Documentation
How to use AeroclubHQ — a short guide for pilots, and a full reference for the people who run the club.
I fly at the club
Log a flight, complete what the tracking detected, approve your flights and check your balance. Short, step-by-step pages — everything a pilot needs and nothing more.
Open the Pilot guide →I run the club
Flight review, billing and pricing rules, members, fleet and maintenance, bank import, notifications and club settings.
Browse the administration guide ↓Pilots need only a handful of screens: the Flight Log, the flight form and their own account. The Pilot guide covers exactly those, step by step.
Club administrators — whoever reviews flights, keeps the books, manages members and the fleet or configures the club — find a page for every screen below, ordered like the app’s menu.
Pilot guide
Getting started
Sign in with your invitation, learn the menu, and use AeroclubHQ on your phone.
The Flight Log
One list of every flight — detected, typed in, waiting or billed — and how to read it at a glance.
Log a flight
Enter a flight by hand — times, aircraft, crew, launch, tow and who pays.
Complete or correct a flight
Fill in what the tracking can't know — crew, launch, task, who pays — and fix mistakes before approval.
Approve a flight
Confirm a complete flight so it is billed — on its own page, together with its tow, or several at once.
Your account
Your profile, balance and payments, pilot logbook, licences and the emails you receive.
Reservations & duties
Book a club aircraft, and see the work hours you did for the club.
Club administration
Reference for the people who run the club: reviewing flights, billing, members, fleet and configuration. Organised like the app's menu.
Operations
Dashboard
The first screen after signing in — what needs attention, adapted to each person's role.
Flight Log
The one list of every flight — the review queue and the billed record in one place: review, approve, fix, merge, reject and export.
Payments
The club ledger — every charge and credit on every member's account, readable by entry, by type or by flight.
Bank payments
Payments imported from the club's bank account: the review queue, browsing the account, and correcting a posting.
Duties
Work members do for the club — logged, approved and credited to their accounts.
Members
The member register: profiles, memberships, balances, licences, logins, bulk edits, invites and messages.
Aircraft
The fleet: club, external and private aircraft, airworthiness and maintenance, tracking, and each aircraft's flight log.
Reservations
Shared bookings of club aircraft, with overlap protection and cancellation history.
Exports
Download members, flights, payments and duties as CSV or PDF — with the columns you choose, in the order you want.
Statistics
Settings
Club Settings
Club-wide configuration — name, contact email, time zone, qualification warnings, integrations and email notifications.
Notifications
Emails the club sends — personal emails to members, club-operations alerts to staff, and messages you write to members.
Bank Integration
Connect the club's Česká spořitelna account so members' bank transfers are credited to their balance automatically.
Import
Bring existing data in from CSV files — members, aircraft, flights, payments, opening balances and flight baselines — with a preview before anything is saved.
Audit Log
A permanent record of who changed what and when, to the second — every change of state, settings included.
Access
Fleet
Rules
Pricing Rules
Flight pricing — a flight's price is the sum of every matching rule, each one driven by condition branches (if … else …), booked under its own transaction type and versioned by effective date.
Qualification Rules
The same condition builder as pricing, used to check each member's currency and eligibility — rules a member fails show up as qualification alerts.
Penalties
Penalty rules for a negative balance — a monthly charge on outstanding debt, as a percentage of the amount owed or a fixed amount, booked under its own transaction type.
Accumulated Facts
Named totals over a member's flight history — hours or starts, in a role, over a period — that pricing and qualification rules use in their conditions.
Periodic Transactions
Recurring charges or credits — membership fees, hangar contributions, insurance — posted automatically on a schedule to every member who matches.
Bank Mapping Rules
Rules that decide what happens to each payment imported from the club's bank account: post it under a transaction type, set a member field, or ignore it.
Definitions
Memberships
The membership tiers a member can hold — used by pricing, qualification, penalty, periodic and bank rules.
Certificates & Licenses
The certificates and licence types your club recognises — licences, ratings and standalone credentials — and the pilot roles they give their holders.
Flight Tasks
The catalogue of what a flight was for — training, solo, cross-country — organised by certificate and used by flights, pricing, accumulated facts and statistics.
Duty Types
The kinds of club duty — office work, manual work, AFIS — with dated pay rates, the transaction type the pay is credited under, and the duty tags.
Transaction Types
The categories every entry on a member's account is booked under — built-in system types and the club's own — used by rules, manual entries, statements and statistics.
Custom Fields
Club-defined fields on members and aircraft — text, number, date, yes/no, choice lists and birth numbers — usable in rules, imports and exports.