Tracking Student Compliance

Why this matters

The Compliance tab provides full compliance visibility for students as well as instructors. Catch missing or expiring records before they affect scheduling or an FAA audit. Students own their records via the mobile app; the Admin Portal mirrors them in real time.

Navigating to student compliance

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

The Members table shows a compliance status dot next to each student's name — a quick fleet-wide signal before you open any individual profile.

The compliance dot uses the same severity rules as the chips — only Expired escalates to red. Yellow covers expiring, critical, and missing. Use Member Alerts for a full cross-member view.

Reading the compliance grid

Each record type appears as a card with a status chip and a Member Managed or Admin Managed chip. If a required record hasn't been added yet, a placeholder card appears for that slot so gaps are visible at a glance.

Record types tracked for students:

Credentials

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

Currency

• Flight Review (optional — only applicable for students holding a Private Pilot certificate or higher)

TSA Citizenship Verification (admin portal only — not visible to students in the iOS app) is a separate admin-managed section. See below.

Admins can technically add any record type to any member. The list above reflects what is applicable for most students.

Status chip meanings

Admin Managed vs. Member Managed

Every compliance record carries a chip showing who entered it.

• Member Managed — the student added this record in the iOS app. Edit and Delete are disabled — only the student can change it.
• Admin Managed — you added this record on the student's behalf. You can edit or delete it.

When a student later adds their own record, it supersedes the admin-managed version. Admin Managed records are a bridge — useful until the student manages their own records in the app.

Mirrored copy, not a shared record. When a student adds a record in the iOS app, the organization receives its own mirrored copy — the two are not linked. If the student 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 student

Use this when a student hasn't set up the mobile app yet and you need to enter records manually.

Adding a credential

1. Open the student'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
5. Click Save

The record is saved as Admin Managed.

Adding a currency record

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

The record is saved as Admin Managed.

Records you add become Admin Managed and can be superseded when the student adds their own via the iOS app.

TSA Citizenship Verification

TSA Citizenship Verification is an admin-only section — it does not appear in the student's iOS app and is not managed by the student. It captures school-level verification of a student'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 student (optional; enter when received)

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

Compliance documents

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

• You cannot delete member-owned compliance documents
• If the student deletes a file in the app, the portal shows a distinct deleted state on that record — you can see it existed and was removed