Documents, AI extraction, and expiry
Licences and medical certificates can be uploaded by staff at the desk, by the student through the portal, or from the mobile app.
What the AI reads
CASA Part 61 licences and CASA medical certificates are identified automatically, and the holder name, ARN, date of birth, class or sub-type, issue date, and expiry are extracted.
Review before it counts
Extracted documents land with a status of Pending Review and a prompt to check the type and details before saving. Nothing is filed automatically. Correct anything that looks wrong, then Save and Approve - or Reject, and the student is asked again.
Visibility
Each document is either Internal or Subject visible. Subject visible means the student can see it in their portal.
What approval unlocks
Approving a document grants the matching capability. An instructor's licence grants their aircraft-category ratings, and those ratings are then enforced when someone tries to book them onto an aircraft they are not rated for.
Expiry
Approved documents count down. Reminder emails go out at 60, 30, and 7 days before expiry, and again on the day. The documents list can be filtered by expiry window so you can work the renewals queue.
More in Documents, gates, and maintenance
- Forms and waivers Build digital intake forms and liability waivers that students complete on any phone.
- Booking gates Block a booking until the student, instructor, or aircraft meets a document or capability check.
- Maintenance releases and due times Record maintenance intervals on each aircraft so bookings stop when Hobbs, tach, or a due date is reached.
See it with your own aircraft and syllabus
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