Owner & admin FAQ

Work through Set up your school — it's the same order most schools follow: add your people, import your flight logs and student roster, then watch test results and run the Part 141 report. If you're on the 30-day trial, that walkthrough is the trial: it puts your own data in front of you instead of a demo.

A top bar (Dashboard, Users, Account) sits above module tabs, and each tab has its own sub-navigation:

• Logbook — your own flying, plus Student Logs for everyone else's.
• Test Prep — exams, student records, and flagged questions.
• School Stats — roster, courses, reports, and imports. Owners and admins only.
• School Settings — Users, Org Settings, and Billing.

Staff see “My Dashboard” / “My Flight Logs” in the Logbook tab, because you have your own flying to log as well as students to supervise.

No. Accounts work immediately. Branding (School Settings → Org Settings) and your course catalog (School Stats → Course Settings) can be done whenever — though it's worth checking course codes before a roster import, since your spreadsheet should use the same ones.

Both are on School Settings → Users, and you can mix them.

• Create the account — it exists straight away with a temporary password that you hand over. The person is required to set their own password the first time they sign in, so the temporary one stops working. Best when email isn't configured yet, or you're sitting with someone.
• Invite by email — they follow a link and choose their own password, so no password is ever shared. Invites expire after 14 days, and you can copy or revoke a pending invite from the same page.

• Owner — everything, including billing. The account that signed the school up. You can't remove the last owner.
• Admin — users, school settings, and School Stats. No billing.
• Instructor — any student's logbook and Test Prep records; can review endorsement exams. No School Stats, no user management.
• Student — their own logbook and their own exams.

Change anyone's role later from the Users page.

Each role draws on its own allowance, so the number in your plan's name only ever means students:

• Students — the headline number (10, 25, 50).
• Instructors and admins — their own separate allowances, which grow with the plan. They never consume a student seat, but they aren't unlimited either; the per-plan numbers are on the pricing page.
• Owner — always exactly one, never counted.

Your current usage against every allowance is shown on School Settings → Org Settings.

Adding another member in that role is blocked, with a prompt to upgrade — running out of instructor seats doesn't stop you adding students, and vice versa. Seats are checked when you add someone, so you're never cut off mid-month for growing: you simply can't add the next person in that role until you upgrade or free a seat by graduating someone.

In order:

1. They're using your school's address (yourschool.flightschooltoolbox.com/login), not the main site.
2. If you invited them by email and email isn't configured for your school yet, no message was delivered — copy the invite link from the Users page and send it yourself.
3. If you created the account, they need the temporary password and will be asked to change it on first sign-in.

You can always create a fresh invite. If you're stuck, email support.

Mark them for graduation from the Users page. The seat is freed immediately and they drop off your active rosters, but nothing is finalized for 30 days — you can reinstate them within that window if they come back for another rating.

Their school-tagged flights are written to a CSV archive your school keeps, their Test Prep attempts are snapshotted, and the membership is closed. Their flights then return to being their own personal logbook — a graduate keeps their flying history, and your school keeps its exit record. The archive is downloadable from the same Users page.

No, and this is worth understanding: the School Stats roster is made of school records, which are separate from login accounts. Removing an account doesn't remove the student from your reporting — which is what you want, because a graduate still counts toward Part 141 numbers. To stop seeing a former student in day-to-day lists, use the Status filter on School Stats → Students rather than deleting the record.

Yes — this is part of the guided trial. Send your files to support@flightschooltoolbox.com and we'll load them: logbook CSVs (one per pilot, named or listed so we know whose is whose, and say which app they came from) and your student roster spreadsheet. The roster doesn't have to match our template — if your format is close, we'll map it.

ForeFlight, Garmin Pilot, LogTen Pro, and Logbook Pro are detected automatically; any other CSV can be imported as a generic file, with a column-mapping step so you can point each column at the right field. Files are parsed in the browser and previewed — with the detected source, flight and aircraft counts, and any warnings — before anything is saved.

No — and it's a real limit rather than an oversight. A flight belongs to whoever is signed in, so importing from your account would put the student's flights in your logbook. Either have each pilot import their own file (Logbook → Import/Export → Import), or send the files to us and we'll load them against the right accounts. You can always view any student's logbook from Logbook → Student Logs.

Yes, in both modules. Logbook imports skip duplicate flights. School Stats matches students and enrollments on Student ID, then driver's license, then email — so a re-import updates the record instead of creating a second one. That means you can keep maintaining your spreadsheet and re-import whenever it changes.

Download the CSV template from School Stats → Import/Export — it has the exact headers and an example row. Only First Name and Last Name are required; everything else is filled in where you have it: student ID, contact details, course code, enrollment status, ground/flight FAR part, start and graduation dates, and the milestones (knowledge exam, FOI, pre-solo check, first solo, mock checkride, checkride) each with date, result, score, and examiner. CSV or Excel (.xlsx), up to 5 MB.

It's a dry run — nothing is written. You get the counts that would be created or updated, plus every row that would be skipped and why. Fix those in your spreadsheet, preview again, and only then commit. Warnings are different from errors: a warning row still imports.

No, and the Logbook is deliberate about this: FFS / FTD / ATD time is logged in its own fields and is excluded from every flight-time total. Device hours are reported separately, in the same columns FAA Form 8710-1 asks for. If your previous logbook rolled sim time into totals, expect your totals here to be lower — and correct.

Test Prep → Students (the Students card on the Test Prep dashboard) lists every student with exams taken, endorsements earned, and their last attempt. Open a student for their endorsement report per course, every completed exam, and a link into the exam itself, question by question, exactly as they saw it.

Their most recent 3 endorsement exams in a course must all be at 80% or better. An endorsement exam is 100 questions. Because it's the most recent 3 that count, a later failure moves a student back out of eligibility — it isn't a badge they keep. You don't have to track it by hand: the Students table lists the endorsements each student has earned, and their record opens with an “Endorsements passed” banner once they qualify. The endorsement report is printable for your records.

Practice is study: 100 questions by default, with 70% as the guide mark, and students can resume or discard an unfinished one. Practice attempts never make anyone endorsement-eligible — only endorsement exams do.

Yes. Staff can open any student's endorsement exam and review it question by question. Students themselves can review their practice exams but not their endorsement exams — an endorsement is FAA-facing, and letting a student study the exact exam that endorses them would undermine it.

Students flag it while reviewing; flags collect on Test Prep → Flagged questions for your staff, and we review them against the canonical question bank. Flagging doesn't change anyone's score.

The user list is accounts — people who sign in. The School Stats roster is school records — everyone your school trains and reports on, whether or not they ever had a login. That separation is what lets you report on historical students you've imported from a spreadsheet.

Two first-attempt pass rates and a headcount:

• §141.5(d) — an 80% first-attempt pass rate, required for knowledge tests and practical tests. They are judged separately, so both bars must clear; a course with a rate for one and nothing for the other simply hasn't been tested there yet.
• §141.5(e) — at least 10 different people graduated in the window (distinct students, not enrollments).

An untested category is never counted as a failure — a test nobody has sat can't fail you.

Your reporting start date, which you set once and which then sticks for your school — a 141 school reports from a fixed certificate date, not a rolling window. The window selects graduations, not test dates: a student who graduated inside the window has their first attempts counted whenever those tests happened.

Because a student can be Part 141 for one and Part 61 for the other, and mixing them misreports both. Each enrollment carries its own ground FAR part and flight FAR part plus its own graduation date — the knowledge test is judged by the ground part, the checkride by the flight part. FAR part lives on the enrollment, not on the student, so a student can be 141 on one course and 61 on another.

The likeliest cause is a missing graduation date: an enrollment with no graduation date and no passed terminal test for that part is out of scope, so a student mid-course doesn't appear. Where a graduation date is blank, the report falls back to the earliest pass of that part's terminal test (checkride for flight, knowledge exam for ground) and marks the row so you can see it was inferred. Filling in the real dates is always better than relying on that.

Mark it as not FAA-reportable in School Stats → Course Settings and its tests stay out of the 141.5(d) rate. Sport Pilot ships this way by default — Part 141's approved-curriculum appendices don't include a Sport Pilot certification course.

Not currently. The report covers the knowledge-test and practical-test halves of §141.5(d); end-of-course and special-curricula end-of-course tests aren't tracked, and the report says so in a footnote.

30 days at 50 student seats, with no card on file — there is nothing to auto-charge, because we never took a payment method. Every module is on: Logbook, Test Prep, and School Stats.

Access pauses until you choose a plan. It does not silently drop to the free plan — a school that trialled with 40 students would then be running 40 students on a 1-student plan, which helps nobody. Nothing is deleted: choosing a plan restores everything exactly as it was. Export your School Stats roster before the trial lapses if you want a copy in hand — the logbook export stays reachable after a lock, but the roster CSV doesn't.

Plans are sized by student seats, with instructors and admins always included on top. Current amounts are on the pricing page. There's also a free plan with a single student seat, which never expires — useful for keeping the school open while you decide.

Only the Owner, from School Settings → Billing. Admins manage people and records but never the subscription. There is no personal or individual plan — FlightSchool Toolbox is sold to schools, and every account belongs to one.

Your data is never deleted. A cancellation starts a 15-day grace period — you keep working, with a countdown shown in the app, and the owner can export everything. After that the suite locks with the data preserved; re-subscribing restores full access.

Email delivery is configured per deployment, and until it's switched on nothing goes out — that's a configuration state, not a broken invite. The invite itself is still valid: copy its link from the Users page and send it however you like. Same for the temporary passwords, which you hand over directly anyway.

No. Every query is scoped to your school, and staff drill-ins check both the role and that the student belongs to your school. Your students, logbooks, and records are visible only to your own staff.

Any staff member — owner, admin, or instructor — can view any student's logbook and test records. That's deliberate: a student shouldn't have their progress hidden from the instructor covering for someone else. Students see only their own.

support@flightschooltoolbox.com — including for data imports, which we're happy to run for you. For your own students and instructors, you're the first line: you can reset roles, re-issue invites, and see everything they see.