Members, roles and fees

A person joins your organization with an invitation and stays with one or more roles. Here you see how to invite them, change their role, follow the membership fee and remove them.

Before you start

• To invite, change roles, remove people and record fees you need the Admin role. Anyone with permission to read the member list, such as an instructor, can see it too.
• Roles can be combined (a person can be both Instructor and Pilot):
• Admin: manages members, aircraft and settings.
• Instructor: teaches and signs the training records of their own students.
• Student: trains with the school.
• Pilot: flies and logs flights.
• Maintenance: records maintenance work.
• Read only: can only view data.
• In a co-ownership group and in a club without a school there is no Student role.

Invite a person

1. 1Open Menu and, in ORGANIZATIONS, tap your organization. In the school view you can also open the Students tab and tap +.
2. 2In the MEMBERS section tap Invite. Your Personal organization has no members: to invite somebody, create a club, a school or a group first.
3. 3Leave By email selected at the top (the default). To let many people in at once see Open link below.
4. 4Type the person's Email.
5. 5Choose the Roles: tap each role you want to assign. Pilot is already selected in a club and Student in a school (from the Students tab, Instructor if you are looking at instructors).
6. 6Tap Send invitation.

7. 7Invitation created appears with a link to share. Tap Copy link and send it to the person however you like.

An open link for many people

When you do not have everyone's address (for example a new course), tap Open link in Invite:

1. 1Choose the Roles (there is no Admin role: an open link cannot give it).
2. 2Choose Valid for: 1 hour, 24 hours or 3 days.
3. 3With People who can join set the maximum (1 to 50, 20 by default).
4. 4Tap Create link, then Copy link: the address is shown only now.

Whoever has the link joins with the roles you chose, until it expires or the places run out: share it only where it is needed. Below you find OPEN LINKS (also on the organization page), with roles, expiry and how many people used each one: tap a link that is still valid and Revoke to stop it at once; people who already joined stay. It does not work for co-ownership shares and transfers, which always go through an email invitation.

In the INVITATIONS section you see the invitations you sent with their status (Pending, Accepted, Declined, Revoked, Expired). Tap a pending or expired invitation to choose what to do with it:

• Send again: emails it again with a new link (Invitation sent again). The previous link stops working: only the new one is valid, and you can copy it with Copy link.
• Revoke: cancels the invitation. Confirm in Revoke invitation? with Revoke: the link stops working.

If an invitation has expired, invite the person again.

What the invited person does

1. 1They sign up or sign in with the same email as the invitation (not needed for an open link).
2. 2They open the link, or go to Menu and tap Accept in the YOUR INVITATIONS card.
3. 3Alternatively, in Menu they tap Create or join an organization, then Join with invitation, paste the link or code and tap Join.

After joining, the organization becomes their active organization.

If they signed in with a different address from the invited one, the app says This invitation is for another address and shows the invited address in hidden form (for example "m•••@dimma.it"). Tap Sign in with another account to come back with the right address: the invitation picks up where it was. If you used Apple and hid your email, ask the admin for an Open link. An open link that has expired, been revoked or already reached its maximum number of people says so clearly: ask for a new one.

Change role, promote, remove

Open the person's page: in Menu > ORGANIZATIONS open your organization and tap the name in MEMBERS. From the Students tab, tap the student and then Member profile. In the MANAGE section:

• Promote to pilot (students only): they are no longer a student. Their logbook and training registry stay with them.
• Promote to instructor (for a pilot or an admin): adds the instructor role and keeps the others.
• Change roles: choose the roles in the sheet and tap Save.
• Suspend: the person can no longer access the organization's data, but stays in the list and keeps their records and fees. They no longer count toward the plan's seats. Confirm with Suspend: in MEMBERS the person moves under SUSPENDED, with the Suspended label. To let them back in, open their page again and tap Reactivate; reactivating uses a plan seat again.
• Remove from organization: the person loses access. Their flights and records stay on file. Confirm with Remove.

If a student still has open course enrollments, the app reminds you after the promotion: enrollments do not close by themselves.

The page also shows UPCOMING FLIGHTS, the person's groups and, if you are an admin, the OFFICE section: from Documents you can add the medical certificate, ID, license or receipts. Here you also find Flight credit (in clubs and schools), Membership fee (the status; tap it to record a payment, exempt or see the history) and the member's Expiries. The person sees them in their Documents tab, under FROM YOUR SCHOOL OR CLUB, even after leaving the organization.

For course enrollment and the student's training file see Training.

Leave the organization

Anyone who wants to leave opens Menu > ORGANIZATIONS, taps the organization and taps Leave organization at the bottom.

• If there is another admin, just confirm with Leave.
• If you are the last admin, the app first asks Who becomes administrator?: choose one or more people (or All members) and tap Make administrators and leave. The people you choose keep their roles and also get the administrator role. The aircraft stay with the organization; a co-ownership share of yours stays yours until you use Leave my share.
• If you are the only member, You can't leave yet appears: first invite someone to take over the organization. If the other members exist but are all suspended, reactivate a suspended member or invite someone.
• With more than 5 members, All members asks you to confirm and says how many people become administrators.
• Before you leave, the app shows Before you leave… with what is still open: flight credit or a debt (ask the office), a paid membership fee, balance with the co-owners, future bookings (cancelled for you when you leave), scheduled shift days, open courses and draft lesson records. It is only a reminder: it never blocks you from leaving.
• In co-ownership groups, if you hold a share, the sheet asks Leave the share too?. By default the share stays yours: you remain a co-owner, pay the fixed costs and can fly from your personal organization. Turn on Leave the share too to give it up now: its percentage is left unassigned and the other co-owners are told.
• The group's payer and its last co-manager first hand over the payment or name another co-manager: the app explains how.

Membership fees

The yearly fee is for clubs and schools that want to block the aircraft for members who have not paid. AVIOFILE does not collect payments: the office records them.

Turn the fee on

1. 1In Menu > ORGANIZATIONS, open your organization; in the SETTINGS section tap Settings (or the tools icon at the top right).
2. 2In the MEMBERSHIP FEE section turn on Require the membership fee.
3. 3Set Yearly amount (for information only), Currency and Grace period (0 to 90 days), then tap Save.

There is one screen and one Save. For schools the BOOKINGS section has the Students can book switch: when off, students can see the calendar but instructors and the office make the bookings. FLIGHT CREDIT sets the low-credit threshold of the wallets and FLIGHT CONFIRMATIONS the days after which an unanswered flight is accepted on its own.

CALENDAR PRIVACY decides what others see: only students see "busy" (recommended), students and pilots see "busy", or everyone sees everything. Instructors, admins and anyone involved in a booking always see all the details.

Record a payment

1. 1In MANAGEMENT tap Member fees. For clubs and school-and-club organizations the entry is always there; a flight school has no fee (to use it, switch to School and club in Settings), unless one was already on. The number next to it says how many members have to settle.
2. 2Filter the list with All, To fix, Expiring, Paid, Exempt.
3. 3Tap the member and choose Record payment.
4. 4Fill in Payment date, Amount, Paid until and, if you like, Note. Tap Record.

From the same sheet you can choose Exempt from the fee (for example an honorary member), Remove exemption or Payment history. Recorded payments can't be edited.

What happens when the fee expires

• The status goes from Paid to Expiring, then Grace period and finally Expired (or Never paid).
• With an expired or unpaid fee the member can't book or fly the organization's aircraft. They still see their own logbook and training registry.
• Admins, instructors and people who don't fly (only Maintenance and/or Read only) are never blocked: the fee does not apply to them.
• The member sees a notice in the Menu and in Home; tapping it opens the organization page, where My membership fee says "Paid until…" or "Expired, amount" and leads to the payment history. With a suspended or closed organization the notice does not appear.

Licence and medical expiries

Each person can share their licences, ratings and medical with the organization (in their profile, under Licences & ratings, in the section for sharing with clubs and schools). Consent has two levels, both chosen by the person and off by default: the expiry dates and, separately, the files attached to the licences (the scan of the medical, for example). Anyone who had already shared the dates keeps sharing only those: files need a new consent. Sharing exists only for clubs and schools.

Admins see them in MANAGEMENT > Members' licences and medicals, but only for people who gave their consent. Under each member's name the app says whether they share Dates only or Dates and files:

• The dates are always those of their licences, with the status (Valid, Expiring, Expired).
• For people who also share the files, the attached files appear under each licence: tap one to open it. The file is downloaded with a signed link that lasts a few minutes, and every time you open it the access is recorded.
• A member can withdraw consent at any time: from then on their files can no longer be opened.

When a member's licence or medical is about to expire, the admin gets a notification; tapping it opens Members' licences and medicals, where the ones expiring first are at the top.

Licence files do not appear in Documents shared by members: that is where the other personal documents stay (insurance, ID...). The medical that an admin uploads for a person from their page is a different thing: it is the organization's own record, with its own reminders, and it is not mixed up with the licence files.

Frequently asked questions

What happens to the flights of a person I remove?

They stay in their logbook and in the organization's archive. People who leave on their own use Leave organization at the bottom of Organization settings.

Can I invite someone with several roles at once?

Yes: in the invitation form tap all the roles you need.

Why don't I see Member fees?

You need the admin role and a club or school-and-club organization. A flight school sees it only if the fee was already on: to use it, switch to School and club in Settings.

See also: Create a school or club, Training, Classroom.