: Flight schools, universities, clubs, rental companies, general aviation businesses, and charter ops.
Flight Schedule Pro: Flight schools, flying clubs, rental companies, corporate aviation.
Flight Circle: Flight schools, clubs, and rental companies.
Pricing: How Do They Compare?
What to Look for in Pricing
- Transparency: Avoid hidden fees or unexpected costs.
- Scalable Models: Look for pricing that grows with your business.
- Pay-as-You-Go Options: Usage-based pricing can help manage costs effectively.
PreFlight: Transparent and Affordable Pricing
PreFlight’s pricing model is designed to be both flexible and cost-effective. There are two plans:
- Partner Pricing Plan: A 0.5% fee on all bookings, which many operations choose to pass on to their clients. This means no direct cost for your business, making PreFlight essentially free for you to use.
- Standard Plan: Charges $25 per resource per month, providing predictable costs per active instructor or aircraft.
With PreFlight, you get transparent pricing with no hidden fees. Whether you decide to pass the Partner Fee to your clients or opt for the Standard Plan, PreFlight makes managing costs easier without sacrificing quality or functionality.
Flight Schedule Pro: Feature-Rich but Pricey
Flight Schedule Pro uses a subscription-based model that can quickly escalate in cost due to add-on fees for advanced modules. The more features you want, the more you end up paying, which can make it difficult for smaller operations with tight budgets. This pricing model may lead to unpredictable expenses, especially for those needing more advanced functions over time.
Flight Circle: Cost-Effective with Clear Pricing
Flight Circle offers competitive pricing at $10 per aircraft, making it appealing for businesses that need clear cost structures. It works well for those who are happy to sacrifice advanced functionality and the look/feel in favor of simplicity and cost savings.
Verdict:
If affordability and predictability are your priorities, PreFlight stands out, especially given the option to pass on the Partner Plan fees, effectively making the software no cost to you whilst not losing any functionality in comparison to the other options. Flight Circle also excels in keeping pricing simple if you are happy to sacrifice the functionality and the look/feel, while Flight Schedule Pro may prove costly due to added charges.
If you’re wondering whether it’s time to upgrade your software, here are 5 signs it’s time.
Flight Scheduling Software Capabilities: Simplifying the Complex
What to Look for in Scheduling Features
- Ease of Use: Scheduling should be intuitive and accessible.
- Real-Time Updates: Changes should be instantly reflected across all devices without needing to refresh.
- Conflict Detection and Reservations: Systems should prevent double bookings and enable easy reservations.
- Customization: Ability to add in custom restrictions and policies that are specific to your organization. This is to reduce manual input and increase safety.
PreFlight: Drag-and-Drop Simplicity
PreFlight offers a drag-and-drop scheduling system, making it easy to adapt to last-minute changes. Real-time updates ensure the entire team is on the same page without having to refresh to see the latest data. This simplicity helps operations minimize downtime and avoid scheduling errors that can cost both time and money. PreFlight will also ensure all your policies and restrictions are met accordingly and automatically enforced by the system.
Flight Schedule Pro: Comprehensive Real-Time Scheduling
Flight Schedule Pro includes real-time scheduling with conflict detection capabilities, which help reduce booking errors. Customers and staff can see updated availability, which is great for larger business with heavy booking volumes. However, the initial setup can be time-consuming and complex, which may deter smaller operations. Ongoing upkeep of the system can be equally cumbersome.
Flight Circle: Efficient but Basic Scheduling
Flight Circle offers real-time scheduling with availability management, though it lacks some advanced features that might be necessary for mid to large-scale operations. It does not provide real-time updates, which can lead to potential confusion and inefficiencies during busy periods.
Verdict:
PreFlight provides ease of use with drag-and-drop functionality, conflict detection, customizable policies, and real-time updates, making it an ideal solution for business needing robust scheduling capabilities. Flight Schedule Pro has a solid system but can lack immediate updates and requires ongoing upkeep, while Flight Circle works well for simpler, straightforward scheduling needs.
For new flight schools, learn more about simplifying aircraft booking. Avoid the genuine toll of scheduling disruptions with effective flight scheduling tools.
Billing and Payments: Keeping Finances in Order
What to Look for in Billing Systems
- Integrated Payment Processing: The software should support credit cards, ACH, and integrate with financial tools.
- Flexible Billing Models: Different options for different types and sizes of operations.
- Automation: Automated invoicing can reduce errors and administrative workload.
PreFlight: Integrated Billing with Flexibility
PreFlight offers integrated billing with support for ACH payments, credit card processing, and QuickBooks Online integration at no additional cost. The bidirectional integration with QuickBooks Online and standard integration with QuickBooks Desktop allow for smooth billing cycles and minimize the risk of errors, all while giving your team the freedom to handle finances effectively. Invoices are generated and paid for upon check-in.
Flight Schedule Pro: Automated Billing with Extra Costs
Flight Schedule Pro provides automated billing based on usage, staff hours, and other metrics. While the basic features are strong, more advanced functionalities can come at an extra cost, making financial management more expensive in the long run.
Flight Circle: Flexible and Cost-Effective Billing
Flight Circle includes automated invoicing and integrated payments. It’s a simple, straightforward approach that works well for smaller to medium-sized operations, with no hidden costs.
Verdict:
PreFlight and Flight Circle both provide integrated billing solutions without additional complications. PreFlight stands out with its bidirectional QuickBooks integration, ensuring seamless financial management. Flight Schedule Pro offers extensive billing features, but they can be costly to access fully.
Tackling billing is one of the top challenges in flight school management.
Maintenance Tracking: Ensuring Aircraft Safety
What to Look for in Maintenance Tracking
- Proactive Alerts: Automated reminders for maintenance ensure nothing is missed.
- Blocking Scheduling for Maintenance: Preventing bookings during maintenance keeps safety a priority.
- Centralized Tracking: Maintenance/squawk logs should be easily accessible for quick reference.
PreFlight: Predictive Maintenance and Safety Focus
PreFlight uses predictive maintenance to ensure no maintenance deadlines are missed. The automated reminders and aircraft blocking feature help prevent any unauthorized or risky flights, ensuring aircraft remain safe and compliant. Squawks are automatically logged and notes are kept against each.
Flight Schedule Pro: Comprehensive Maintenance Logs
Flight Schedule Pro offers maintenance logs and automated reminders for upcoming checks. It helps keep up with regulatory compliance, but the setup and process can be time-intensive and complex, which may require more dedicated administrative resources. Ongoing upkeep of the system also adds to the overall workload.
Flight Circle: Blocking Aircraft for Safety
Flight Circle provides automated reminders and blocks aircraft if maintenance is due. This straightforward approach helps prevent safety issues, making sure that no unauthorized flights occur during critical maintenance periods.
Verdict:
PreFlight offers a proactive approach that integrates well with daily operations, while Flight Schedule Pro is thorough but requires significant setup and upkeep. Flight Circle provides effective safety measures through aircraft blocking, which is ideal for the basic and straightforward maintenance needs.
Customer Support and Training: Getting Help When You Need It
What to Look for in Customer Support
- Personalized Training: Look for software that offers onboarding support tailored to your team.
- Accessibility: Fast and effective responses are crucial, particularly in busy times.
- Direct Feedback: The ability to make feature requests that are heard and addressed by the team is vital.
PreFlight: Personalized Support with Fast Response
PreFlight takes a personal approach to customer service, providing 1:1 training and ongoing support through your preferred communication methods. Fast response times are a key feature of PreFlight’s support, ensuring users don’t have to wait long to resolve their issues. It boasts a 2-hour SLA for partner program clients, and direct communication to the team for customizations and changes.
Flight Schedule Pro: Responsive Support with Limitations
Flight Schedule Pro offers responsive customer service, though there can be delays during peak times. Getting hold of them is not always the issue, but getting anything actioned tends to be a challenge. Educational materials like tutorials are available, which are helpful, but they can’t always replace personalized, immediate support.
Flight Circle: Limited Responsiveness
Flight Circle does also offer responsive support, with a variety of educational resources to help users learn the system. While generally helpful, it is not as responsive as other options and lacks the personal touch of PreFlight’s 1:1 training, which may hinder onboarding efficiency for larger teams.
Verdict:
PreFlight offers superior, personalized support tailored to each customer’s needs. Flight Circle provides fairly solid support but without as much personal interaction, while Flight Schedule Pro can occasionally fall short during high-demand times and struggles to deliver on requests.
Learn how automation is transforming flight training management and making operations smoother.
Flight Scheduling Software Mobile Functionality: Managing On-The-Go
What to Look for in Mobile Features
- Full Access on Mobile: The software should work seamlessly on mobile devices, with access to all features.
- Real-Time Syncing: Updates should be reflected immediately across all devices.
- Ease of Use: The mobile version should be as intuitive as the desktop interface.
PreFlight: Mobile-Optimized Interface
PreFlight’s mobile-optimized interface provides real-time updates accessible from any web browser, ensuring that whether you’re in the office or on the go, you can access critical data and manage operations effectively.
Flight Schedule Pro: Dedicated Mobile App with Limitations
Flight Schedule Pro has a dedicated mobile app that’s available for iOS and Android. However, users report functionality issues and bugs, especially during peak usage times, which limits its reliability compared to PreFlight’s consistently updated mobile access.
Flight Circle: Mobile-Friendly without a Dedicated App
Flight Circle is mobile-friendly but lacks a dedicated app. This makes it accessible via browser on mobile devices, but it may not have the same seamless performance or convenience as a dedicated mobile solution.
Verdict:
PreFlight offers a consistent mobile experience without the hassle of app-specific issues, while Flight Schedule Pro has a dedicated app that’s sometimes unreliable. Flight Circle offers mobile functionality, but without the depth of an optimized app experience.
Integration Capabilities: Playing Nice with Other Systems
What to Look for in Integration
- Compatibility with Key Systems: The software should integrate well with tools like accounting software, maintenance tracking, and learning management.
- API Access: Custom integrations help ensure flexibility for your operation’s specific needs.
- Minimal Setup Challenges: The integration process should be as simple as possible to prevent disruptions.
PreFlight: Comprehensive Integration Options
PreFlight excels in integration capabilities, offering bidirectional integration with QuickBooks Online and standard integration with QuickBooks Desktop. Additionally, PreFlight’s ability to integrate with any third-party software via API means you can connect it seamlessly with your existing systems—whether they’re maintenance tracking, learning management, or something else entirely—as long as the system has an API, the PreFlight team are able to work with you to get it integrated. This level of flexibility helps business tailor PreFlight to their specific needs.
Flight Schedule Pro: Integration with Third-Party Limitations
Flight Schedule Pro integrates with popular platforms like QuickBooks and payment gateways. However, integration with unsupported third-party apps can be challenging, and the initial data migration may require significant time and resources. These are also “fire and forget,” as they lack bidirectional capabilities.
Flight Circle: Limited Integration Options
Flight Circle offers basic integrations with QuickBooks. It has restricted API access, which may limit flexibility for businesses needing more specialized integrations. The potential for added fees to access full API support may also deter users.
Verdict:
PreFlight provides comprehensive integration capabilities, including bidirectional QuickBooks Online integration and flexible API support, making it ideal for operations seeking seamless compatibility with their existing systems. Flight Schedule Pro is also robust but comes with integration limitations, while Flight Circle offers fewer options for custom integrations.
Final Thoughts: Choosing the Right Flight Scheduling Software for Your Operation
Selecting the right flight scheduling software is not a decision to be taken lightly. The right platform can transform operations, making every aspect of running an aviation business smoother, more efficient, and less stressful. Here’s a quick recap to help you decide:
- Choose PreFlight if you’re looking for transparent pricing, ease of use, comprehensive integration capabilities, and top-tier customer support. Plus, with the Partner Pricing Plan, PreFlight can be of no cost to you if you decide to pass the fee on to clients. Its drag-and-drop scheduling, predictive maintenance, and bidirectional QuickBooks Online integration make it an excellent choice for aviation operations of all sizes.
It is by far the most modern solution and offers the cutting edge technology needed to keep your operations running smoothly. PreFlight’s ultimate goal is to increase profit margins for partners and customers by optimizing operational efficiency. - Choose Flight Schedule Pro if you need regulatory compliance features, real-time conflict detection, and have the budget for add-on fees. Flight Schedule Pro provides a comprehensive solution for larger operations, but it comes with higher costs, a complex setup, and time-intensive maintenance.
While it integrates with popular platforms, its limited real-time updates and “fire and forget” integrations can create inefficiencies. It’s best suited for operations with the resources to manage its setup and ongoing operational demands.
- Choose Flight Circle if affordability is your primary concern, and you’re comfortable with a basic, user-friendly solution for scheduling, maintenance, and billing. Flight Circle has transparent pricing, making it attractive for smaller operations, but it lacks real-time updates, advanced features, and effective support.
Integration capabilities are limited, and the support team’s responsiveness can be an issue. It works well for small operations, but may not scale effectively if your needs grow more complex.
Remember, don’t settle for the limitations of your current software without exploring what’s out there. If your current setup meets your needs, then great—keep using it. But if you feel there are areas for improvement, do your research. The right software can open new opportunities for efficiency and profitability.