Using the Organization Document Library
Summary
The Organization Document Library is a shared file space for your flight school. Upload standard operating procedures, syllabi, forms, checklists, or any other reference material you want every member to have on hand. Files uploaded here appear on both the Admin Portal and in the mobile app under Documents, so instructors and students can pull them up before a flight without asking.
Who this is for
- Owners and Admins — full control: upload, edit, delete any file in the library
- Chief Instructors and Assistant Chiefs — full control, same as Admin in this area
If you don't see the Upload Document button, your role doesn't include library management. Instructors and Students can view and download org files from the mobile app; they do not manage the library.
Before you begin
- Have the file ready in a standard format (PDF is typical for syllabi and SOPs; DOCX, images, and spreadsheets are also supported).
- Know the expected audience. There are no per-file permissions inside the library—every org member can see every file in the library.
Steps
1. Open the Documents view
From the Admin Portal sidebar, click Documents. The view lists every file currently in your organization library, with filename, type, size, and upload date.
Use the controls at the top of the table to narrow the list:
- Search — filter by filename or display name
- Category — filter by document category (SOP, syllabus, form, reference, etc.)
- Visibility — filter by who the file is visible to (admins and managers only)
2. Upload a file
Click Upload Document in the top right. Select one or more files from your computer. Each file uploads individually; you'll see progress indicators next to each one.
Supported formats include PDF, DOCX, XLSX, PNG, JPG, and most common document and image types. There is no size limit displayed in the UI, but very large files may fail on slower connections.
3. Add a display name (optional)
By default, files display with their original filename. To rename a file in the library without renaming the underlying file on your computer, click the file's row, click Edit, and enter a new Display Name. The original filename is preserved internally for reference.
4. Delete a file (Admins and Owners only)
Click a file row and click Delete. Confirm the deletion. Deletion is permanent—there's no trash or recovery.
What happens next
- The file is immediately available to every member of your org.
- Members do not receive a notification when files are added. If the file needs to be seen (e.g., a policy update), announce it out-of-band.
- Files do not expire or archive automatically. Plan to audit the library periodically so stale documents don't accumulate.
Common issues
| Problem | Cause | Solution |
|---|---|---|
| Upload Document button is disabled or hidden | Your role can view but not manage the library | Ask an Owner, Admin, Chief Instructor, or Assistant Chief to upload on your behalf. |
| Upload fails silently | Network dropped mid-upload | Re-upload the file. If it fails repeatedly, check the file size and your connection. |
| Accidentally deleted a file | No trash/recovery | Re-upload the original. Deletion is permanent. |
| Member reports they can't find a file you uploaded | Search filter is applied, or they need to refresh | Ask them to clear the Search field and the Category filter. If still missing, confirm the file exists in the list for you. |
How this works
Permissions at a glance
Three permissions govern the library: view, manage (upload and edit), and delete. Owner and Admin have all three. Chief Instructor and Assistant Chief Instructor have view and manage but not delete. Everyone else has view only.
Keeping the library useful
A file library is only as useful as its current contents. Suggested hygiene:
- Name files so members can find them without opening each one (e.g., "SOP — Solo Flight Authorization.pdf" rather than "sop_final_v2.pdf").
- When you update a document, replace the file and update the display name with a version or date rather than uploading a new copy alongside the old one.
- Review the library each quarter and delete anything that's no longer accurate. Old documents cause more damage than missing ones.