Aircraft and pilot documents with expiry dates

In the Documents tab you put the aircraft's files (insurance, certificates, manuals, invoices) and yours (ID, receipts and anything that is not a licence). Your licence, ratings and medical certificate have their own page, with one single expiry date: scans are attached to the licence. If you add an expiry date, the app flags documents that are expiring and those that have expired.

Before you start

The file can be a PDF, an image (JPG, PNG, HEIC, WebP), a text file, a CSV, a DOCX or an XLSX, up to 25 MB.
To add a document to an aircraft you need permission to write documents on that aircraft. You can always add your own personal documents.
Documents that a school or club keeps about you can only be read and downloaded.

Add a document

Choose the file

Open the Documents tab and tap +. (From an aircraft page, Documents tab, use Add document.)
Under ADD TO choose where it goes: one of your aircraft's registrations or My documents. This step only appears if you have more than one choice.
Under CHOOSE A SOURCE tap Take a photo, Photo library or Choose a file.

Title, category and expiry

Enter the TITLE.
Choose the CATEGORY. For an aircraft: Invoice, Inspection report, Insurance, Certificate, Manual, Photo, Logbook scan, Weight & balance, Other. For your own documents: Certificate, Medical, Identity, License, Receipt, Photo, Other.
If the document expires, set EXPIRES (OPTIONAL). If needed, also set VALID FROM (OPTIONAL).
Tap Upload and wait for the upload to reach 100%.

If the upload does not succeed the document stays Pending in the list: open it and tap Check upload, or delete it and try again.

A medical or a licence? Attach it to a licence entry

If under My documents you choose the category Medical or License, the app asks ATTACH IT TO A LICENCE?. A licence or medical has one expiry date, and the file becomes its scan:

choose the licence of the right type (if there is only one it is already chosen);
or New medical / New licence: after the upload the licence page opens, already filled with the file's title and dates, and when you save it the file stays attached to it;
or No, keep it as a document: the file stays a free document, with its own expiry.

A file attached to a licence has no dates of its own (the licence expiry counts), so the form does not ask for them.

Find documents and watch deadlines

In the Documents tab the filters are All, Aircraft, Pilot and Expiring (plus Uploading, when a file is still uploading). The counts also include the documents your school or club keeps about you and the ones shared with your group.
Aircraft documents are grouped by registration; yours are in the PILOT section: first your licences, ratings and medical certificate (with the expiry and, if scans are attached, an icon with the number of files), then the free documents. Files attached to a licence live in the licence and are not repeated in the list.
Each document shows its status: Valid until…, Expiring (30 days or less to go), Expires today or Expired. A licence shows in N d from two months before.
The Expiring filter gathers the ones to renew. The counts count licences, not their scans.

Each aircraft page also has a Documents tab with that aircraft's files. If the manuals library is on for you, the Documents tab also shows Manuals library.

Licences, ratings and medical certificate

A licence (license, rating, medical certificate, radio, language) has one single expiry date, and that is the one used by the calendar and the reminders. Tap it to open its page, where you can change its data and manage the FILES:

Under FILES you see the scans already attached; tap one to open its details.
Tap Attach a file and choose Take a photo, Photo library or Choose a file. The file takes its category from the licence type and has no expiry of its own.
For a new licence use Save and attach a file: it saves the licence and goes straight to choosing the file.
If you delete a licence that has files, the app asks whether to delete them with it or keep them as documents.

Documents to link

If you have free documents that look like a medical or a licence (for example a file uploaded before this feature), a N documents to link row appears in PILOT. Tap it: for each document you can

Link to a licence of the same type. If the document and the licence have different expiry dates the app asks which one to keep and writes it on the licence. If the document was shared with organizations the app asks you to stop sharing it: a licence file is only shared together with the licence;
Create the licence from this document: the page of a new licence opens, already filled in;
Leave as is: the document stays free and is not proposed again.

Nothing is linked on its own: every choice is yours.

Reminders before an expiry

For your documents, licences and medical AVIOFILE reminds you in advance (by default 30 and 7 days before). To change the days for all your expiries, or to turn the reminders off, go to Menu > Notifications > Preferences (see Connect your calendar). For a single expiry open the document and tap Edit details (a licence or the medical is in Licences & ratings): under Reminders for this expiry choose As in general settings, Custom or No reminders.

Expiries also appear in the calendar of the app and of your phone, even when they are years away. Each licence has one entry and one reminder: the scans attached to it have none of their own.

Open, edit, delete

Tap a document to open its details: category, file name, size, Expires, Uploaded.
Open shows the file. If the preview is not available, use Share to open it in another app.
Edit details changes title, category, Valid from and Expires. For one of your own documents with an expiry there is also Reminders for this expiry (see below). For aircraft documents there is Transferable instead: the document goes with the aircraft if it changes owner.
Delete document removes it from the lists (the file is kept on the server).

Edit and delete only appear if you can manage that document.

The details of a scan of a licence are different: they show Attached to (the licence and its expiry), have no Expires and no Share with…. In their place there is Sharing, which tells who the files of your licences are shared with and takes you to Licences & ratings, and Detach from the licence: the file becomes a normal document again, without an expiry.

Share with your organizations

Licences and medical with schools and clubs

In Profile > Licences & ratings, under SHARE EXPIRIES WITH, each club or school you belong to has a switch: on, the office sees the expiry dates of your licences. With the expiries on, a second switch appears, Attached files too (off by default): the office can open and download the scans of your licences, and the copies it downloads stay under its responsibility. Turning the expiries off also removes the files. Co-owner groups and maintenance shops do not receive licences: for them the sharing of documents below applies.

Frequently asked questions

When does a document count as expiring?

When 30 days or less remain before its Expires date. After that date it is Expired.

Why do I see documents I did not upload?

They are the ones your school or club keeps about you (the FROM YOUR SCHOOL OR CLUB section) or the ones other members shared with your group. You can read and download them, but not edit them.

My medical certificate is not in the list of documents.

If it is attached to a licence it is in the licence page, under FILES: in PILOT you see the licence (with the files icon), not the file. If it is a free document you find it among the documents, and Documents to link offers to attach it to the right licence.

Why does my medical file have no expiry date?

Because there is only one expiry date and it is the licence's. Change it in the licence page: the calendar and the reminders follow that.

I do not see the Edit button.

You do not have permission to manage that document (for example it belongs to another organization or your school keeps it about you).

See also: Co-ownership, Add an aircraft.

Documents