Documents & Communication

Documents & Expiry Tracking

The Documents workspace keeps all the documents of the operation: organization documents, aircraft records, and member documents. Resyrv flags each document when its expiry date comes near.

Three kinds of documents

• Organization documents - operations manuals, safety policies, insurance certificates. The whole group can see them. In an operation with more than one base, you can show them to one location only.
• Aircraft documents - registration, airworthiness, weight and balance, insurance. They stay with the aircraft: on the page of the aircraft and in the workspace.
• Member documents - the uploads of each member: certificate scans, medical copies, renter insurance. Members manage their documents from their personal documents page.

Each of the three kinds has its own entry under Documents in the sidebar. Use it to go directly to the drawer that you want. The workspace opens on Browse, a folder view of all the documents that you have access to.

Browse the folders

Browse works like a cabinet of files. Open Aircraft to see one drawer for each tail number. Open a tail number to see its folders: airworthiness, registration, maintenance, insurance. The breadcrumb at the top shows where you are. Click it to go back up one level.

Empty folders stay visible on purpose. Thus, when you add a new document, you do not have to remember the name that you gave the folder before. If the empty folders are in the way, click Hide empty to show only the folders that contain documents. The switch next to it changes between list rows and icon tiles. Resyrv keeps both choices for the next time.

Open a document

Click a document to open it next to the list. Resyrv shows PDFs and images directly in that panel, so you can examine a certificate without a download. The buttons that you see (open, download, replace, edit, delete) depend on the permissions of your role for that kind of document.

Upload a document

Add Document is one form for all three kinds of documents. The scope buttons at the top show only the kinds that you can upload to. Type a name. Select a folder. If the document has an expiry date, set it. Choose the file.

• You can upload PDFs, Word documents, images (also HEIC files directly from an iPhone), and plain text, up to 50 MB. This size is sufficient for a scanned POH.
• Resyrv shows the progress of each upload. If the connection stops, Resyrv tries the upload again automatically. If the upload still fails after these tries, your form and file stay on the page, so you can try again with one click.
• For required reading, tick “members must acknowledge”. Members get a prompt, and Resyrv records their acknowledgement.

Expiry dates

Any document can have an expiry date. The workspace shows a document when its expiry date comes near. Two months before the date, Resyrv flags the document. The dated records on the profile of a pilot get more help. Examples are medical, flight review, and renter insurance. Before these records expire, members get reminder emails at set milestones. When a member renews a record with a new date, the reminders start again for the next cycle.

Required documents

Your organization can define the documents that it must have on file. Examples are an operations manual and a safety policy for the organization, registration and insurance for each aircraft, or specific records for each member. If an item on that list has no upload, it counts as missing. Needs attention shows the missing documents, the expired documents, and the documents that expire soon in one place.

Your list does not show missing records for drawers that you cannot upload to. Thus, you can complete each item on your list. The personal documents in this count are only your own. This is true also when you manage the files of other members. To examine the files of a different member, switch to Personal and select that member in the Person filter.

The requirement list is in Settings, then Documents. It starts with the usual aviation set (operations manual, registration, annual inspection, medical, flight review). Several of these items show their FAR citation. Switch off the items that your operation does not need, or add your own items.

All documents

If you prefer one list to the folders, use All documents. It is a flat table of all the documents that you can see. You can sort it by name, owner, expiry, or status. Badges show the file type and the scope of each document.

The filters above the table (status, folder, aircraft, expiry) stay in place and apply to all views. In the Personal scope, users with permission to see the documents of other members also get a Person filter. This filter starts on My documents. Select a name to show the files of that member.

Folders

Your organization makes its own list of folders. A user who manages organization documents can add a folder from Browse. That user can also delete a folder that is empty. You cannot remove a folder that contains documents. Before you delete a folder, Resyrv asks you to type its name. All users who upload documents can type a new folder name on the form.

Who sees what

Permissions control access to documents, as for all other parts of Resyrv. There are different permissions for organization, aircraft, and member documents. Members always see their own files and the organization documents shared with them. To see the documents of other members, or to manage the documents, a user needs the applicable permission. If an organization limits what basic members see, it can keep sensitive files for admins only.

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