Help centre
Setup guides for the front desk, instructors, and school admins.
Getting started
Fleet, roster, catalogue, and your first lesson booking.
- Quick start - your first day on Flying School Set up your workspace, services, and online booking on Flying School in under an hour - a step-by-step quick start for new operators.
- Create your first booking Learn how to create, reschedule, and manage bookings on the Flying School calendar, including multi-resource appointments and cleaning buffers.
- Set up services and resources Build your service catalog and model rooms, equipment, and cleaning buffers so the Flying School scheduler books only when everything is free.
- Your catalogue explained - services, packages, classes, courses, programs, and items Understand the six catalogue entities in Flying School, where each one shows up for staff and customers, and how they relate to bookings, credits, and invoices.
- Set up your business identity and branding Fill in your business name, ABN, address, and social profiles in Flying School, upload a logo, and pick a brand colour for your portal, invoices, and emails.
- Service staffing modes Choose whether a service is booked with an instructor, needs staff on site, or needs no staff, and set the default for new services.
- How to import from another booking system Move customers, staff, services, packages, gift vouchers, and appointments into Flying School from another booking system, GetTimely, Fresha, and others - with a preview before anything is written.
- How to set business hours and holidays Configure Flying School business hours, closures, and holidays so online booking and the scheduler only offer appointment times when you are genuinely open.
Scheduling and events
Lesson bookings, student portal, workshops, ground school nights, and seminars.
- Your online booking portal Brand your Flying School booking portal, set business hours, and let customers book services on your own subdomain with SMS and email confirmations.
- Publish your services and share online booking Turn on online booking, copy Instagram bio links and per-service URLs from Online Sharing settings, and let customers book from social, your website, and QR codes.
- How to set up your online storefront homepage Turn on the Flying School storefront so customers land on a branded homepage with your services, shop, events calendar, and gift cards - all on your own subdomain.
- Workshops, ground school nights, and ticketed seminars Run paid ground schools, safety seminars, and open days in Flying School - ticket types, online registration, and door check-in.
- How to use front desk check-in Check in today's bookings and classes from the Front desk board, take payment, and print a customer check-in QR for the foyer.
- How to use the mobile day board Sign in to the Flying School staff mobile app to run today's schedule, check guests in, search customers, and create walk-in bookings from your phone.
- How to reduce no-shows with deposits and reminders Cut no-shows on Flying School with payment policies, automatic SMS reminders, and pay-now links tied to your own connected Stripe account at checkout.
- How to set up a class display board Show today's classes on a reception TV with a Flying School display board - no special hardware required, just a browser and a shareable public URL.
- How to set up multi-resource bookings Model sauna circuits and coupled treatment rooms in Flying School so a booking only opens when every required resource is free, including cleaning buffers.
- How to use a custom domain for online booking Point your own domain at the Flying School customer portal so students book on your brand URL instead of the default your-business.flyingschool.app subdomain.
- How to set up customer self check-in with a QR code Print a QR code so customers check themselves into classes from their phone in Flying School, and control which classes allow online check-in.
Payments and billing
GST, invoices, hour packages, Stripe, and Xero.
- Connect Stripe for payments Connect your own Stripe account to Flying School to take online and in-person card payments, with funds settling directly to you.
- Connect PayPal for online payments Connect your PayPal Business account to take online wallet, Pay Later, and guest card payments through Flying School.
- Invoices, walk-in sales, and refunds Invoice from a booking, ring up a walk-in sale with services, retail items, and packages on one invoice, then take payment or issue a refund in Flying School.
- How daily summaries work A detailed guide to the daily summary - total receipts vs recognised revenue, the balancing line, and exactly how every transaction type (sales, deposits, gift cards, packages, deferred revenue, refunds) is posted to Xero or QuickBooks with the correct GST treatment.
- How to sell retail items online and at the desk Add retail products to your Flying School catalogue with sizes and prices, list them in your online shop with photos, and add them to any invoice at the front desk.
- Payment policies and payment plans Every payment policy option in Flying School explained - pay in full, deposits, instalment plans, discounts, lead-time windows, due dates, auto-charge, and reminder timing.
- Payment methods, bank deposits, and PayID Choose how customers pay you - card, cash, EFTPOS, bank deposit, and PayID. Confirm deposits when they land, or let Xero mark the invoice paid.
- Connect Square for payments Connect your existing Square account to Flying School for online card payments and Square Terminal, and pair readers with a Devices API code.
- How to create discount codes and promotions Create percent or fixed-amount discount codes in Flying School, scope them to services, classes, packages, or items, schedule them, and apply them at checkout.
- How tax rates and invoice numbering work Set your GST registration and tax rates in Flying School, choose a default rate, and understand how tax and invoice numbers appear on customer invoices.
- How to take in-person payments with Stripe Terminal Take EFTPOS and in-person card payments on Flying School with Stripe Terminal - funds settle directly to your own connected Stripe account, not Flying School.
- How to sell and redeem gift cards Sell stored-value gift cards on Flying School online or at the desk, then redeem the balance at booking checkout or against an invoice on the customer profile.
- How to set up SmartPay terminals Enable SmartPay in Flying School, pair your EFTPOS terminal with an 8-digit code, and take in-person card payments at the desk.
- Customer account credit Prepaid account balance per customer, staff adjustments with audit trail, credit-first checkout, refunds to credit, and migration import of legacy unapplied credit.
- How to connect Xero for accounting Connect Xero to Flying School on Growth and Pro plans to map GST tax rates today, with full invoice and payment sync planned for a future release.
- How to connect QuickBooks Online for accounting Connect QuickBooks Online to Flying School on Growth and Pro plans for daily summary sync - map tax codes and chart of accounts after OAuth.
- How to track stock with inventory adjustments Track quantity on hand for retail items in Flying School using the inventory adjustment ledger, and let paid sales reduce stock automatically.
Students, instructors, and admin
CRM, documents, permissions, substitute instructors, and support inbox.
- Invite your team Add bookable instructors and non-billable ops staff to your Flying School workspace with role-based permissions, provider details, and per-workspace access.
- The customer portal How customers sign in to your Flying School portal to manage bookings, complete forms, view invoices, and update their details.
- How to manage your customer list Add and find customers in Flying School, use the customer profile tabs, filter by tag, status, and packages, and keep contact and consent details accurate.
- How to set staff roles and permissions Use role templates, access scopes, and per-permission overrides in Flying School to control which schedules, customers, and locations each team member can see and change.
- How to sync Google and Apple Calendar Sync Flying School bookings to Google Calendar and Apple Calendar so staff see appointments on the personal calendars they already check every day.
- How to edit your email and SMS templates Edit the confirmations, reminders, follow-ups, and SMS Flying School sends on your behalf - with merge tags, section blocks, and a live preview before you save.
- How to run multiple locations in one workspace Add multiple locations to one Flying School workspace with per-site hours, resources, and reports while billing and staff access stay unified under one account.
- How to build intake forms and waivers Create digital intake forms and waivers on Flying School that customers complete on any phone, with signed answers stored on their profile and booking.
- Waivers on bookings and classes Turn on waivers, attach them to services, classes, and events, mark them required at check-in, and review signed copies before the session starts.
- How to use reports and analytics Open Flying School reports for overview, revenue, collections, daily summary, and Pro advanced sections for operations, utilization, customers, staff, and services.
- How to manage team tasks Create, prioritise, complete, and dismiss operational tasks in Flying School - including follow-ups from customers and form submissions.
- How to set up SMS messaging Send Flying School transactional SMS for bookings and invites, and provision a dedicated Australian number on Pro from Settings → SMS number.
- How to use tags and categories Create and restore tags for customers, bookings, and more in Flying School Tags & Categories, and manage related catalogs like capabilities and health funds.
- How to add customer notes Add pinned and timestamped notes on a Flying School customer profile, optionally tag them, and keep medical notes and session notes in the right place.
- How to set staff capabilities Define capability types in Flying School Tags & Categories and assign them to staff with optional expiry so scheduling knows who can run which resources.
- Meet Emma - staff AI helper How Emma saves management time with plain-English booking, customer, and ops actions - plus example prompts and what she can do today.
- How to connect Zoom for online classes Connect Zoom so Flying School creates meeting links automatically for online and hybrid class sessions, and learn where customers find the join link.
- How to manage compliance documents Upload, review, and approve licences and certificates for customers, staff, and resources in Flying School, with expiry reminders and booking gates.
- How to use training partners Link a flight school and a university or company in Flying School so the partner can monitor cadet progress read-only, with cohorts and shared access scopes.
- How to manage your subscription and plan Choose a Flying School plan, add seats and modules, watch your usage meters, update your card, and understand what happens at the end of your trial.
- How to use the support inbox Handle customer questions in one thread in Flying School - reply by email, SMS, WhatsApp, or Messenger, and track status, priority, and tags on each ticket.
- How to set staff working hours and block time Give each staff member their own working roster in Flying School, block out admin, breaks, and maintenance, and understand how availability is calculated.
- Substitute instructors and cover requests Ask qualified instructors to cover a lesson when the rostered instructor is unavailable, with optional manager approval and cover staff slots.
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Marketing
Reach email campaigns and attribution.
- How to send campaigns with Reach Send segmented marketing email from Reach - build audiences from tags and events, respect marketing consent, and track delivery.
- How to generate descriptions and hero images with AI Use Flying School's AI helpers to draft customer-facing descriptions and generate hero images for services, classes, packages, events, and retail items before you publish them online.
- Reach sending domain and DMARC How Reach sends from the shared marketing domain, how to add your own domain, and what DKIM, Return-Path, and DMARC records mean.
- Reach links, attribution and tracking How Flying School tracks where your customers come from - trackable short links and QRs, visitor capture on your booking site, and the Attribution reports that tie Instagram, flyers, Google and email to real bookings and revenue.
Still stuck?
Email us and you will hear back from an Australian on Australian time.