Run your club: roles and permissions
For club admins. Invite members, review applications, give people permission groups, and find your way around Members, Aircraft and Instruct.
This article is for the people who run a club workspace. When your club starts on Pilot Lab, we set the workspace up with you, including your aircraft, first members and instructors. This is how you look after it from then on.
Workspace admins see Membership, under Admin, in the club sidebar. It opens the club's membership page in workspace settings, where invitations and applications live. The rest of the club's setup, including Permissions & groups, is in the same settings area, under Club.
Permission groups
What someone can do in the club comes from the permission groups you give them. A new club starts with eight:
Table: The permission groups every club starts with
| Group | For |
|---|---|
| Club admin | Full operational access to every module and action |
| Booking desk | Create, approve, cancel and sign bookings in and out |
| Instructor | Run flights and sign off lessons |
| Maintenance | Ground aircraft and manage maintenance |
| Finance | Receive payments and issue refunds |
| Member manager | Edit and suspend members |
| Reports viewer | Read-only access to operational reports |
| Every member | Applies to every active member. Book aircraft for yourself |
Every member is never given to anyone. It applies to every active member automatically, so you change what ordinary members can do by editing that group. For example, a club that takes all bookings through the front desk can remove self booking from it.
A person can hold more than one group. Their sidebar shows the parts of the club their groups open up. A member with no other group sees the dashboard, notices and whatever Every member allows, which is the safe default.
To change someone's groups, open Members, select the member and use the Permissions tab. It also shows the modules those groups open. To change what a group itself allows, or to add your own group, go to Permissions & groups in settings. Both need the right to manage club settings, which Club admin holds.
Member privacy
Four permissions decide who sees other members' details: See other members' accounts (balances, statements and credit limits), See other members' records (membership expiry, medical and flight review dates, qualifications and check flights), See other members' documents and See other members' notes. Nothing else implies them, and everyone always sees their own. By default Member manager holds all four, Finance holds accounts and Instructor holds records.
Compliance reports, which list members' medical and flight review expiry dates, need See other members' records as well as access to reports. Reports viewer on its own does not open them. Give records only to people who need them.
Invite members
- Open Membership and choose Invite pilots.
- Enter one or more email addresses and choose a role for each. Member is the default. Admin makes someone a workspace admin with access to everything.
- Choose Send invitations.
Invitations waiting for an answer are listed under Awaiting the pilot, with the role and the date sent. Cancel invite withdraws one. The pilot also finds the invitation on their invitations page in Pilot Lab.
Review membership applications
If your club takes applications, they arrive under Awaiting the club on the Membership page. Filter by Pending, Approved, Rejected or Withdrawn. Each application shows the applicant's message and whether they accepted the club's membership terms. Add an optional decision note, which the applicant sees if you reject, then choose Approve or Reject.
People who join through an application come in as members. A new member can open the club's dashboard and notices straight away. What else they can do comes from the permission groups you give them.
Members
Members is the club's member directory, for admins and the Member manager group. The list shows each member's type, status, membership expiry, account balance, medical and flight review status, last flight and tags. The balance and the medical and flight review columns only show to people who hold the matching member privacy permission.
The filters across the top are All, Active, Needs attention, Sharing incomplete, Suspended and Archived. Needs attention finds members with something due: membership expiring, medical or flight review due, a qualification expiring, or an account past its credit limit. Sharing incomplete finds members who have not accepted the club's membership terms, or who have not given the club a record the terms ask for. Choose Save view to keep a set of filters. A saved view is yours alone unless you share it with the whole club.
You can Add member, Import CSV and Export. Tick members to act on several at once: change their status, add or remove a tag, add them to a member group, or, if you can send club mail, Email selected. The Groups tab next to Directory manages member groups.
A member's page has tabs for their overview, bookings, flights, account, qualifications, documents, notes, permissions and activity. Some tabs only show to people with the permission for them. From the member's page you can also Suspend a member, archive them when they leave the club, or Reactivate them.
To change whether someone is a workspace Member or Admin, use Members in workspace settings.
Aircraft
Aircraft, under Fleet, shows each aircraft's status: Available, Booked, Flying, Maintenance or Grounded. Open an aircraft for its overview, bookings, maintenance, defects, tech log and usage, and to Ground it or Return to service. Maintenance gathers open defects and items coming due across the fleet. By default only admins and the Maintenance group can open these pages.
Instructors
Instructors are set up as club staff and given the Instructor group. They then see an Instruct section in the sidebar, after People. It opens with Home, today's lessons, the sign-offs waiting and the students who need attention, and has Students, Schedule, Lessons, Debriefs, Milestones, Sign-offs and Reports. Instruct is open to anyone who can sign off lessons, which by default is the Instructor and Club admin groups.
Students do not appear on their own. An instructor adds a member with Add student, choosing their licence track and instructor. The student is then asked whether the club's instructors may see their training record, and their logbook stays closed to the club until they accept.
Getting help
If a member cannot see something their groups should give them, or you want to change how the club is set up, contact us. Club workspaces are new, and we would rather hear about a rough edge than have your club work around it.