Your organisation, people, approvals and billing

Your organisation and people

From the FlyPack CAMO manual

Organisation info in the rail. Seven cards.

Organisation details

Edit opens all of them:

Two settings people look for and do not find:

• Document language, and an optional second language printed beside it. Not the same as the locale, which controls how dates and numbers are formatted on screen. This is the words on a release certificate or a work order, and a Romanian operator commonly reads the interface in English while issuing paperwork an authority can read. It also decides which language the help panel answers in.
• Form reference for stores labels — the page of the organisation's own exposition that the label belongs to. It cannot be derived and it is different for every organisation, so it is yours to set; blank prints nothing.

Every edit here writes an audit row naming the fields that changed, with what they were and what they became.

How hours are written

An hour figure is written one of two ways, and this decides which for the whole organisation.

Where it is, exactly

It is three screens down inside a form that has to be opened first, so it is worth spelling the path out rather than describing it:

1. Organisation info in the left menu.
2. The Organisation details card — the first one, headed "What appears on an invoice, and the numbering it is issued under". It is a folding card; the Edit button is on its heading row, and is there whether the card is open or shut.
3. In the form, scroll to the bottom. Four sections go past on the way: Who is issuing → Where the money goes → Invoicing → What the paperwork says.
4. Hours are written, in the middle of that last row of three, between Documents are issued in and Printed alongside.

The form is about twelve hundred pixels taller than the window it opens in, so nothing about the field is visible until you have scrolled past the bank details. It sits with the document language because it is the same kind of decision — how this organisation writes things down — and not because anybody expects to find it after the IBAN.

The two settings

They appear in the dropdown in these words:

Under the field: "Airframe hours, times since overhaul, block time and what is left before something falls due".

Both conventions are in daily use in the same hangar, which is why this is a setting rather than a decision somebody made once for everybody. A Hobbs meter reads in tenths and is the commonest source of block time on a light aeroplane; a flight time logged for licensing is written 1:30. Neither is more correct, and an operator who has always written one of them reads the other as a number that needs converting before it can be believed.

It shows you the answer before you save

Changing the dropdown redraws a note under it with the same aeroplane written the way you have just chosen, and with what the setting does not reach. That second half is the part worth reading — see What it deliberately does not reach below.

Who may change it

Administrators and the accountable manager. The Edit button is on the card for everybody, and the refusal comes back into the form on Save:

"Your role does not allow this."

It cannot be set from the platform console either. It is the organisation's own decision about its own paperwork, so it is made from inside.

When it takes effect

Immediately, on the screen behind the form. There is no signing out and back in: the convention is carried in the session and the save updates it there as well as in the record, so the next screen drawn is already in it.

What it reaches

Everywhere a reading or a duration is shown — anything that is a clock:

What it deliberately does not reach

Three kinds of hour stay decimal whatever this is set to. That is not an oversight, and the note on the form says so, because a 2 000 h TBO sitting in tenths beside a fleet written in minutes otherwise reads as a place the setting was forgotten.

So an engine reading 1,412:30 h against a 2,000.0 h limit is right on both counts: the first is a clock, the second is what the manual says.

The fleet status export stays decimal too. It is a CSV that goes into a spreadsheet to be summed and compared, and 3,411:54 in a cell is text, not a number. See Documents and records.

Typing hours in

Every hours box accepts both forms, whatever the setting says. Type 1.5 or 1:30 and either means an hour and a half. Somebody who has written tenths for twenty years should not have to stop and convert, and there is no reading of either form that means something else.

The boxes this applies to:

• Airframe hours and At airframe hours, on the aircraft's Edit form
• Airframe TSN (h), when an aircraft is added
• Hours since new and Hours since overhaul, on Fit and Edit component
• Hours since new on a replacement part, when signing off a component
• Block time, in the tech log
• Airframe hours at sample, when logging an oil analysis

A limit, an interval, a tolerance or a figure in man-hours is typed as a decimal, because that is how it is quoted wherever it came from.

1:75 is refused rather than read as 2:15. More than fifty-nine minutes is somebody typing a decimal into a colon box or the other way round, and guessing which would put a figure nobody typed on an aircraft's counters. In the tech log the refusal says so in place, before anything is filed:

"Block time has to be a number of hours — 0:00. Either convention is read, so 1.5 and 1:30 both mean an hour and a half."

Block time is worked out for you

In the tech log, off blocks and on blocks fill in the block time, and refill it whenever either changes. A flight that lands after midnight is counted as the next day rather than as a negative one.

Under hours and minutes it is written exactly: 09:00 to 10:05 is 1:05. Under decimal it keeps the tenth it has always been rounded to — 1.1 — which is how a Hobbs meter reads and how anybody working in decimals writes a block time down. Override the box where the two times were not recorded.

Nothing about the stored figures changes

Hours are kept as decimal hours in every record, and every interval, tolerance band, forecast and labour rate goes on being arithmetic on those numbers. This is a convention for writing a number down, not a unit — switching it back and forth changes what is on the screen and nothing else. A fleet switched to minutes on Tuesday and back on Wednesday holds exactly the figures it held on Monday.

One consequence worth knowing: hours are stored to two decimal places, so a figure typed as hours and minutes is stored within eighteen seconds of what was typed. It always reads back as the same minute, which is what makes the round trip safe — type 7230:30, and the record holds 7230.5, and the screen shows 7,230:30 h again.

It is on the audit trail

Changing it writes a row against Organisation details naming the field, what it was and what it became, with who changed it and when — like every other detail on that form. See The audit trail.

The demo fleet

The demo fleet is set to hours and minutes, so it shows the setting in use rather than at its default. A new organisation starts on decimal.

How dates are written

A calendar date is written one of three ways, and this decides which for the whole organisation.

Where it is, exactly

The same place as the hours setting, and the same three screens down — see Where it is, exactly under How hours are written above. Dates are written is on its own row, directly under the row that holds Documents are issued in, Hours are written and Printed alongside.

Or open the form directly: /people?open=edit-organisation.

The three settings

They appear in the dropdown in these words, and one day — the third of August — reads as follows under each:

Under the field: "On every screen and in every date box, in the digest and in the helper's answers".

08/03/2026 is the third of August to a Romanian and the eighth of March to an American, and each reads the other's as a fact rather than as a convention. On a due list that difference is a month's worth of margin, in either direction.

The default writes the month as a word because it cannot be misread in either direction, and because it is what every screen has always shown — the setting's arrival changed nothing for anybody. The two numeric forms are for organisations whose licences, paperwork and habits are already one way or the other, and who read 3 Aug 2026 as a translation.

The day and the month are always two digits in the numeric forms — 03/08, never 3/8 — so a column of dates lines up.

It shows you the answer before you save

Changing the dropdown redraws a note under it with the third of August written the way you have just chosen, and with the one thing the setting does not reach — see below.

Who may change it, and when it takes effect

The same as the hours setting: administrators and the accountable manager, refused for anybody else with "Your role does not allow this.", and in force immediately, on the screen behind the form — no signing out. It is carried in the session, so the first screen after signing in is already in the right convention. Every change writes an audit row naming the field, the old value and the new one.

What it reaches

Every date shown on every screen. There is one place dates are written for the screens and every screen goes through it, so this is not a list of exceptions but a list of examples:

Typing a date

Every date box shows and takes the date in the organisation's convention, with a calendar button beside it for picking one instead. Its placeholder says what is wanted — dd/mm/yyyy, mm/dd/yyyy, or d mmm yyyy under the default.

It reads more than it shows. Whatever the setting, a box accepts:

• the convention itself — 21/08/2026, or 08/21/2026 under mm/dd/yyyy;
• the same with dots or dashes, and with a two-digit year — 21.08.26;
• the month as a word — 21 Aug 2026, 21 august 26;
• ISO — 2026-08-21 — because a date pasted from elsewhere in the application is written that way.

Under the default, the month as a word, a purely numeric date is read day-first — 03/08/2026 is the third of August — because that is the convention of everywhere this application is used that has not chosen otherwise.

On leaving the box a valid date is rewritten tidily, so 21/8/26 becomes 21/08/2026 and what is on screen is what the record holds. A date that does not exist — 31/02/2026 — or does not read as one turns the box red and leaves it empty: nothing is rolled over into March, and nothing from before is left behind to be saved under a red box.

The calendar button opens the browser's own picker, and a day picked there is written into the box the organisation's way. This is the one part the browser still supplies, and it looks like the browser — the picker's own month names and layout follow the browser's language.

What it does not reach, and why

PDFs. A certificate of release, an estimate and an invoice write dates as 2026-08-21 — the ISO form, year first, which reads the same in every country the document may be read in. That is the point of a document that leaves the building, and this setting deliberately does not change it. Extending it to documents is a decision to take on its own, not a side effect of a display preference.

The CSV export. The fleet status export writes dates as 2026-08-21 too, because it goes into a spreadsheet, and a spreadsheet reads ISO as a date and reads 03/08/2026 as whichever its own locale says.

Dates are stored as dates

Nothing about the stored records changes. A date is a calendar day, kept as one, and this decides only how it is written down. Switching the setting back and forth changes what is on the screen and nothing else — and every date is read as a calendar day in UTC, so 21 Aug 2026 is the 21st wherever it is read, not the 20th at two in the morning.

The demo fleet

The demo fleet is on the default — the month as a word.

Approval scope

Approval scope

Add approval records an approval this organisation holds. An aircraft is managed under one of them, chosen on the aircraft.

Which approval manages a given aircraft is set on the aircraft, not here — Correct the record on its Edit form, under Managed under. See Aircraft records.

An approval already recorded cannot be edited from this screen. A reference that was typed wrong, or a scope that has been varied, is a matter for whoever runs the installation.

Before this organisation can manage an aircraft

A checklist of what is still missing — an approval, an accountable manager, an exposition. Fix goes to whatever is wanting. It exists because the answer to "why can't I add an aircraft" should be on one card and not discovered one refusal at a time.

Owners & contracts

Add owner records a customer, and the management contract with them. An aircraft belongs to an owner, and that is what the owner portal shows them.

Edit on an owner's row corrects the same fields. It is audited but asks for no reason: an owner's details are commercial rather than airworthiness facts, and unlike the aircraft counters or a licence, nothing already signed is read against them.

Two owners cannot share a name — "Aeroclub Băneasa is already on file" — because the aircraft form offers a name rather than an id, and a bill sent to the wrong one is the failure that follows.

Renaming an owner renames them on every invoice already issued, since the invoice carries the customer rather than a copy of the name. Correct a typo that way; a genuine change of owner is a new owner record with the aircraft moved to it.

Staff & authorisations

Everyone in the organisation. Add somebody invites them; Name and Roles edit them; Revoke removes their access; Send again re-sends an invitation.

Add somebody asks for first name, last name, email, phone, and their role — Certifying staff — as a job title, plus the licence they hold:

Correcting any of those afterwards asks for a reason for the correction — Part-66 licence issued 14/02/2026; recorded from the certificate — recorded with the before and the after.

A person leaving is recorded with their last day and why — "resigned · retired · contract ended". They are not deleted: what they signed stays signed.

Roles

Somebody can hold several at once, and what they may do is the sum of them.

Administrators, the accountable manager and compliance can read the audit trail. Nobody else can, and the menu item is hidden rather than shown and refused.

Nobody, at any role, can reach another organisation's records. That is enforced on every query rather than checked screen by screen.

Authorisations

Authorise grants a person an authorisation — CRS_145, CRS_ML801, PILOT_OWNER and the rest.

These are load-bearing: a certificate of release to service is refused unless the signatory holds the matching one, current and unsuspended. When a release refuses somebody by name, this is where the answer is.

Inviting someone

They receive an email from FlyPack CAMO (no-reply@flypack.net) with a link, set a password, and land in the organisation with the roles you gave them. If it is not in their inbox, it is worth looking in spam before sending another.

If they say the link does not work after choosing a password, the usual cause is the password rule rather than the link: at least 12 characters, including a number and a symbol. A password that fails it is refused at the moment it is set, and that refusal is easy to read as "the link has expired".

Invitation links are single-use — following one a second time genuinely does fail.

Exposition & procedures

The organisation's own manual and its revisions. Revise supersedes a revision rather than editing it.

What you are told about

A folding card near the bottom of the screen. It is your own preference and nobody else's — a digest repeats what you can already open, so setting a colleague's would be a way to post them a fleet they cannot see.

Six tick boxes decide what goes in it: Past its limit, Coming due, ARCs expiring, Grounding defects, Deferrals running out, and Stock going out of date — the last off by default, because an organisation without a store has nothing to put in it.

Past its limit and Coming due carry scheduled work and component lives together, in one list, because they read the same in an email and are the same kind of problem.

Two buttons:

• What would it say? — the next digest, drawn on screen. Nothing is sent by opening it.
• Send a test message — administrators only, and only where the installation has a mail server. It proves the address works, which is a different question from whether you want a digest, so it is offered even with the digest off.

An empty digest is never sent. Mail that says "nothing to report" every morning teaches people to filter it, and then the one that matters is filtered too.

It refuses when there is nowhere to send: "No address to send to, and none on your account." An installation with no mail server writes the digest to the log instead and says so; the preference is still saved.

Your own account

The avatar at the top right, on every screen. It is the one thing there that is about you rather than about the fleet.

It edits your first and last name, and nothing else — deliberately:

• The email is the account. Changing it without the new mailbox proving itself is how an account is lost to a typo, so an administrator invites the new address instead.
• The name on certificates is the staff record, not this one. It is corrected under Staff & authorisations, where a correction asks why. A name that has already been signed under does not change quietly.
• The password has its own flow, because it needs the current one.

It also shows which sign-in methods the account has — a password, Google, or both — and, if this login has no staff record in the organisation, says so: it can read, and it cannot sign anything until an administrator links the two.

Read-only standing, and suspension

An organisation whose trial has ended can still be read, printed and exported — everything that lets an operator meet an obligation that is theirs whatever they have paid us — but nothing further can be recorded in it. A banner says so on every screen rather than letting somebody fill in a form and meet the refusal on the way out.

Suspension is different: set by hand, it survives an extension of the trial, and it carries a reason so being locked out is answerable without a phone call.

Both are set from the platform console by whoever runs the installation, not from inside the organisation.

Billing, invoices and rates

From the FlyPack CAMO manual

Management retainers and the work actually done, drafted from what is already recorded.

Done but not billed

The top of the screen lists work that has been released but not yet invoiced. Work released is work billable — a pack becomes chargeable when its certificate is issued, not when somebody remembers.

Draft invoice turns a selection into an invoice.

An invoice, through its life

Add a line of your own puts something on an invoice that came from nowhere in the records.

Numbering

The series and the next number are set on Organisation info. invoiceNextNumber is the number the next invoice takes, so an organisation moving from another system carries on from where that one stopped rather than reissuing numbers it has already used.

Currency and the exchange rate

The organisation has a default currency. An invoice in another currency needs a rate, and the rate has to be on file before it is needed:

"… no rate has been set. Set one on this screen first, so what it cost is recorded rather than guessed."

Set the rate / Change it on the Exchange rate card. It refuses a rate of zero or less, and it refuses a currency against itself — "A currency is always worth one of itself."

Every converted figure records which rate and which date it used, so an invoice can be explained a year later.

What an invoice asks for

Draft invoice takes the customer, the period from and period to it covers, the dated and due dates, the currency, and any notes. Lines come from the chargeable items ticked above it; Add a line of your own adds one with a description, a net figure and VAT.

Mark paid asks for the paid on date and a payment reference — the bank reference, so the payment can be found again.

Supplier invoices

What you were charged, as opposed to what you charge, under Invoices we have received.

Record one asks for the supplier, their invoice number, their total, the currency, the dates, and where it came from — the source that produced it, so a scanned invoice and a typed one are distinguishable.

Then Approve, then Paid with its bank reference. Three states: received, approved, paid.

Two gaps worth knowing about, because they will look like faults:

• The scan cannot be uploaded from the interface yet. The card says "scan on file" or "no scan"; the endpoint exists but no button calls it.
• Nothing links a supplier invoice to a stock import or work pack from the interface. The columns and the API accept it; the dialog does not ask.

Rate card

Labour on an estimate comes from the organisation's rate card. Parts come from the store at their recorded sale price — fixed when the lot was received, so a quoted price does not move because somebody later edited a markup percentage.