General Settings
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Dispatch and Check In Parameters
The Dispatch and Check In option is enabled by a System Administrator from the Admin Tab / Features & Options menu.
The Dispatch and Check In process is then defined by a System Administrator in the Dispatch and Check-in Parameters found from the Admin Tab / Parameters & Settings menu. This definition determines exactly what information and data entry fields appear on the Dispatch and Check In forms.
These settings are extensive, but also very important, since this process is the source of collecting actual flight data, and many other system features and options are not available, or only partially available, unless the dispatch and check in functions are used, including:
If you have questions about enabling and defining your Dispatch and Check-in parameters, please feel free to contact the MyFBO.com Support Team for assistance ([email protected]). If you want to test out different Dispatch and Check-in settings without affecting your live system, you should Test it in the Sandbox!
General Settings
Enable Pre-Dispatch Process
If enabled, staff (and optionally customers/students) can pre-dispatch a flight to run the system dispatch checks before flight time. This presents dispatch type information for review, such as maintenance information and Qualifications and Limitations warnings, without actually dispatching the aircraft.
Example Pre-Dispatch Sheet
Enable Online Dispatch Process
If enabled, staff (and optionally customers/members) can dispatch a current reservation. MyFBO.com has a very thorough Qualification and Limitations checker. The Q&L checker evaluates aircraft maintenance information, pilot information, and customer information before allowing dispatch. Depending on the settings established by the System Administrator, the Q&L checker may issue warnings or block dispatch if certain information is not on file or qualifications are not met (e.g., Customer is Current). Whenever a dispatch is blocked, a manager can override the block if appropriate.
Example Dispatch Warnings & Blocks
When the checks are met successfully, dispatch is completed and a dispatch sheet is printed for the flight staff or pilot to carry with them. The dispatch sheet contains important flight related information, along with data fields to be filled in with required information after the flight is complete.
Example Dispatch Sheet
Allow Pre-Dispatch and/or Dispatch Without Reservation
Provides options for immediate pre-dispatch or dispatch without having a reservation on file.
Pre-Dispatch / Dispatch without Reservation
Pre-Dispatch Settings
Pre-Dispatch Header URL
Option to include a graphic in the header of all printed pre-dispatch forms. This option is typically used to add the company logo, but could also be used to add an information block, terms and conditions with a required signature line, or even a checklist.
Pre-Dispatch Footer URL
Option to include a graphic in the footer of all printed pre-dispatch forms. This option could be used to add an information block, terms and conditions with a required signature line, or even a checklist.
Enable Pre-Dispatch by Customers
If enabled, customers/members will be able to pre-dispatch upcoming reservations from their Schedule Tab / Reservation List.
Include last reported Hobbs / tach
If enabled, last reported meter readings will be included on the pre-dispatch form.
Include time remaining until maintenance
If enabled, time remaining until maintenance items are due will be included on the pre-dispatch form. Includes past due maintenance items as well.
Include Qualifications and Limitations check
If enabled, list of Q&L warnings and blocks will be included on the pre-dispatch form.
Dispatch Settings
Verify seatholders at dispatch time
Use of this feature is strongly suggested by the NTSB. Tracking seatholders greatly simplifies accident investigations. We also suggest that you enable the Qualification and Limitation parameter requiring emergency contact information on file for each seatholder before a flight can be dispatched. If these features are enabled, the dispatcher will have an opportunity to add or remove seatholders, and update emergency contact information, prior to affirming that the seatholder list is correct and dispatching the flight.
Allow multiple open dispatch tickets for one customer
Use of this feature is discouraged for flight operations using prepay or credit accounts. The system is unable to properly check balances with this feature enabled.
Always show "Dispatch For" page
If enabled, dispatch of a reservation will always result in the Dispatch For confirmation screen that includes an 'Add a Cost' button so additional purchases, such as charts, can be quickly recorded prior to the flight. This feature is very useful when dispatch, check in, and receipt preparation are performed by different individuals.
Regardless of this setting, the Add a Cost option is available from the FrontDesk Tab for the customer in focus, and is an available Action for flights in progress on the Review Tab / Dispatch Status menu.
Click here to watch a quick Add a Cost e-learning.
Pre-Dispatch Form and Dispatch Ticket Settings
Include customer credentials on Pre-Dispatch and Dispatch Ticket
Adds certificate type and number, medical date and class, most recent flight date, flight review date, birth date, and overall currency status to the data on the pre-dispatch and dispatch tickets.
Include aircraft dispatch comment on Pre-Dispatch and Dispatch Ticket
If enabled, creates an Aircraft Dispatch Comment entry option in the aircraft resource record. Any comments placed there will appear on Pre-Dispatch and Dispatch tickets for the specific aircraft. For more information, please see Aircraft Dispatch Comment.
Comment on Dispatch Ticket
Include Maintenance data on Pre-Dispatch and Dispatch Ticket
If enabled, includes maintenance data on the pre-dispatch and dispatch tickets per the settings below.
Maintenance Item format
Select which format should be used to present upcoming maintenance items on the Pre-Dispatch and Dispatch tickets.
- Detailed by Category
- Top 3 by Basis
- Top 5 by Basis
- Top 3 (by Basis) plus Flight Limits
- Top 5 (by Basis) plus Flight Limits
- Flight Limits Only
Exclude maintenance items marked "Dispatch OK"
If enabled, maintenance items that have not been set to block dispatch will not be included.
Exclude squawks from Pre-Dispatch, Dispatch, and Check-In
Excludes squawk information and entry. Squawks can still be entered by staff from the Maintenance Menu.
Include recently resolved squawks on Pre-Dispatch and Dispatch
Includes up to three resolved squawks from within the last month.
Add resolutions
Shows resolution details for recently resolved squawks.
Dispatch Ticket Settings
Include Temporary ID badge
If enabled, includes temporary badge on the printed Dispatch Ticket. ID Badge Production feature must first be enabled and properly set up. For more information, please see ID Cards / Badges.
Attestation on Dispatch Ticket
Text added here will be included near the bottom of the Dispatch Ticket with a signature line.
Enter Bar Code Font Name to include code on Dispatch Ticket
For more information, please see ID Cards / Badges.
Include departure / arrival clock times
If enabled, includes fields on the printed dispatch ticket to enter actual departure time and arrival time.
Include instructor briefing sheet for flights with dispatch ticket
This setting applies to automatically including and printing the IBS when you print the dispatch ticket. Options are Never, Curricular Dual Flights Only, Curricular Dual and Solo Flights, or All Dual Flights. If Never is selected, the IBS can still be printed separately as needed.
Check In Settings - Aircraft
Include Hobbs data on check-in
If set to Yes, input of "return" Hobbs readings will be required during check in.
Hobbs data is
If "return" Hobbs readings are required during check in, select whether the entry should be actual meter reading or elapsed time. See examples below.
Include Tach reading on check-in
If set to Yes, tachometer readings will be required during check in. See example below.
Air time included on check-in
If set to Yes, air time will be required during check in. See example below.
Calculate air time from takeoff and landing times
If set to Yes, data fields for takeoff and landing times will require completion during check in so air time can be calculated. See example below.
Retain takeoff and landing times on single segment flights
Not recommended unless you require the recording of actual takeoff and landing clock times for check in of single segment flights.
Allow time entry in UTC / Zulu on segment check-in
If set to yes, check-in of segmented flights will include an option to enter departure and return times in either the local default time or Zulu/Greenwich time. See example below.
Allow Flight Revenue Type selection during check-in
If set to yes, Manager level users have the ability to change the flight revenue type to Non-revenue or Non-revenue / Non-commission during check in to create unbilled flights. A related parameter is available from Staff Parameters to allow staff users to set the flight revenue type.
Check In Settings - Fuel
Include Fuel Used in Aircraft Log
If Yes, fuel used entry field will be available in the aircraft log section of check in. See example below.
Exclude fuel used for dry aircraft
If Yes, fuel used entry field in the aircraft log section of check in will not appear if aircraft rates are defined as dry in the aircraft resource record.
Require fuel pump meter readings on check in
If Yes, fuel pump meter readings will be required upon check in if fuel was pumped. See example below.
Include fuel remaining
If Yes, a fuel on board option appears for selection on check in so the next person to pre-dispatch or dispatch the aircraft will know how much fuel is remaining. See example below.
Check In Settings - Additional Instructor Time
Include additional instructor time
Instructor time that is not actual flight time can be tracked separately in a check-in data entry field named Additional Time, or a pair of fields named Preflight Time and Postflight Time. Please see the Frequently Asked Questions section at the bottom of this document for additional information to determine if you want to use this option or the Ground Instruction option in the next section of settings.
If set to No, then all other settings in this section are ignored.
Include clock time fields
If yes, instructor time will be entered in start and stop clock time fields, and the system will calculate the elapsed / net instructor time from these fields. Only the net time is stored in your database.
Note: All time fields can accept entries in hours and minutes (hh:mm) or hours, tenths, and hundredths (hh.th). All entries in hours and minutes form are immediately converted to hours, tenths, and hundredths.
Pre-complete fields with
If Additional Instructor Time is tracked as Additional Hours, the fields can be pre-filled with times from the reservation, times from the dispatch and check in process, or a specific amount of time. The last option is used when you always want to charge for a minimum amount of additional time.
Subtract aircraft time when calculating additional time
If Additional Instructor Time is tracked as Additional Hours, and fields are pre-filled with times from the reservation or from the dispatch and check in process, the aircraft time that has already be entered in the process can be subtracted to result in net instructor time.
Apply premiums to additional time
IFR/Adv premiums can be set as adders to flight instruction rates. They can also be applied to Additional Time, or Preflight Time and Postflight Time during check in. Please see the Frequently Asked Questions section at the bottom of this document for additional information.
Additional time billed at ground rate
If set to Yes, time will be billed at the ground rate set in the resource record for the instructor. If no, time will be billed at the same rate as flight instruction.
Additional time coded as ground
If set to yes, time will be coded as staff ground time (SG) instead of staff flight time (S). This allows for proper tax calculation, for proper tracking of flight staff hours by type, and allows you to set different staff pay / commission rates for flight and ground time.
Check In Settings - Ground Instruction
Allow Ground Instruction time entry
If set to Yes, a field for ground instruction time entry will be available on check in. This time will be billed at the ground instruction rate for the instructor.
Set to No if you charge the same rate for ground instruction as flight instruction, or if you need to apply premiums to ground time. Please see the Frequently Asked Questions section at the bottom of this document for additional information.
Show clock time fields
If yes, instructor time will be entered in start and stop clock time fields, and the system will calculate the elapsed / net instructor time from these fields. Only the net time is stored in your database.
Note: All time fields can accept entries in hours and minutes (hh:mm) or hours, tenths, and hundredths (hh.th). All entries in hours and minutes form are immediately converted to hours, tenths, and hundredths.
Check In Settings - Customer Information
Allow update of Customer information on check in
If Yes, allows update of customer record as part of the check in process. See example below.
Include course / lesson information on check in
If Yes, allows update of the curriculum, stage, and lesson as part of the check in process. See example below.
Warn when curriculum not selected on check in
If Yes, prompts appear for student or dual check in when curricular information is not present. See examples below.
Warn on dispatch if stage/lesson not set, require on check in
Applies to enrolled students for curricular flights only. If yes, warning appears during dispatch if a stage and lesson have not been selected, and stage and lesson entry is then required during check in.
Allow entry of Comments on Customers with check in
If yes, these fields are used for comments and follow up on customers. The fields are not used for flight data. For more information, please see Comments On Customers.
Check In Settings - Log Data
Include basic log information input on check in
Provides additional fields on the Dispatch Ticket and at check in for landings, day hours, night hours, IMC time, hood time, and approaches. Also includes these fields in various customer time reports and flight instruction reports. Required for operations tracking maintenance based on air time or cycles.
Log "Other" time
If Yes, an additional field is available in the log for recording another type of hours. The name of this field can be changed in the Renaming Parameters.
Record clock times and calculate air time from clock times
Segment log includes fees
Frequently Asked Questions
When using Customer Levels to apply different rates for instruction, how can they be made to apply to the ground instruction as well?
Customer Levels can be made to apply to the ground instruction if you charge the same base rate for the instructor's time whether it is flight time or ground time. For example, if an instructor's rate is $55, it will be $55 for both flight and ground instruction. If Customer Level 1 receives a discounted rate of $45 for flight instruction, then they will also pay $45 for ground instruction.
The first step to make this work is to make sure the applicable rates are set correctly for the instructor.
Rates: Staff Resources - General
Rates: Staff Resources - Levels
The second step is to make three related settings in your Check In Settings.
Check In Settings
How can the premiums for flight instruction be applied to ground instruction as well?
IFR/Adv premiums can be set as adders to flight instruction rates. They can also be applied to ground instruction during check-in if you make the appropriate settings.
Note: This option works whether the time is billed at the ground rate for the instructor, or at the default flight rate.
Check In Settings
In the two questions above, the solution is to track instructor time that is not actual flight time in a check-in data entry field named Additional Time, or a pair of fields named Preflight Time and Postflight Time. Even though these fields are not specifically named Ground Instruction, they can still have a separate cost code that indicates the time is staff ground time (SG) instead of staff flight time (S). This allows for proper tax calculation, for proper tracking of flight staff hours by type, and still allows you to set different staff pay / commission rates for flight and ground time. This is accomplished by setting the option Additional time coded as ground = Yes.
Additional Time Entry
Preflight and Postflight Time Entry
Ground Time Entry
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08/17/11 cli
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