Responding to Member Compliance Alerts
Summary
The Admin Portal watches your members for compliance problems—expired medicals, lapsed FIRC certifications, overdue flight reviews, expired TSA training, and stale certificates—and surfaces them at the top of the Members view as an attention banner. Click Review on the banner to see exactly which members need action and which category is the issue. Resolve each one by updating the underlying record, and the alert clears automatically.
Who this is for
- Owners, Admins, Chief Instructors, and Assistant Chiefs monitoring fleet-wide compliance
- Schools preparing for FAA audits needing a clean attention dashboard
Before you begin
- Familiarize yourself with the five instructor compliance categories (certificates, medical, FIRC, TSA, flight review). See Tracking Instructor Compliance.
- Understand that alerts are automatic—you can't dismiss an alert without fixing the underlying record.
- Know your escalation path for members who are non-responsive on compliance items (your school's policy).
Steps
1. Notice the attention banner
Open the Members view. If any member has a compliance problem, a banner appears at the top of the list with a count (e.g., "3 members require attention"). If no one has a problem, the banner is hidden.
The banner uses color to signal severity:
| Color | Meaning |
|---|---|
| Red | One or more items are expired (already lapsed) |
| Yellow | One or more items are expiring soon (within 90 days) |
2. Open the alert dialog
Click the Review button on the banner to open the attention dialog. The dialog lists affected members grouped by the category that triggered the alert. Each row shows:
- Member name and role
- Category (Medical, FIRC, TSA, Flight Review, Certificate)
- Current status (Expired / Expiring Soon)
- Expiration date
- A link into the member's detail view
3. Navigate to the member
Click the member's row. The dialog closes and their details overlay opens with the relevant compliance tab in focus—Compliance for medical, FIRC, TSA, flight review, and certificates.
4. Update the underlying record
Edit the record that triggered the alert:
- Medical — add a new medical record with the updated exam date and class; the old one remains in history
- FIRC, TSA, Flight Review — add a new record with the completion date; expiration auto-computes from that date
- Certificate — the instructor updates their certificate in the FlightSense mobile app; the Admin Portal reflects the change after refresh
See Tracking Instructor Compliance for the full workflow on each category.
5. Verify the alert clears
Return to the Members view. The attention count should decrease by one. If it doesn't:
- Confirm you updated the correct category
- Refresh the page
- Check that the new date actually moves expiration outside the 90-day window
What happens next
- The Members view banner updates immediately to reflect the new count.
- The alert dialog no longer lists this member for this category (the member may still be listed for a different category).
- The compliance status chip on the member's card and their details page updates to the new color state.
Alerts stay current without manual refresh — they recompute whenever you load the Members view.
Common issues
| Problem | Cause | Solution |
|---|---|---|
| Member I just updated still appears in the alert dialog | Another compliance item is also in attention state | Expand the dialog—often there's a second category expiring. Address each one. |
| Banner shows an attention count but clicking opens an empty dialog | Cached count is stale after a bulk fix | Refresh the page. |
| A member who looks compliant appears in the attention dialog | Stale cache, or an unexpected category you haven't checked | Clear browser cache, reload, and inspect every compliance category on the member. File an issue with screenshots if it persists. |
| Flight review alert for a student | Students don't need flight reviews on their member record | Verify the role—this alert is scoped to instructors. If a student record is triggering it, check whether the person has been assigned an instructor role. |
| TSA expiration seems wrong | Auto-computed from completion date as 24 calendar months | Open the TSA record and confirm the completion date. Expiration = the last day of the month 24 months later. |
How this works
What triggers an alert
FlightSense computes each instructor's compliance status on every page load. An alert fires if any of these are true:
- A record has expired (today is past the expiration date)
- A record is expiring soon (expiration is within the next 90 days)
- A required compliance category has no record on file
The first two are red/yellow respectively; the third is a separate "missing record" state depending on how your organization is configured.
The 90-day horizon
FlightSense uses a 90-day lookahead window to give you advance notice. That's typically enough time to schedule a medical exam, sign up for a FIRC, or complete a flight review without the member going out of currency.
If 90 days doesn't fit your school's workflow (some schools prefer 60), note that this window is fixed. Plan your internal reminders accordingly.
Alert scope
Member alerts currently cover instructor compliance categories — medical, FIRC, TSA, flight review, and certificates. Student compliance (e.g., student medical for solo) is tracked separately on the student's record and does not roll into the attention banner at the time of writing.
Best practices
- Check the banner every morning. It's the fastest read on whether your school is ready to fly today.
- Fix the record, not the alert. Alerts recompute from data. You cannot mute or suppress one without updating the underlying item.
- Audit quarterly. Even with alerts, a periodic sweep of the Compliance tabs for every instructor catches items the alert window hasn't yet surfaced.