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Using Inspect Crew

Inspect Crew (IC) is the central area to manage user's profiles, records and qualifications.

Access to this area can be defined for individual users who have general OPS access when editing a user and managing Permissions.

The features available in IC are quite widespread and complex in some cases, so make sure to look at the table of contents on the right (or at the top of the page on mobile) if you need help with something specific.

User Profile​

The first page you'll see when accessing Inspect Crew will be the the profile of a user in your operation.

The page will give you an overview of the user's details, activity and status and allow you to access other features within IC.

Navigating the Page​

At the top of the page is a control bar of options that allow you to perform different actions:

  • Create New User takes you to the user creation form, which you can read about here.
  • Type to Search Crew... lets you jump to another user's profile with a search-as-you-type function - you can preview their avatar and rank in the results.
  • Edit Ranks directs you to the operation's index of ranks, with options to edit existing ones or add new ones - read more on Ranks here.
  • Bulk FTL Download allows you to bulk export duty records.

Underneath this bar, information about the selected user's record can be visualised, including:

  • The user's avatar
  • Their assigned rank
  • Their full name
  • Their crew code (presented between [])
  • A running count of their total flying time
  • Their assigned role (permissions setting)

To the right of this card, controls related to this user are available, including the ability to send messages.

Underneath, the Restrictions bar can be found - this will contain restriction messages if one of the expired qualifications for the selected user is defined to generate a restricted item rather than a legality failure.

You can find out more about these options in Setup & Definitions.

The page also contains four collapsible cards that contain more Details & Breakdowns, which collects data associated with this user's record.

Finally, the page contains cards to represent the user's individual qualifications and their statuses relevant to them, split across the Qualification Group they are contained within (these can be navigated between using tabs).

Logins, Archiving & Deleting​

If you need to help a user who can't log in, you can manually refresh their details in two ways by selecting the Password dropdown:

  • Resend Login Email will fire an email to the associated email address with account login instructions - this follows the same process as creating a user's login initially.
  • Regenerate Password and Display immediately overwrites their existing password with a temporary string of characters and displays the value to you - sending this to the user through an external channel will allow them to log in.
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The second method should only be used in rare circumstances.

If you do need to regenerate the password, make sure the user changes their password to something memorable and secure as soon as possible.

In the situation you need to remove a user's record for reasons such as end of employment, requiring more user seats or for data protection, there are two options.

Archive a user with Archive​

If you want to restrict a user from logging in, cease assigning them to new activities and duties and free up a seat - archiving allows you to do this whilst retaining their historic data like flight & duty records, qualifications and data exports.

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Archiving a user will delete all future duties in the roster, even if they are published.

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If you're viewing a user profile of an already-archived user, this option will be replaced with Restore From Archive, which will allow the user perform all actions as before - and re-take the seat that was assigned to them.

Permanently delete a user with Permanently Delete​

If you do not wish to retain any data about the user, removing them entirely from all existing records (including data exports, flights and submissions), you also have the option to permanently delete the whole user record instead.

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Deleting a user in this way prevents any way for you to recover the record through normal means.

In the event something has gone wrong or you need help, you can ask for help by submitting a ticket.

Please note that if the deletion occured some time ago, we may not be able to help.

Details & Breakdowns​

Each profile contains four sections to give an overview of user data.

Personal Details​

These details include useful at-a-glance items you can use to contact the user, check properties that influence duty or calculation behavior or info on running totals and leave allowance.

You can change any of these items when editing a user record.

Type Experience​

This card contains a simple table that maps the individual types set up in your operation against total flying hours of flights flown on that type within the system.

This should match up with the user's resume in their Personal Dashboard.

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If you want to add time to these totals to reflect time flown outside of the system's records, each user can manually update their totals overall and by type using My Experience in their Personal Dashboard.

Present and Past Year's Duty Breakdowns​

The profile page also offers a summary of a user's annual roster by duty code.

Both the present year to date and the last calendar year are displayed in graphs separated into yearly quarters - if you want to exclude a specific duty from the visualisation, simply click on the duty code in the chart's key below.

Exporting Data​

You can select Bulk FTL Download to open a dropdown of recent months - clicking an option will export an .xlsx file containing a summary of duty records for that month.

To generate .pdf exports of these duty records, you can navigate to the user's records by month using FTL Records.

User Qualifications​

Depending on what User Groups the profile is a member of, as well as which Qualification Groups they are associated with, a selection of qualification cards will be displayed.

These cards allow you to review when the check or recency item was last revalidated or credited, and provides options to manage the user's status.

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A user may not require all their qualifications to be valid in order to be rostered on certain duties.

This may depend on which Qualification Groups are defined in the Duty Template.

Inversely, a duty may require qualifications that do not appear in the user's profile - in which case you may need to review their User Group memberships.

Qualification Statuses​

When a tab is selected, the title of the Qualification Group is displayed, above a summary of one of several overall group statuses:

  • If a green tick is shown, a message will display identifying the next qualification to expire, as well as how many days until that date.
  • A red cross is shown when the group is invalid, which can be a result of:
    • One of the qualifications is expired and set to generate a failure
    • A Qualification Group that is inherited by the target group has failed (message will display "Base Group Invalid" - read more about inheritance here)
  • An orange warning sign can also be displayed if qualifications inside the group have expired, but generate a restriction instead of a failure.

The qualification cards themselves behave differently based on the category of the item.

Checks can be identified with a in the card's header, and Recency Items with a .

For Checks, we display the item's title in the header, alongside the expiry period within [] (if a check has lifetime validity, we won't display an expiry period).

In the right-hand side of the header, we display the status of the last submission to revalidate the check.

This can be either Approved or Rejected if the submission has already been handled, otherwise the status will read Pending Approval and display options to handle the Check.

Each card contains a progress bar that counts down to the next expiry date, as well as displaying the last renewal date and how many days until the Check expires.

If a restriction message has been set, it will also be displayed here if the Check has expired.

Otherwise, "No Restrictions" will be displayed underneath.

If the last submission included any attachments, you can choose to download them directly from the card individually.

Finally, there are three options that will allow you to control the status of the Check:

  • Schedule will direct you to a modal within the Clear to Fly page, that allows you to directly schedule a check renewal - these events will appear in the Roster.
  • History opens the archive for this check, including all submissions made and how they were handled - if you need to delete or unapprove a submission, you can do so here.
  • Revalidate directs you to a page where you can submit a revalidation for the user on their behalf.

Handling Checks​

By selecting the Revalidate button, you can manually revalidate a Check - and approve it in one go.

Revalidating​

Through the revalidation portal, you can upload relevant files to support the submission - these could be images, PDFs or other formats.

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If defined in their Check Definition, some submissions may enforce at least one file upload to save the attempt.

This will cause a message to display that reads Scan upload is REQUIRED for this check.

If you're not seeing the Save button, make sure your files have uploaded with no errors.

If you need to manage to undo a file upload for the submission, you can select the View & Remove Attached Documents option in the top-right.

By default, the Performed On field will inherit today's date if you're creating a new submission - you can update this if necessary, which will calculate the expected new Expiry Date based on the Check's expiry period and other settings (such as expiration preservation and auto-end-of-month).

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You can override the Expiry Date if you choose, but be aware this may cause unexpected expiries later on, as the check will be off-schedule.

Finally, you can add any remarks to the submission - these will be saved on behalf of the user you are revalidating.

If you choose, you can skip the need to approve the submission separately, by ticking the checkbox marked Approve this check now?.

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Some operations may require more than one OPS user to approve a submission in order for it to be successfully revalidated.

In this case, an immediate approval will count for just one of these approvals.

These options can be found in the Operator Settings.

Approving​

From the user profile page, we can manage submissions that are pending approval through the qualification's card.

Pending submissions will also appear in the Check Submissions to Handle panel on the Dashboard page.

There are three options to handle a revalidation:

  • immediately approves the submission, and will revalidate the check if the operation's approval threshold is met.
  • rejects the submission and will prompt you to give a reason for rejection before confirming.
  • If you want to modify a submission before making a decision, you can select the icon next to the Check title, which will take you to the revalidation portal - this will load in the current submission details and allow you to make changes.

Handling Recency Items​

Recency Items don't need explicit approval or submission to achieve validity.

Instead, they inherit from data provided conditionally within flight records.

Example

Say you have a Recency Item for the aircraft type AW139, that requires 90 minutes of performance within a 30 day period.

In order to be valid, the user must have flight records within the last 30 days that have been recorded on a registration of the 139 type and total time summing to over 90 minutes across the Recency Item pages of the relevant flights.

The totals entered within the flights will then be pulled into the Recency Item's history (visible using Show all on the qualification card), and the engine will determine whether the threshold is met.

However, if you do have a Recency Item that can be completely revalidated by a separate Check qualification (or required a manual credit for another reason), you can achieve validity by selecting the Revalidate option.

This will take you to a unique revalidation portal that requires you to select a flight record to register full credit of the requirements.

If you are revalidating because of the explicit credit that another qualification offers for the item, you can also optionally select the Check itself (such as an OPC validating currency).

These manual revalidations will appear distinctively in the Recency Item's archive, along with the associated Check if one was selected.

Duty & Flight Records​

When selecting FTL Records, you can view a selection of this user's duty records, by month.

Duty records are the main record that FCM manages, connecting many of the definitions in the system.

All duties are comprised of an owner (a user), a calendar date and a duty template, with the ability to calculate both rulesets and qualifications against each record.

Flights are child records of duties, meaning duties can contain many flights, but one user's flight record can only relate to a single duty.

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This means that flights must start and end within the confines of the duty start and end times.

In most cases, creating the flights will automatically extend the duty periods - including when a flight crosses midnight into the next day.

These records for flights are also tied to each user, but you can reference other seats and capacities with other users to relate them to another flight record.

Finding Duties​

When you first load into the page, the current month will be visible - you can change the year and month in view with the dropdowns at the top of the page, as well as choose whether to see the start of end of the month first using the Most Recent First and Oldest First buttons.

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If you or someone else is making changes to these records whilst you're viewing this page, you can fetch the new data using Refresh in the top-right.

There are five actions you can perform from this page:

  • opens a preview of the flights contained within the duty.
  • Hovering over the icons in the FTL and Checks columns opens a block containing the engine's calculations for that duty (these may appear as a or a , based on validity).
  • Buttons in the Crew Confirmed? column will display both the confirmation status and allow you to manually confirm/unconfirm as an OPS user.
  • If the duty has attachments, they can be accessed using (this won't appear if no files are attached).
  • opens the duty record's data entry page, allowing you to manage the record directly.
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If a duty attachment is an image (png, jpeg, heic, etc.), you can preview it directly using the , without having to download.

To download the file, simply select .

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Confirming a duty saves the record in perpetuity.

This means no more updates can be made, nor recalculations - we use this for both auditing and performance purposes, and should reflect when the duty owner has reviewed and "signed off" the duty.

In most cases, the duty owner should do this in the Personal Dashboard, but OPS users can peform the action on their behalf.

The system can also confirm duties after a set time - you can configure this in the Operator Settings.

Managing Duties​

Editor's Note

This section is currently being reviewed or rewritten as part of a newly released or upcoming update.

If you have any questions regarding the topic, you can contact us directly by submitting a ticket.

Managing Flights​

Editor's Note

This section is currently being reviewed or rewritten as part of a newly released or upcoming update.

If you have any questions regarding the topic, you can contact us directly by submitting a ticket.

Creating & Editing Users​

Editor's Note

This section is currently being reviewed or rewritten as part of a newly released or upcoming update.

If you have any questions regarding the topic, you can contact us directly by submitting a ticket.

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