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Features — Scheduling

Effortless Scheduling for Every Flight Operation

PreFlight’s powerful scheduling tools are designed to simplify every aspect of your flight operations. From intuitive drag-and-drop booking to automated compliance checks, customizable time slots, and Intro Flights for new clients, PreFlight ensures you’re always ready for takeoff. Discover how our flexible, feature-rich platform can streamline your scheduling and keep your fleet in the air.

PreFlight flight scheduling dashboard displaying a detailed timeline of aircraft and instructor bookings for May 16, 2024. The interface shows aircraft availability for Cessna 172, Beechcraft V35A, and Bonanza A36 models, alongside instructor assignments. Bookings are color-coded to indicate flight reservations, maintenance blocks, and pending requests. Real-time METAR weather data is displayed at the top, showing temperature, wind speed, and visibility. Designed for flight schools and clubs, this aviation resource management tool helps streamline aircraft scheduling, reduce booking conflicts, and ensure efficient operations.

Intuitive Drag-and-Drop Calendar

Effortlessly create and modify bookings with PreFlight’s drag-and-drop calendar. Simply click and drag to schedule flights, reschedule, or adjust booking durations. The real-time interface lets you make updates on the fly, ensuring a seamless experience for your staff and students alike.

Seamless Dispatch Process

PreFlight’s Check-Out and Check-In process streamlines every flight. The Review and Dispatch screen displays key pre-flight details like Hobbs and Tach readings, flight rules, and maintenance reminders to ensure safety before takeoff.

On return, the Check-In screen makes it easy to log readings, track fuel usage, note squawks, and confirm payment—keeping your operations smooth and efficient from start to finish.

PreFlight Review and Dispatch screen showing flight details for a Cessna 210 Centurion (tail number 4522K). Flight scheduled for October 29, 2024, from 12:00 PM to 2:00 PM with member Alex Rivera and instructor Derek Fisher. Displays Hobbs and tach readings (3733 and 601). The screen lists maintenance reminders like GPS updates, annual inspections, ELT checks, transponder inspections, and oil changes, with progress bars indicating time remaining. Critical reminders, such as ELT with 15 days left, are highlighted in red. Features options to add squawks, confirm checkout, and close the screen. Designed for flight schools to manage dispatch, maintenance tracking, and compliance efficiently.
PreFlight Check-In screen for a flight on October 29, 2024, from 12:00 PM to 2:00 PM, featuring a Cessna 210 Centurion (tail number 4522K). The instructor is Derek Fisher. Displays Hobbs and tach readings with totals for in and out times. The check-in includes fields for ground instruction hours, a grade checkride marked as 'Pass,' and a fuel reimbursement for 10 gallons totaling $60.00. The interface shows no open squawks, a payment method section detailing a total of $826.80, and a 'Pay On Account' option for Alex Rivera. Designed for flight schools to streamline check-in processes, record flight data, manage payments, and ensure compliance.
PreFlight weather forecast widget displaying detailed METAR data for a specific time slot. The forecast shows wind direction of 340° at 6 knots, gusting to 11 knots. Visibility is 15 miles, with 19% cloud cover. Temperature readings are 5°C and -7°C, humidity at 42%, precipitation at 25%, and barometric pressure at 29.88 inHg. The time slot covers 8 AM to 2 PM with alternating sun and clouds. Designed for flight schools and aviation operations, this feature supports real-time weather monitoring for efficient flight scheduling and resource management.

Hourly Weather Data Integration

Plan confidently with hourly weather data powered by Windy, integrated directly into the scheduling interface. Access 16-day forecasts and current METAR data to ensure safety and optimize scheduling based on weather conditions, all from within PreFlight.

 

Flexible Scheduling Options

PreFlight’s scheduling system adapts to your needs with customizable booking lengths and adjustable time slots. Whether it’s a quick 30-minute session or a full-day booking, you can define reservation types, set default time increments, and establish minimum booking durations to optimize resource usage.

PreFlight Club Settings screen displaying options for configuring flight club operations. Settings include toggling the Local Flight Review requirement, set to 90 days, to ensure pilots who haven't flown recently complete a review. The Calendar Slot Duration is set to 15 minutes. Additional settings include Minimum Booking Times (1 hour), Max Booking Times (8 hours), and Max Number of Bookings (10). Limits for weekend bookings, pre-ground time (15 minutes), and post-ground time (15 minutes) are also shown. Designed for flight schools and clubs to manage scheduling, compliance, and booking efficiency seamlessly.
PreFlight 'Edit Reservation Type' screen for configuring reservation settings. The interface includes fields for labeling the reservation, specifying ownership, and enabling resources such as Aircraft, Instructor, and Member 1. Options include toggling Fuel Reimbursement, Non-Rev Costs, and Tax Charges on aircraft and instructor costs. Percentage billing fields are set for instructors (0%) and members (100%). Advanced options like Check-Ride Tracking are enabled, while Pre-Heat Reimbursement is disabled. Buttons to Save or Cancel changes are displayed. Designed for flight schools and clubs to customize reservation types, manage costs, and streamline booking processes.

Custom Reservation Types for Every Need

From training flights to maintenance sessions, PreFlight supports a variety of custom reservation types. Choose from options like instructional flights, check rides, maintenance flights, intro flights, or even create unique types that fit your operation. Each reservation type is color-coded and easily distinguishable to keep your schedule organized.

Multiple Calendar Views for Ultimate Flexibility

Gain complete visibility into your schedule with PreFlight’s daily, weekly, and monthly calendar views. Choose the view that best suits your needs, from detailed daily schedules to monthly overviews for long-term planning. Print or export schedules as needed for offline access.

PreFlight aircraft scheduling dashboard displaying a detailed timetable for multiple aircraft bookings. The schedule includes aircraft such as the Cessna 172, Cessna 210 Centurion, Piper PA-23, Beechcraft V35A, and Bonanza A36. Each booking is color-coded, highlighting scheduled flights, maintenance tasks, and overlapping reservations. The interface allows for real-time resource management, showing aircraft availability, reservation conflicts, and maintenance blocks. Designed for aviation resource management in flight schools, this tool streamlines aircraft scheduling, reduces booking conflicts, and enhances operational efficiency.
PreFlight Account Settings screen for editing work hours. Displays a weekly schedule from Monday to Sunday with time slots set from 9:00 AM to 5:00 PM. Each day includes options to mark availability as Unavailable or Request Only. The sidebar allows navigation to sections like Profile, Basic Info, Documents, Change Password, and Notifications. There are 'COPY TO ALL' shortcuts to apply the same work hours across all days and a SAVE button to confirm changes. Designed for flight schools and clubs to manage instructor and staff availability seamlessly.

Instructor Availability and Tools

Empower instructors to manage their own schedules with availability settings and personalized schedules. Instructors can adjust work hours and block time off directly from their profiles, while administrators maintain full visibility over the roster.

Automated Notifications

Keep everyone on schedule with automated booking reminders sent via email or SMS. Notifications are triggered whenever a booking is created, modified, or canceled, ensuring both students and instructors are always in the loop and reducing no-shows.

PreFlight Notifications settings screen showing options for managing notification preferences. Users can customize how they receive notifications for activities like New Bookings, Booking Reminders, Booking Modifications, Messages Received, Club/School Notifications, Billing Notifications, and Logins from New Devices. Notification delivery options include Email, Push, and SMS, with toggles to enable or disable each. Designed for flight schools, clubs, and instructors to stay updated on bookings, reservations, messages, and billing activity for seamless aviation resource management.
PreFlight checklist error screen indicating a failed checkout due to a missing payment method. The error message displays 'Checklist Failed' with the reason listed as 'Alex Rivera: No card on file.' Options include adding a new card, returning to the checkout process, or selecting 'Override & Dispatch' in red. Designed to ensure flight schools and clubs maintain proper payment compliance before dispatching aircraft for reservations.

Automated Safety and Compliance Checks

Safety is paramount in aviation, and PreFlight’s scheduling system includes automated compliance checks to ensure all pilots, instructors, and aircraft meet safety standards. These checks verify that required documents, certifications, and inspections are up-to-date before a booking is confirmed, reducing the risk of non-compliance.

Intro Flights for New Students

PreFlight’s Intro Flights feature is perfect for attracting new clients or hosting exclusive events. Set up flights with direct booking links for private access, or make them available on a public booking page that you can link to your website.

The system automatically finds an available instructor and open time slot based on your preferences and resource availability. Customize each Intro Flight with unique pricing and detailed descriptions for a seamless, professional introduction to your services.

PreFlight reservation setup screen for an Intro Flight experience with tax. The left panel includes a page description outlining an introductory flight for future pilots and aviation enthusiasts, featuring a personalized flight experience, professional insight, and customized options. The right panel displays settings, including Minimum Age (18 years), Maximum Passenger Weight (250 lbs), Total Price ($150), Tax Rate (10%), and flight and ground times set to 60 minutes and 30 minutes, respectively. Options to allocate instructors and aircraft are provided. The SAVE button confirms the setup. Designed for flight schools to create customizable flight experiences and streamline booking processes.