Event States, Filters, and Event Types
Summary
The Schedule view is the operational hub for tracking flights in progress, identifying what needs dispatch, and filtering by instructor, aircraft, or dispatch status. Events move through a lifecycle derived automatically from dispatch activity and clock time. This tutorial explains what drives each state, how to read the filter bar, and what's different about Solo Flight and Checkride event types.
Who this is for
- Admins and Owners managing daily flight operations
- Chief Instructors and Assistant Chief Instructors overseeing dispatch and scheduling
Schedule layout
The schedule displays in Month, Week, or Day view, toggled in the toolbar. A Category dropdown on the right switches between All, By Instructor, and By Aircraft — calendar view controls are hidden when a category is active.
The toolbar also includes Today, previous/next navigation, and a refresh button. An info icon (ⓘ) opens the Event Status Key popover — a quick legend of all chip colors and state icons — useful if you're orienting a new admin.
Each event card shows a colored background (see states below) and may show a left-edge alert bar in amber or red when the booked instructor, student, or aircraft has a compliance or squawk issue. This is the same signal as the EntityAlertPanel inside the booking dialog.
Event states
Event state is derived automatically from dispatch activity and clock time. The one exception is Cancelled, which is set manually.
The state an event shows in the Schedule view — and what you can do with it — depends on whether a dispatch has been initiated and what time it is relative to the event's scheduled end.
If you abort a dispatch while an event is in progress, the event reverts to time-based state — it shows as Scheduled if the end time hasn't passed yet and is available to dispatch again.
| State | Color | Icon | What it means |
|---|---|---|---|
| Scheduled | Blue | — | Before end time; no active dispatch |
| In Progress | Green | LIVE pill | Dispatch is active; aircraft has been checked out; before end time |
| Overdue | Red | hourglass icon | Dispatch is active but the scheduled end time has passed with no return submitted |
| Completed | Grey | check-circle | Return has been submitted and the dispatch record is in returned state |
| Not Flown | Grey | question-circle | Past end time; aircraft was assigned; no dispatch was ever initiated |
| Cancelled | Grey | cancel (strikethrough) | Manually cancelled via the Cancel option on the event |
Not Flown only appears when the viewer has dispatch access. Users without dispatch view see a generic completed state for past events.
Filtering the schedule
The filter bar is hidden by default. Tap the funnel icon (filter) in the Schedule header to expand it. When any filter is active, a blue dot badge appears on the funnel button as a persistent reminder.
A Clear Filters button appears in red when filters are active.
Filter options:
Search — free-text match across event fields.
Instructor / Student / Aircraft — three separate dropdown selectors to narrow to a specific member or aircraft.
Event Type (multi-select chips): Flight · Ground · Solo · Checkride · Other
Dispatch Status (multi-select chips, separated by a divider from Event Type): Not Dispatched · Dispatched · Returned · Cancelled
The most common operational filter is Dispatched — it isolates every event currently in an active dispatch, equivalent to your "flights in the air" view. Pair it with Returned to find pending returns waiting for finalization.
Event types
Five event types are available when creating or editing an event.
The key distinction is whether an instructor and/or aircraft is required — which affects whether the event can be dispatched and what the Flight Release evaluates.
| Type | Label | Instructor | Aircraft | Dispatchable |
|---|---|---|---|---|
| Flight | Flight Lesson | Required | Required | Yes |
| Ground | Ground Lesson | Required | Not required | No |
| Solo | Solo Flight | Not used | Required | Yes |
| Checkride | Checkride | Not used | Required | Yes |
| Other | Other Event | Required | Not required | No |
Checkride works the same way — the FAA examiner is not a FlightSense member, so no instructor field is populated. The event represents the aircraft slot and student, not the examiner.
Dispatch eligibility is aircraft-gated, not type-gated. Any event that has an aircraft assigned can be dispatched.
Common issues
| Problem | Cause | Solution |
|---|---|---|
| Event shows "Not Flown" instead of "Completed" | Aircraft was assigned but no dispatch was initiated before the end time | If the flight happened outside of dispatch, this state is expected — use manual log entry if needed. If dispatch should have happened, initiate it before the end time next time. |
| Event is stuck "In Progress" | Return has not been submitted from iOS | Ask the instructor or student to submit their return from the iOS app, or use Check In from the dispatch drawer. |
| Overdue event — can't see it | Filter is set to a state that excludes Overdue | Clear dispatch status filters or select Dispatched to include overdue events. |
| Solo or Checkride missing from event type list | User is on a restricted role or feature flag | Confirm the user has at least Assistant Chief Instructor role and that event type creation is enabled for the organization. |
| Filter badge showing but no filter selected | A filter was set and the panel was collapsed | Re-open the filter bar and use Clear Filters to reset. |