Team Flightscope
Scheduling Management Operating Manual
Table of Contents
Important Note on usage of the Calendar...3 How to make a booking in the calendar...4 Important notes...6 How to cancel a calendar event...7 How to change the details of a calendar event...10 How to schedule “All Staff” for an event...10 How to track your flight currencies using your Calendar...11 Setting your availability...12 Viewing other Calendars...13 Adding an aircraft Calendar to your calendar view...13 Adding a Calendar of another staff member to your calendar view...14 Viewing and unviewing different Calendars in your calendar view...15 Appendix 1: Communicating within the team...16 Appendix 2: Using your Flightscope Aviation email address...16 Appendix 3: Calendar Features...17 Setting Notifications...17 Setting Sharing...17 Setting Timezone...17 Setting Colours...17Important Note on usage of the Calendar
All calendar operations will be conducted through your personal Flightscope Aviation account, which includes a @flightscopeaviation.com.au email address. This includes making bookings for yourself, for other people and for aircraft. There is NEVER a reason to use someone else’s Google account, or your personal alternative Google account to create, edit or delete a Flightscope booking. Doing so will create confusion in the organisation of calendar events and may lead to doublebookings, failed or incorrect bookings and misinterpretation of the Flightscope schedule. The Flightscope Staff account addresses are as follows:• Rod Flockhart [email protected] • Jimmy Serrano [email protected] • Tom Evans [email protected] • Tony Morris [email protected] • Nathan Holloway [email protected] • Steve Taddeucci [email protected] • Craig Lathwood [email protected] • Regan Lacey [email protected] • Roger Fraser [email protected] • Josh Drake [email protected] • David Pauw [email protected] If you are in any doubt, please ask for help.
How to make a booking in the calendar
1. Ensure you are using your @flightscopeaviation.com.au calendar account. In a web browser, select the topright logo, and the current active account is shown. 2. Create a Google calendar event at the appropriate time and create a title for the event, like you would typically. The title can be relaxed in terms what information goes in there, EXCEPT the following things DO NOT go into the title: • the aircraft(s) in use • the instructor(s) or staff member to be booked • the student’s name or phone number A typical title might be “Circuits” or “TIF”, to indicate the objective of the event. 3. Select any aircraft that you’d like to book by clicking “Add rooms or location” then “Add rooms.” Note that if your desired aircraft does not appear, that is because it is already booked at that time and cannot be doublebooked.1 1 We know that the Eurofox aircraft are generally interchangeable. Just select one of the two to ensure it is booked.4. Select “Add guests” • Add the instructor(s) or staff member that will be attending the booking by using their @flightscopeaviation.com.au address. It is important that although personal addresses may appear in the drop down, the correct @flightscopeaviation.com.au address is used. • Add the student’s email address to the booking as a Guest. • Select “Add description or attachments” and enter any additional details related to the booking. IMPORTANT: Aircraft and Staff do not go here. 5. Perhaps you are booking someone else, but not yourself. In this case, after you have added at least one guest, you can remove yourself by clicking the X on the guest list.
6. Enter any additional details into the description field. e.g. booking a TIF with groupon, type that it is a groupon TIF booking, and their phone number. Reminder: the email address for the booking should go into “Add Guests” field in the previous step. 7. If the booking is amenable to video conferencing e.g. a team meeting, select “Add Google Meet video conferencing.” 8. Click “Save” Important notes • Entering an aircraft into the event title DOES NOT BOOK your aircraft. Someone else may book the aircraft properly, using the above instructions. This proper booking takes precedence. Aircraft are booked as a Resource (or Room) as described above. • Entering a staff member’s name into the description DOES NOT BOOK that staff member for the event. If they do not arrive for their booking, it’s because they were not properly booked in the calendar. Staff members are booked by using Add Guest as above. • Title (short) and Description (long) fields are for describing the event, but not the aircraft or email address for the staff member or student who is participating in the event. • Changing colours of events on the calendar is entirely a personal preference. Other people WILL NOT see the same colours.
How to cancel a calendar event
When someone makes a calendar event and includes you as a guest, you will receive an email with the calendar event details. You may select Yes, No or Maybe. If for some reason, you select No, the person who created the booking will be sent an email, notifying them that you declined the event. It is important you reply to these event invites, so that the person making the booking can confirm (or otherwise) the event when they receive a notification email. Only the person who made the booking can completely cancel the event. Participants, including aircraft, can decline the event. Aircraft are configured to decline an event if it is already booked during that time. For example, if Regan invites Tony to a flight event with aircraft 5350 and with student Bob, both Tony and Bob will receive an email with the details of the event, and the aircraft will also be booked for that time. If then, Tony declines the event, Regan will receive an email that Tony is unable to attend that booking (as will Bob). Regan can then arrange a better time with Tony and Bob to conduct their planned event. If the event continues to exist in the calendar, the aircraft booking will also continue to exist, since the aircraft has not declined in this case. This means nobody else can book that aircraft during that time, despite it not being in use (since Tony and Bob need to reschedule). It is important for Regan to then cancel/delete the event, and in doing so, free up the aircraft. Regan can then delete the event by clicking the delete button on the calendar event. This will free up Tony and Bob’s calendar, but it will also release the aircraft booking, allowing others to book the aircraft during that time. In order to keep this coordination efficient, two things will be required from each calendar user: 1. If you receive a calendar event booking, please confirm by pressing Yes or decline the booking by pressing No. Appropriate notifications will be sent. 2. If you have made a calendar event booking that is not going ahead (regardless of whether you are participating), please delete that event from your calendar. This ensures that neither people, nor aircraft, are booked for events that are not going ahead. All of these operations should be performed through your personal @flightscopeaviation.com.au Google account.Following is the example provided, where Regan is booking Tony with student Bob. Bob, the student, will also be receiving many of these notifications at his email address.
Regan’s view of creating the booking. Regan has deleted himself from the booking:
Unfortunately, Tony cannot attend the booking for some reason, so he clicks No. Here is Tony’s view: Regan then receives an email. Here is Regan’s view of the email, notifying him that Tony declined: Regan then decides to delete the event, since Tony is unavailable, by clicking the rubbish bin icon: Note that Regan is seeing the event three times because he is viewing Tony’s calendar, the calendar for aircraft 5350, and his own calendar. This is a personal setting, of which calendars to view, that you can change for your account. Tony’s calendar has a strikethrough appearance because he has declined the event. After Regan deletes the event, the aircraft is freed up and the entry disappears from all calendars.
How to change the details of a calendar event
If you need to change the details of an event, simply click it, select the pencil icon and change the details of the event. You will be prompted to notify all the guests of the event. It is likely that you will want to select Yes here, so that anyone else on the booking can see that the change has occurred – they will be emailed. Note that only the person who created the event can change the event for all recipients. One important possibility is changing the time of an event, with an aircraft booked. If the time is changed to a different time when the aircraft is already booked, then the aircraft’s calendar will decline the event. You will see this as a strikethrough on the aircraft’s calendar. You will also receive an email that the aircraft has declined the event. For example, here is Regan receiving an email, after changing a booking to do Stalling with a student, to a time when 5350 is already booked: Clearly, the aircraft has declined the event, and Regan does not have an aircraft booked for the event. The aircraft’s calendar will also show this booking with a strikethrough, though Regan’s calendar will not.How to schedule “All Staff” for an event
If you wish to schedule an event for attendance by all Flightscope Aviation staff, create an event as you typically would. However, under the “Add Guest” menu, rather than add each individual staff member, choose [email protected]. This will invite all members of this group to the event2.How to track your flight currencies using your Calendar
Suppose you have a flight review due in 90 days from today (16 February). Calculate 90 days from today, or alternatively, type this into google: Next, create an event on this day (17 May 2021) in your @flightscopeaviation.com.au calendar. Under More Options for the event, select “All day” rather than enter a time for the event. Select the notification times you would prefer for the event by clicking “Add notification.” This way, you will be notified of the upcoming event on all devices in which you are logged into your Flightscope Aviation account. Note that nobody else will be notified, but they may see the event in your calendar.Setting your availability
Using your @flightscopeaviation.com.au account, create a Calendar event for your availability days/times in your calendar. Other team members are able to see your calendar and so can see your availability. Note that ideally, this information would go into an additional personal calendar, however, advancing to this step in scheduling management is planned for the longterm. For now, simply use your one calendar in your Flightscope Aviation account for both bookings and setting availability.Viewing other Calendars
Adding an aircraft Calendar to your calendar view Under the Calendar system, aircraft are considered “Resources” or in some views, also called “Rooms”3. To add an aircraft calendar to your view, on the left of your calendar view, click the + sign next to “Other Calendars” then select “Browse resources.” Browse resources: This will bring up a list of Flightscope Aviation resources (aircraft). Next, select those that you wish to include in your calendar view and then go back to your calendar view. You will now see a list of the resources that you have selected and you will be able to see the bookings for each of those resources in your calendar. For example, if you selected these 8 aircraft, you will see this on the left in your calendar view: You will now also be able to see the bookings for each of these aircraft. Note that your colours may appear different, as colours are a personal setting that is shared with nobody else.Adding a Calendar of another staff member to your calendar view To add the calendar of other staff members to your calendar view, click the + sign next to “Other Calendars” then select “Subscribe to calendar.” Under the heading “Add calendar”, type the team member whose calendar you wish to add. For example: For privacy and security reasons, ensure you have not selected “Make available to public.” The team member’s calendar now appears in the left, in a list of calendars and any of their bookings are visible in your calendar view. Repeat this for as many team members whose calendars you wish to subscribe to.
Viewing and unviewing different Calendars in your calendar view After you have added calendars for resources and staff, your calendar view will include all the bookings for all of these. This may sometimes appear cluttered, and you wish to temporarily view some calendars. This can be achieved by unchecking those calendars that you do not wish to view at the time. For example, although this account is subscribed to all calendars, here is a quick view of the calendar for Regan, Aircraft 5350 and Aircraft 4844: Note in the above image, only three calendars are checked, but many others are still available to view as you might choose to. There is also a quick option to view only one calendar, by leftclicking on three dots to the right of that calendar and selecting “Display this only.” For example, to view only the calendar for Aircraft 4844, selecting this will deselect all the others.
