Adding Organization Members
Summary
Add students, instructors, and staff to your flight school by entering their FlightSense ID. Members must first create an account in the mobile app before you can add them—this ensures their profile exists in the system before linking to your organization.
Who this is for
- Organization Owners and Admins with access to the Admin Portal
- Flight schools onboarding new students or instructors
- Organizations adding administrative staff
Before you begin
The person you're adding must complete these steps first:
- Download the FlightSense app on their iPhone or iPad
- Create an account and sign in
- Open Account Settings in the app
- Locate their FlightSense ID (an 8-character code like
A1B2C3D4) - Share this ID with you
- Enough available seats in your subscription (check the seat counter in the Members view)
- Their intended role(s) decided in advance
Steps
1. Open the Members view
From the Admin Portal dashboard, the Members view is displayed by default. If you've navigated elsewhere, click Members in the sidebar.
2. Click Add Member
Click the Add Member button in the top right. A dialog will appear with an info alert: "To add a new member, they must first sign in to the FlightSense mobile app. Their 8-character FlightSense ID can be found in the app under Account Settings."
3. Enter their FlightSense ID
Type the member's 8-character FlightSense ID in the FlightSense ID field. The field auto-capitalizes as you type.
4. Select their role(s)
Open the Role(s) dropdown and select one or more roles:
| Role | Admin Portal Access | What they can do |
|---|---|---|
| Student | No | Train with premium app features; subscription covered by organization |
| Instructor | No | Manage students, grade lessons; subscription covered by organization |
| Assistant Chief Instructor | Yes (limited) | Access admin portal; cannot manage organization settings or billing |
| Chief Instructor | Yes (limited) | Access admin portal; cannot manage organization settings or billing |
| Admin | Yes (full) | Full admin portal access |
5. Set seat status
Toggle Occupies paid seat if this member should count toward your subscription seats. This is off by default.
- On: Member counts toward your seat limit and receives premium access
- Off: Member is added as a Guest (useful for students paying their own subscription)
6. Save
Click Save. A green confirmation message appears: "Organization member added!"
What happens next
Once added, the member:
- Appears immediately in your Members list
- Sees your organization in their mobile app on next sync
- Can access features based on their assigned role(s)
- Has their subscription covered by your organization (if occupying a paid seat)
The seat counter updates to reflect the new member. If you assigned an admin role, they can now log into the Admin Portal.
Common issues
| Problem | Cause | Solution |
|---|---|---|
| "Failed to add member. Please try again." error | FlightSense ID doesn't exist or member already in organization | Confirm the member has signed into the mobile app at least once. Check your Members list—they may already be added. The ID is case-insensitive but must be exactly 8 characters. |
| "You've reached your seat limit. Please upgrade your plan or remove a member." snackbar | Seat limit reached when saving | Upgrade your subscription or remove inactive members to free up seats. |
| Add Member button disabled | Seat limit reached | Tooltip shows "Seat limit reached". Free up seats before adding. |
| Add Member button disabled | No permission | Only Owners and Admins can add members. Tooltip shows "Only organization owners and admins can add members". |
| Can't find their FlightSense ID | Member hasn't signed in | They must open the app and sign in first. The ID appears in Account Settings. |
How this works
Why the two-step process?
FlightSense requires members to create their own account first for two reasons:
- Identity verification: The member controls their own credentials and profile
- Data portability: If a student transfers schools, their training records follow them
Role assignment logic
- Roles are additive—assigning multiple roles grants combined permissions
- The Owner role exists but cannot be assigned through the UI (set at organization creation)
- Removing all roles from a member doesn't delete them; they become inactive
Seat allocation
Members toggled as "Occupies paid seat" count toward your subscription limit. Guest members (no paid seat) can still appear in records and reports but don't consume seats—useful for:
- Past students who've moved on
- Visiting check instructors
- Historical flight records with external pilots