How-to Guides

Book, Dispatch, and Return a Flight

This guide follows one rental flight from the booking to the bill. You book the flight on the schedule, sign it, dispatch it, fly it, and return it. Each step has a screenshot. The guide shows a member who does the steps alone. A front desk does the same steps for the member.

Before you start

• You must have a member account that can book on the schedule. To book with a different person as the pilot in command, you must have the "Book for other members" permission. Front desk staff and instructors have this permission by default.
• Signatures are an organization setting. The setting is the Signatures rule under Settings, then Gates & Compliance. It is off until your organization turns it on. If it is on, set your signature PIN first under Profile, then Signature PIN. After you have a PIN, a signature takes five seconds.
• The dispatch workflow is a setting for each organization. If reservations show no Dispatch button, your organization uses the simpler log-a-flight flow.

Step 1 - Book the aircraft

1. Open Schedule. Click Add reservation. The form asks "What do you want to reserve?" Select Aircraft. (If you click an open slot on the timeline, the form does not ask this question. It opens on that aircraft and time.)
2. On the Aircraft flight tab, select the aircraft, the flight type, and the pilot in command.
3. Set the start time and the end time. Then click Review & book.

The review screen shows the price of the reservation before you confirm it. It shows the hourly rate for the reserved time, the tax, and the estimated total. At return, Resyrv calculates the final charges from the actual meter readings. Thus the review screen shows only an estimate.

1. Check the estimate. Then click Confirm & book. The reservation shows on the schedule, and all of the organization can see it.

Step 2 - Sign the release

Do this step only if your organization turned signatures on. If signatures are off, the reservation shows no authorization section. Go directly to Step 3.

Open the reservation. Resyrv already did the readiness checks and shows the result of each check. The checks are the flight review, the medical, and all other checks that your organization turned on. The authorization section is below the checks. Resyrv blocks dispatch until the reservation has the required signature.

1. In the authorization section, click Sign.
2. Enter your signature PIN. Click Sign. The PIN is the PIN of the signer. At a kiosk or a front desk, the pilot types the pilot's own PIN.

Step 3 - Dispatch the aircraft

After the release has a signature, click Dispatch on the reservation. If your organization does not use signatures, click Dispatch immediately. The pre-flight check does the readiness checks one last time. Then it asks the pilot to verify the meters of the aircraft before the engine starts.

1. If the system Hobbs and tach readings are correct, click Correct.
2. If a reading is not correct, click Incorrect and enter the actual reading. Resyrv then files a meter exception for review.
3. If you want, attach a photo of the meters.
4. Click Dispatch. The aircraft is now out, and the schedule shows it in flight.

If the flight is late

Resyrv compares each dispatched flight to its scheduled return time. A short time before the end time, staff get a "due back soon" alert if no one has checked in the aircraft. When the aircraft is late by more than your grace period, Resyrv sends the overdue alert. The overdue alert shows the pilot and the expected time. The Live Flights board then shows the aircraft in red.

You set the two limits under Settings then Dispatch then Return Alerts. You can set the lead time of the "due back soon" alert and the overdue grace period. You can also turn off the "due back soon" alert fully. On the Notifications page, you set for each event who gets the alert, and if it comes by email or in the app.

Step 4 - Return, review, and settle

When you are back on the ramp, open the reservation. Click Return aircraft. The return wizard has four short steps: meters, flight details, billing review, and settle up.

1. Enter the ending Hobbs and tach readings. You can also record the fuel and oil that you added here. If the metered time is much longer than the reservation, the wizard asks you to check for a typing error. Then it lets you continue.
2. Add the route and any notes. If something is broken, report a squawk. The squawk goes directly into maintenance triage.
3. Review the billing. Resyrv calculates the flight time from the meter difference and uses the rate of the aircraft to price it. Click Return & post to post the charge.

The last step is settle up. The charge is already on the account of the member. The member can pay immediately by card. Or the member can click Pay later and pay from My Finances. Resyrv automatically uses the account credit before it charges the member.

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