Set up a flight school or flying club online

An organization is the shared space where members, students, instructors and aircraft work together. Whoever creates it becomes its admin.

Before you start

You only need an AVIOFILE account: anyone can create an organization.
Pick the right type (you can change it later, see below):
Shared aircraft: co-owners of one or more aircraft.
Flight school: students, instructors and training.
Club: members sharing aircraft and bookings.
School and club: a flight school and a club in one, with one subscription, the same aircraft and the same members.
Maintenance: a maintenance organization.
The organization details (legal name, VAT number, address) are optional when you create it. You will need them for the invoice when the trial ends.

Create the organization

Open Menu.
In the ORGANIZATIONS section, tap Create or join an organization, then choose New organization.
On the first step (What are you registering?) choose the type. For a Flight school or a School and club also answer Can students book on their own?: Yes if students book the aircraft from the calendar, No if instructors and the office book for them. You can change it any time in Settings. Then tap Continue.

The first step: choosing the type of organization

On the second step (Name and home airfield) type the Name. Check the Country: it is the two-letter code, for example IT.
If you like, choose the Home airfield (optional) and tap Continue.

On the third step (Billing details) fill in the legal name, legal form, VAT number, tax code, registered office and invoicing contacts. Schools also have the ATO/DTO approval number, clubs have Affiliation.
Tap Create organization. If you prefer to fill the details in later, tap Complete later.

The billing details, with Create organization and Complete later

The app shows the message "… created" and the new organization becomes your active one. For a school the message also offers Go to the school view.

Plan and free trial

The free trial starts when you create the organization. Schools and "School and club" organizations start with the Training module (courses, enrollments, registries); plain clubs do not.

To see the plan and the trial:

Open Menu and, in ORGANIZATIONS, tap your organization.
Scroll down to PLAN. You see the plan name, the status (Trial, Active, Past due, Canceled, Expired), "Trial ends…" and the Aircraft, Members and Storage bars.

Only people who can manage the organization or its billing see the PLAN section.

Organization settings

The MANAGEMENT section has (depending on type and permissions):

Costs: expenses and hourly cost of every aircraft.
Member fees: who has paid the membership fee (see Members, roles and fees). The number next to it says how many members have to settle.
Members' licences and medicals: the expiries of licences and medicals that members share and, for those who also consent to it, the attached files (see Members, roles and fees).
Wallets: the members' flight credit (clubs and schools); the number says how many have low credit.
Flight disputes and, in clubs without a school, Time windows.

The SETTINGS section has:

Settings (the row, or the tools icon at the top right): one screen with ORGANIZATION (Name, Country and Type), MEMBERSHIP FEE, BOOKINGS (for schools: Students can book), CALENDAR PRIVACY, FLIGHT CREDIT (the low-credit threshold) and FLIGHT CONFIRMATIONS. Which sections appear depends on the type, and Save saves everything at once. Switching type (between flight school, club and school and club) does not touch the subscription, aircraft and members: only the sections you see in the app change.
Billing details: legal name, VAT number and address for the invoice.

Your Personal organization has no members or invitations: it shows only the card, Costs and PLAN.

Add the school's aircraft

You add aircraft straight from the school view.

Open the Fleet tab and tap + (Add aircraft). If the fleet is still empty you find the same button in the middle, and in the Overview the GET STARTED card with the Add your first aircraft row. You need the permission to manage aircraft, which the admin has.
The form opens with the school already chosen in the Organization field.
Fill in the registration, model and counters as in Add an aircraft and save.

You can also do it from the pilot view: Home tab, MY AIRCRAFT, +, then choose the school in the Organization field.

The form to add an aircraft, with the choice of organization

The aircraft shows up in the school's Fleet tab and can be booked. The plan sets the maximum number of aircraft: the Aircraft bar in PLAN shows how much room is left.

Switch to the school view

The school view has the tabs Overview, Fleet, Students, Calendar and Menu. It changes with your role:

the admin and the instructor find in Students the students and instructors with the status of their courses;
the student finds a Training tab in its place, with their own progress and no list of the other students;
if the school's plan has no Training module, the view shows no dashboard, courses, enrollments or statistics: the Overview reports the fleet and today's flights, and Students lists the members.

At the top of the Overview there is the notifications bell, with the number of unread ones. A new school shows the GET STARTED card until it has aircraft, courses and students, and until you have chosen whether Can students book on their own? (tap the row and answer Yes or No).

From the pilot view open Menu.
In the ORGANIZATIONS section, tap Switch to school view.
To go back, in Menu tap Switch to pilot view.

The app remembers the view you were in: the next time you open it, it starts there. If in the meantime you are no longer part of the school (you left, were suspended or removed) you go back to the pilot view with a message.

The pilot view Menu with Switch to school view

The school view is available if you are an admin, instructor or student in a Flight school or School and club organization. A plain Club has no school view: you manage it from the pilot view, in Menu > ORGANIZATIONS, by tapping the club.

Frequently asked questions

Can I change the type after creating it?

Yes, between Flight school, Club and School and club: open Settings in Organization settings (the row or the tools icon), choose the Type in the ORGANIZATION section, tap Save and confirm with Change type. A shared aircraft group or a maintenance organization cannot change type.

Can I have more than one organization?

Yes. Menu > ORGANIZATIONS lists them all: tap one to open its page. For co-ownership groups see Co-ownership.

How do I join an organization that already exists?

The admin has to invite you: see Members, roles and fees.

Create a flight school, club or group