Instructor Compliance in the Admin Portal

Summary

FlightSense compliance is instructor-owned. Instructors manage their certificates, medical, and currency records in the iOS app—the Admin Portal shows a real-time mirror of those records so you can spot gaps before an FAA audit or scheduling conflict. You can also add records on behalf of instructors who haven't set up the app yet.

Who this is for

• Admins and Owners monitoring FAA Part 141 compliance
• Chief Instructors and Assistant Chief Instructors tracking instructor currency

Before you begin

• The instructor must be an active member of your organization
• Instructors who have set up the iOS app will already have records visible on their Compliance tab
• Instructors who haven't set up the app can have records entered by an admin on their behalf

Navigating to the Compliance tab

1. Go to Members in the Admin Portal
2. Click the instructor's name to open their profile
3. Select the Compliance tab

The Compliance tab is divided into two sections: Credentials (certificates and documents that don't expire on a fixed schedule) and Currency (items with rolling expiration dates).

Credentials includes:

• Medical Certificate
• Government Photo ID
• Airman Certificates (with ratings)

Currency includes:

• TSA Security Awareness Training
• Flight Review
• FIRC

Reading the compliance grid

Each record type appears as a card. Cards in both sections show:

• A status chip (color-coded — see the severity model below)
• Issue date and expiration date
• A Member Managed or Admin Managed chip indicating who owns the record

If a required record hasn't been added yet, a placeholder card appears for that slot. Placeholders show a gray Missing chip so you can see gaps at a glance without hunting for what's absent.

Compliance status severity model

FlightSense uses a five-tier model:

Admin Managed vs Member Managed

Every compliance record carries a chip showing who entered it:

• Member Managed — the instructor added this record in the iOS app. They own it.
• Admin Managed — an admin entered this record on the instructor's behalf.

Edit and Delete are disabled on Member Managed records. Only the member can modify records they own. Hovering over the disabled controls shows a tooltip explaining why.

This design keeps the instructor in control of their own compliance history and prevents accidental overwrites. If a Member Managed record needs correction, the instructor must update it in the app.

Admin Managed records can be edited and deleted by admins normally.

Mirrored copy, not a shared record. When an instructor adds a record in the iOS app, the organization receives its own mirrored copy — the two are not linked. If the instructor later deletes their record, the org's copy is unaffected and remains visible in the Admin Portal. You can keep it, delete it, or replace it with an Admin Managed entry as needed to protect your audit trail.

Adding a record on behalf of a member

Use this when an instructor hasn't set up the iOS app yet and you need to enter their records manually.

Adding a credential

1. Open the instructor's Compliance tab
2. In the Credentials section header, click Add Credential
3. Select the record type from the menu (Medical Certificate, Government Photo ID, or Airman Certificate)
4. Complete the form fields for that record type
5. Click Save

The record is saved as Admin Managed.

Adding a currency record

1. Open the instructor's Compliance tab
2. In the Currency section header, click Add Currency
3. Select the record type from the menu (TSA Security Awareness Training, Flight Review, or FIRC)
4. Enter the completion date
5. Click Save

The record is saved as Admin Managed.

Once the instructor adopts the iOS app and adds their own records, their entries become Member Managed and take precedence. Admin Managed records you entered can be cleaned up at that point.

TSA Citizenship Verification

TSA Citizenship Verification is an admin-only section that does not appear in the iOS app. It captures school-level verification of an instructor's citizenship status for FTSP compliance.

Two pathways are supported:

US Citizen pathway:

• Date Verified — date the school confirmed citizenship
• Verifying Instructor — the admin or chief who performed the verification

FTSP pathway:

• TSA Approval Date — date TSA approved the instructor (optional; enter when received)

All three fields are admin-editable. Changes are saved immediately.

Compliance documents (Member tab)

Documents an instructor attaches to their compliance records in the iOS app appear under the instructor's Documents tab in the Admin Portal, inside the Member sub-tab.

What to know:

• Admin cannot delete member-owned compliance documents
• If the member deletes a file in the app, the admin view shows a distinct deleted state for that attachment — you can see that it existed and was removed

Admin-uploaded documents appear in the Admin sub-tab and are managed separately.

Status dots and alerts

The Members table shows a colored compliance dot next to each instructor:

• Yellow dot — one or more records are expiring or critical
• Red dot — one or more records are expired

When a dot appears, open the instructor's Compliance tab to see which records need attention. For a full walkthrough of responding to compliance alerts, see Responding to Member Alerts.

How this works

Why the admin portal is a mirror

Instructors own their compliance records because those records follow them—if an instructor moves to another school, their certificates and currency go with them. The Admin Portal reflects whatever the instructor has entered, giving you visibility without taking ownership away from the instructor.

Admin Managed records fill the gap for instructors who haven't adopted the app yet. They're intended to be temporary—a bridge until the instructor manages their own records.

Compliance vs. qualifications

Compliance tracks personal currency—records that belong to the instructor regardless of which course or aircraft they fly. Qualifications track course-specific and aircraft-specific authorization. Both must be current for an instructor to be fully ready. See Managing Instructor Qualification Records for the qualifications side.

Effect on the Flight Release

Instructor compliance records feed into the Flight Release — the go/no-go check at dispatch. An Expired compliance record (medical, flight review, etc.) produces a Blocked — Override Required verdict, preventing check-out until resolved or overridden. Expiring, Critical, and Missing records raise an advisory without blocking. See Understanding the Flight Release for details.