en1030010_Settings

Settings

The following settings are available in the Administration module.

They have been already set up for you but you can change them to better adjust the system to your needs.

Administration e-mail address

Enter the e-mail address that should be used by members and the public in general to contact the club regarding administrative matters. This information is compulsory.

CFI (Chief Flying Instructor) e-mail address

Enter the e-mail address that should be used by members to contact the club’s CFI. If the club does not have a specific e-mail address for the CFI, we suggest you enter the administration e-mail address.

Operations e-mail address

Enter the e-mail address that should be used by members to contact the club’s operations department. If the club does not have a specific e-mail address for this area, we suggest you enter the administration e-mail address.

Help desk e-mail address

Enter the e-mail address that should be used by members to contact the club’s help desk. If the club does not have a specific e-mail address for this area, we suggest you enter the administration e-mail address.

Telephone – Administration

Enter the telephone that should be used by members or members of the public to contact the club regarding administration issues.

Telephone – CFI

Enter the telephone that should be used by members to contact the CFI. If the club does not have a specific telephone number for this area, we suggest you enter the administration telephone number.

Telephone – Operations

Enter the telephone that should be used by members to contact the operations department of the club. If the club does not have a specific telephone number for this area, we suggest you enter the administration telephone number.

Telephone – Help desk

Enter the telephone that should be used by members to contact the help desk. If the club does not have a specific telephone number for this area, we suggest you enter the administration telephone number.

Ticket Monitoring – Number of days until ‘In delay’

This field is applicable to ticket monitoring.

Enter the number of days between the date in which the ticket was opened and the date it should be considered as ‘In delay‘ if it has not yet been attended. Tickets ‘In delay‘ will be marked with a red flag on the monitoring panel.

Directory selection mode.

When the Directory screen is presented, records can be displayed in one of two ways:

Full List Mode.
All active records are displayed. You can then scroll the results or use the grid search box to further filter the grid’s contents until you find the record you want.
Search Mode.
The directory is presented with an empty grid . You need to enter the account number or any other means of identification of the record and press the search button. Only then, the records that satisfy the search criteria are displayed in the grid.

Adjust the selection mode according to your Internet connection and the number of active members your your organization has. You should try both and decide which one works best in your environment. The Full List mode is preferable by most users, although it generates more Internet traffic.

Account code (membership code) format and length

Together, these two fields define the format and length of the account code. This definition needs to be done when the system is installed and before accounts are created.

Once accounts have been created, these fields can still be modified, if necessary. However, the application will change all account codes from the old to the new format and members need to be notified about this as their account code will then be different.

The following account code formats can be used:

Numeric with up to 7 digits.
Each new account code follows a sequential number, which is automatically incremented every time an account is created.
Name initial + sequence of up to 6 digits
The account code is made by concatenating the first letter of the first name of the person followed by a sequence of up to six numeric digits. There is a separate numeric sequence for each letter of the alphabet. The application increments this automatically.
Surname initial + sequence of up to 6 digits
The account code is made by concatenating the first letter of the surname of the person followed by a sequence of up to six numeric digits. There is a separate numeric sequence for each letter of the alphabet. The application increments this automatically.
First name and surname initials + sequence of up to 5 digits
The account code is made by concatenating the first letter of the first name followed by the first letter of the surname followed by a sequence of up to five numeric digits. There is a separate numeric sequence for each combination of two letters of the alphabet. The application increments this automatically.
Surname and first name initials + sequence of up to 5 digits
The account code is made by concatenating the first letter of the surname followed by the first letter of the first name followed by a sequence of up to five numeric digits. There is a separate numeric sequence for each pair of letters of the alphabet. The application increments this automatically.
Free format with up to 7 characters
The account code is informed manually by the user when the account is created. It can contain any numeric character, letter or the special characters ‘_’ (underscore), ‘-‘ (hyphen), or ‘@’ (at sign).
Year of joining + sequence of up to 5 digits
The account code is formed by the last two digits of the year concatenated to a sequential of up to 5 digits. There is a separate numeric sequence for each year. The application increments this automatically.

For each of the options above, use the field Account length to specify the exact number of characters of the account code. Any numeric sequence will have zeros added to its left until it reaches the specified code length.

Name order for directory display

Names of individuals in the directory can be displayed in two different ways, according to the code entered in this field.

FS: Names are displayed in the order First name followed by Surname.
SF: Names are displayed in the order Surname followed by First names. In this second case, these two elements are separated by comma.

Name order on reports

Names of individuals on reports can be displayed in two different ways, according to the code entered in this field.

Name order for P1 on flight log

Names of pilots flying as P1 can be displayed in two different ways on the flight log, according to the code entered in this field.

Name order for P2 on flight log

Names of pilots flying as P2 can be displayed in two different ways on the flight log, according to the code entered in this field.

Name order for tug pilot on flight log

Names of tug pilots log can be displayed in two different ways on the flight log, according to the code entered in this field.

Name order for guests on flight log

Names of guests can be displayed in two different ways on the flight log, according to the code entered in this field.

Apply smart formatting on account code entry

If your account format is defined as a mixture of letters followed by a numeric sequence, the system can automatically fill the numeric sequence with leading zeros, thus avoiding the user having to do it manually every time an account code is entered.

For example, if your account format is defined as having 6 characters and must start with the first letter of the surname, then the user can simply enter A3 rather than A00003.

The system suggests the flying account number for new records

If this filed is selected, Aerolog Cloud will suggest the account number when a new directory record is inserted. The user can override it, provided that the code informed by the user does not exist yet in the database.

If this field is not selected, the user must inform the account code associated to the directory record being created.

Default directory record type

The Directory can have different types of records, according to the list below:

Individual (a person such as a pilot, staff, member, etc.)
Record that represents an individual. A person.
Syndicates
Record that represents a syndicate for an aircraft.
Control
Record created for internal control of the club. It does not represent a physical person. As an example, we can mention Voucher flying accounts and Go for Solo scheme flying accounts.
Other organizations such as other clubs and suppliers.

This field defines how the record type is initialized when a new directory record is created. The user can then override the value set by the system.

Show year of reference to initialize period on queries

Many of the operational and financial queries are associated to a period. The system tries to initialize the start and end dates automatically with dates that are relevant to what is being queried.

Some queries can present a drop down list with the current year and several other past years. When the user selects any year the start and end dates are automatically initialized with the first and last day of that year, respectively. The user can then override these dates according to his/her need.

If you select this field, the year drop down box becomes visible in some financial and operational query screens, allowing the user to make use of the facility mentioned above.

Default address type

The Directory allows unlimited number of addresses for each record. Each address can be of type “Home address” or “Work address”. This field defines the default type of address record when a new address record is created. The user can override it.

Owner of club aircraft

Many calculations carried out by the flight log have their results affected depending on whether the flight was done in a private aircraft or club aircraft.

The aircraft file allows you to specify who is the owner of each aircraft. This is done by assigning each aircraft to its owner’s account.

However, the system needs to know which account represents the club. This information is provided in this field. Just activate the search tool and select the account that represents the club. By default, Aerolog Cloud sets the club’s own account code as ‘0000’ (a sequence of four zeros).

Identification of certificates, ratings and endorsements

Aerolog Cloud has a file with several technical qualifications items.

Different operations, tasks and types of instructions require different qualification from their respective operators or instructors.

For each type of operation or instruction listed on this section, you should specify the technical qualification that is required for that item. Some items are listed more then once. This is because there may be more than one technical qualification associated to that same item.

We suggest, however, that the club creates its own endorsements for each of these items. Each endorsement will act as the technical qualification required for each type of instruction or operation. In this way, instead of having multiple technical qualification associated to each operation you will have only one for each of them.

For example: A pilot may be qualified as tug pilot if he/she has PPL or NPPL. However, all tug pilots would have been through a special training that qualifies them to be tug pilots. The club can then create its own endorsement for tug pilots called, for instance, Club Endorsement Tug Pilot. Then use this technical qualification as the unique qualification needed for any tug pilot. Make sure the tug pilots have this endorsement inserted in their respective technical qualification tab on the Directory screen.

The system crosses this information with the technical qualification assigned to each person in the directory to decide what names or accounts can be entered in the flight log for P1, P2, tug pilots, winch drivers, etc.

If your club does not use some of the items presented, leave them blank.

Request email of responsible when minor’s age is less than…

When a member is under a certain age, the system will require the e-mail of the person responsible for the minor. Enter the age limit in this field.

Order of presentation of telephone numbers on Directory

The directory allows up to three telephone numbers to be defined. Home, work and mobile. You can select which ones should be displayed and the order in which the respective fields will be presented.

Automatically make the person a system user when inserted in the Directory

If this option is selected, the system will automatically make the person a system user when his/her record is created in the Directory. The default profile for access will give this user access to all external functions such as enquiry to his/her own account statement, flight log, personal details, documents upload and flight statistics.

Show user on report header

If this option is selected, all reports will display on their headers, among other information, the user that produced that report.

Automatic communication to members about document expiry date

Aerolog Cloud monitors all documents assigned to members and contacts the member when one of his/her documents is due to expire soon.

You can define up to three stages of communication regarding documents expiry date. For each stage you can define the number of days until the document expires as well as a text to be sent to the member. Each stage should have its own text.

For example you can set up a text to be sent when there are 30 days left until the document expires (stage 1). Another text to be sent when there are 15 days left until the document expires (stage 2). And another text to be sent when there are 5 days left until the document expires (stage 3). Aerolog Cloud will send these texts, in due time, until all three communications have been sent or until that document is renewed. When a new document is uploaded the same process will start again, this time, controlling the new expiry date.

Use the fields in this group to define the stages and their respective communication texts.

Datamodus