From Dispatch to Flight Record

Summary

When a flight is dispatched — checked out by a dispatcher from the web Admin Portal — the event goes live in the iOS app. From there, the instructor's job is to fly the flight, submit a return when they land, and let the dispatcher finalize the record. The result is a read-only flight record tied to the event, automatically populated with departure time, meter readings, calculated flight time, and any squawks filed during the flight.

Check-out is not available on iOS — it is always initiated by a dispatcher from the web.

Who this is for

Instructors conducting scheduled dual flights. The return flow is the same for students flying solo, with the exception of the Instruction Times section, which appears only for instructor accounts.

Before the flight — what you see on iOS

Open the Schedule tab and find your upcoming event. A Scheduled chip (blue) means the event is created but not yet checked out — no dispatch has been initiated.

On the Event Detail screen:

• The details card shows instructor, student, aircraft, and event notes
• If the aircraft has open squawks, an Open Squawks row appears with a count and severity color — tap to review them before departing
• The File Squawk button (octagon icon, top-left toolbar) is available if you need to report a condition before the flight

There is no check-out action on iOS. The next state change happens when the dispatcher checks out the flight from the web.

Check-out (dispatcher, web)

The dispatcher or admin opens the event in the Admin Portal, reviews the Flight Release — a go/no-go check covering compliance, airworthiness, squawks, and weather — and clicks Check Out. A blocked Flight Release requires an override before check-out can proceed.

See Understanding the Flight Release for how check-out works from the dispatcher's side.

During the flight — In Progress

Once checked out, your event updates on iOS:

• Status chip: In Progress (blue)
• A Dispatch Status card appears in the Event Detail showing departure time, Hobbs Out, Tach Out, and fuel state (if recorded). If the dispatcher applied an override, a warning row shows the override reason.
• The Submit Return button (airplane arrival icon) appears at the bottom of the Event Detail

There is no in-app timer or flight-duration display. Flight time is calculated from your meter readings when you submit the return.

If the flight goes overdue

If the scheduled end time passes without a submitted return, the event chip changes to Overdue (red). There is no push notification — the chip color is the only iOS indicator. The Submit Return button stays active; submit the return when you land as normal.

Submitting your return

When you land, open the Event Detail and tap Submit Return. Fill in the form sections in order. The hint next to each meter field shows the check-out value for reference.

Pending Dispatcher Review

After submitting, the Event Detail shows a Pending Dispatcher Review card. It displays Return Time, Hobbs In (with Hobbs Out as a reference hint), Tach In (with Tach Out), calculated Flight Time, Instruction Time breakdown, fuel state, notes, and squawk count. The event card chip stays In Progress until the dispatcher finalizes the record.

If you need to correct anything before finalization, tap Edit Return — it opens the same form pre-filled with your submitted values. Use Save to update.

After finalization

Once the dispatcher finalizes the return in the Admin Portal, the event updates on iOS:

• Status chip: Completed (green)
• The Pending Review card becomes a read-only Flight Record card showing all the same fields, plus a Fuel log row ("Fuel Out → Fuel In") and a squawk count row. If a dispatch override was applied, an override row shows the reason.

The flight record is read-only after finalization — no edit actions are available on iOS.

Lesson linking

Dispatch-built flight records do not support lesson association — there is no lesson-linking UI for them on iOS or the web. To associate lessons with a training session, record a debrief from the Log tab after the flight. The debrief log (not the dispatch record) is where lesson grading, status, and time entry live.

See Recording a Debrief and Associating Lessons with a Log.

Finding past flights

Completed, Not Flown, and Cancelled events appear in the Past Events section of the Schedule tab, below your upcoming events. They display at reduced opacity. Tap any past event to open its detail and view the flight record.