Reviewing and Finalizing Pending Returns
Summary
When a pilot (instructor or student) submits a return from the iOS app after landing, the dispatch record moves to a pending state — awaiting the dispatcher's review before the flight is officially closed. The dispatcher reviews the submitted meter readings, squawks, and timing, corrects any values if needed, and clicks Finalize to create the completed flight record.
Who this is for
Admins and Chief Instructors with dispatch management permission.
Finding events with pending returns
Pending returns surface inside the Dispatch Drawer — the right-side panel that opens when you click any scheduled event on the Schedule page.
To filter for events that are actively dispatched (and may have a pending return), use the dispatch status filter chips at the top of the Schedule view and select Dispatched. This narrows the event list to flights that have been checked out but not yet returned. Events with a pending return will show a Pending Return — Awaiting Review card at the top of the drawer when opened, along with the submitter's name and how long ago the return was submitted.
There is no separate pending-returns queue or dashboard badge. Checking the Schedule view for Dispatched events is the primary way to catch returns awaiting review.
Opening the Review & Finalize dialog
When the Dispatch Drawer shows the Pending Return — Awaiting Review card, the primary action button reads Review & Finalize. Click it to open the Review & Finalize Check-In dialog.
Reviewing the submitted data
The dialog opens in read-only review mode, showing everything the pilot submitted:
- Return — the date and time the pilot recorded on landing
- Hobbs In — the pilot's Hobbs reading, with the check-out Hobbs shown as a reference below it
- Tach In — the pilot's Tach reading with the check-out Tach as a reference (multi-engine aircraft show Engine 1 and Engine 2 separately)
- Flight Time — calculated as Hobbs In minus Hobbs Out
- Fuel — fuel state at return, if the pilot recorded one
- Instructor Time — flight and ground instruction hours, if entered (instructors only)
- Notes — any dispatch return notes the pilot added
- Squawks — each squawk filed during the flight or at check-in, shown with its severity chip and description
If the data looks correct, click Finalize to close the flight.
Correcting values before finalizing
If any values need adjustment — a meter reading entered incorrectly, a wrong return time — click Edit (pencil icon) in the dialog. This opens the full editable check-in form, pre-filled with the pilot's submitted values. Adjust the fields as needed and click Finalize.
Switching to edit mode is one-way within the dialog session — once you click Edit, you cannot return to the read-only review view. If you close the dialog without finalizing, the pending return remains and can be reopened.
Dispatcher-driven check-in (no pending return)
If a pilot did not submit a return from iOS — for example, a flight where the pilot had no iOS access — the drawer shows a Check In button instead of Review & Finalize. Clicking it opens the same check-in form directly in editable mode. Fill in the meter readings and click Finalize.
After finalization
Once finalized, the event updates immediately:
- The event status chip changes to Completed (green)
- The Dispatch Drawer shows a Flight Record panel in place of the pending card
The Flight Record panel has three sub-sections. Dispatch Log shows departure and return times, Hobbs in/out, Tach in/out, and fuel. Times shows total flight time and instructor time (if recorded). Notes shows any check-out or check-in notes.
The flight record exists within the dispatch record — it does not create a separate entry in the member log list. To associate lessons with the flight, use the log management tools in the Admin Portal.
Abort Dispatch
If a checked-out flight needs to be cancelled — equipment issue on the ramp, weather abort before departure — use Abort Dispatch in the Dispatch Drawer instead. Abort cancels the dispatch entirely and returns the event to Scheduled status. The aircraft becomes available for check-out again. Abort is only available while the event is In Progress and before any return has been submitted.