Configuring Your Organization Profile
Summary
Your organization profile is the display identity for your flight school inside FlightSense—the name that appears on exports, the contact email your members see, and the FAA certificate number that unlocks Part 141 compliant features. Configure it once on the Manage Organization page; update it whenever details change. The page also exposes your Organization ID, which you'll need when connecting external systems.
Who this is for
- Owners and Admins — the only roles that can edit the organization profile
- Schools setting up FlightSense for the first time who need to complete the initial profile before inviting members
- Schools preparing for Part 141 operations who need to record their certificate number
Chief Instructors, Assistant Chief Instructors, Instructors, and Students can view the Admin Portal but do not see the Manage Organization entry—the sidebar tooltip explains "Only organization owners and admins can manage organization."
Before you begin
- Sign in with an Owner or Admin account. If the Manage Organization item in the sidebar is disabled, your role does not have the required permission.
- Have your school's FAA certificate number on hand if you're operating under Part 141. Certificate Number is optional for the save, but required for Part 141 compliant functionality elsewhere in the app.
- Decide on a single contact email. Members and external systems will treat this as the school's primary point of contact.
Steps
1. Open Manage Organization
In the left navigation drawer, click Manage Organization. The page opens on the Details tab.
2. Note your Organization Identifier
The top card shows your Organization ID in a read-only field. Use the copy icon on the right to put it on your clipboard—you'll need this value when configuring external integrations. The helper text reads "Use this ID when configuring external integrations."
3. Fill in the Organization Details card
The details card contains five fields:
| Field | Required? | Notes |
|---|---|---|
| Organization Name | Yes | Shown on exports and member-facing screens. |
| Contact Email | Yes | Must match a valid email format. |
| Certificate Number (Optional) | No | Your FAA certificate number. Auto-uppercases as you type. Required for Part 141 compliant functionality. |
| Website URL (Optional) | No | If you enter a bare domain, FlightSense adds https:// on save. |
| Description (Optional) | No | Free-text description of your school. |
4. Click Save
With both required fields filled and the email valid, the Save button becomes active. Click it. A snackbar confirms "Organization settings updated."
If the save fails, a snackbar displays "Failed to update organization. Please try again."—retry after checking your connection.
What happens next
- The updated values are immediately visible to every user in your organization on their next page load.
- Exports, generated PDFs, and member-facing screens that reference the organization name or contact email pick up the new values going forward.
- The Organization ID itself never changes—only the editable fields are updated.
Common issues
| Problem | Cause | Solution |
|---|---|---|
| Manage Organization is disabled in the sidebar | Your role is not Owner or Admin | Ask an Owner or Admin to make the change, or have an Owner grant you the Admin role. |
| Save button stays greyed out | Organization Name is empty, Contact Email is empty, or the email fails format validation | Fill both required fields. The email must contain an @ and a dot in the domain (e.g., ops@example.com). |
| Certificate Number looks different after typing | The field auto-uppercases as you type | This is intentional—FAA certificate numbers are stored in uppercase. |
| Website URL changed after saving | FlightSense prepended https:// because the URL was missing a scheme | Expected behavior. Re-save with an explicit http:// prefix if you need that scheme. |
| "Failed to update organization. Please try again." | Network error or permission check failed at save time | Retry the save. If it persists, confirm you still have an active Owner or Admin role. |
| The Integrations tab is missing | Your role lacks webhook viewing permission | Integrations is a separate tab gated on its own permission. Profile editing works independently. |
How this works
Where the data is used
Your organization profile feeds every screen that identifies your school—the member list header, exported training records, FAA documentation generated from FlightSense, and outbound email that references your contact address. Keeping it accurate is low effort and avoids awkward fixes later (for example, reissuing an export because the school name was outdated).
Why Certificate Number is optional at save but needed elsewhere
FlightSense lets you save the profile without a certificate number so that Part 61 schools and newly onboarding Part 141 schools aren't blocked during initial setup. Features that require Part 141 compliance—such as generating certain compliance documents—check for the certificate number at the point of use and prompt you if it's missing.
Two tabs on one page
The Manage Organization page has two tabs: Details (covered here) and Integrations (webhooks to external systems). The Integrations tab is gated on a separate permission; if you don't see it, you don't have access—that doesn't affect your ability to edit the Details tab.