Tracking your pilot licenses and medical certificates in FLYTELOG helps ensure you never miss a renewal. This guide will show you how to add them and explain how the reminder email system works.

Adding Licenses and Medicals

FLYTELOG treats licenses and medical certificates the same way - they're both managed in the Certifications section using the same process. You can add either type of certificate using the same steps.

Step 1: Navigate to Certifications

After logging into your FLYTELOG account, click on Certifications in the main navigation menu.

Step 2: Choose What to Add

From the Certifications section, you can view and manage both licenses and medical certificates. To add a new certificate:

  • For a license: Click on Licenses and then click New License
  • For a medical: Click on Medicals and then click New Medical

Step 3: Enter Certificate Information

Fill in the required information. For licenses, you'll enter:

  • License Type: Select or enter your license type (e.g., PPL, CPL, ATPL, IR, etc.)
  • License Number: Enter your license number (if applicable)
  • Issue Date: Select the date the license was issued
  • Expiry Date: Select the expiration date (if applicable)
  • Issuing Authority: Enter the authority that issued the license (e.g., EASA, FAA, UK CAA)
  • Ratings/Endorsements: Add any ratings or endorsements associated with this license
  • Notes: Any additional information you want to track

For medical certificates, you'll enter:

  • Medical Class: Select the medical class (e.g., Class 1, Class 2, BasicMed, etc.)
  • Certificate Number: Enter your medical certificate number (if applicable)
  • Issue Date: Select the date the medical was issued
  • Expiry Date: Select the expiration date
  • Issuing Authority: Enter the authority that issued the medical (e.g., EASA, FAA, UK CAA)
  • Examiner Name: Enter the name of the Aviation Medical Examiner (optional)
  • Notes: Any additional information about the medical

Step 4: Save the Certificate

Review all the information, then click Save to add the certificate to your account. The process is the same whether you're adding a license or a medical certificate.

How Reminder Emails Work

FLYTELOG automatically monitors your licenses and medical certificates and sends you reminder emails before they expire. Here's how it works:

Automatic Monitoring

FLYTELOG checks your licenses and medicals daily and calculates how many days remain until expiration.

Reminder Schedule

You'll receive reminder emails at the following intervals before expiration:

  • 90 days before: First reminder - gives you plenty of time to schedule renewals
  • 60 days before: Second reminder - follow-up to ensure you're taking action
  • 30 days before: Third reminder - important reminder as expiration approaches
  • 14 days before: Final reminder - urgent reminder before expiration

Email Content

Each reminder email includes:

  • The type of license or medical expiring
  • The expiration date
  • How many days remain
  • A direct link to view and update the certificate in FLYTELOG
  • Helpful reminders about renewal requirements

Managing Reminders

To ensure you receive reminders:

  • Verify your email: Make sure the email address in your FLYTELOG account is correct and verified
  • Check spam folder: If you're not receiving reminders, check your spam/junk folder
  • Update expiration dates: Keep expiration dates current - update them immediately after renewals
  • Email preferences: Ensure email notifications are enabled in your account settings

Updating Licenses and Medicals

After Renewal

When you renew a license or medical:

  1. Go to the Certifications section
  2. Find the license or medical you renewed
  3. Click Edit
  4. Update the issue date and expiry date
  5. Update the certificate number if it changed
  6. Click Save

Important: Update the expiration date immediately after renewal to stop expiration reminders and start tracking the new expiration date.

Adding New Ratings or Endorsements

To add new ratings or endorsements to an existing license:

  1. Open the license
  2. Click Edit
  3. Add the new rating or endorsement to the appropriate field
  4. Save your changes

Viewing Your Certifications

You can view all your licenses and medicals in the Certifications section:

  • Active certificates: See all current licenses and medicals
  • Expiration status: Quickly see which certificates are expiring soon
  • Expired certificates: View historical certificates that have expired
  • Dashboard summary: Your dashboard shows a summary of expiring certificates

Best Practices

  • Add all certificates: Enter all your licenses and medicals, even if they don't expire
  • Keep dates current: Update expiration dates immediately after renewals
  • Use accurate dates: Enter exact issue and expiration dates for accurate reminders
  • Check email regularly: Make sure you're receiving and reading reminder emails
  • Set calendar reminders: Consider also setting calendar reminders as a backup
  • Update promptly: Don't delay updating certificates after renewal

Common Questions

What if my license doesn't expire?

If your license doesn't have an expiration date, you can leave the expiry date field empty. FLYTELOG won't send expiration reminders for certificates without expiry dates.

Can I disable reminder emails?

Yes, you can manage email preferences in your account settings. However, we recommend keeping reminders enabled to avoid missing renewals.

What if I renew early?

If you renew a certificate before it expires, simply update the expiration date in FLYTELOG. The old expiration date will be replaced, and reminders will be based on the new date.

Do I need to add expired certificates?

You can add expired certificates for historical record-keeping. They won't trigger reminders, but they'll be visible in your certifications list.

Can I add multiple licenses and medicals?

Yes! You can add as many licenses and medicals as you have. For example, if you hold both a PPL and an IR, add both separately. The same applies to medical certificates.

What if I don't receive reminder emails?

  • Check your spam/junk folder
  • Verify your email address in account settings
  • Check that expiration dates are set correctly
  • Contact support if issues persist

Dashboard Integration

Your licenses and medicals are also displayed on your dashboard:

  • Expiring soon: Certificates expiring in the next 90 days are highlighted
  • Quick access: Click on certificates to view or edit them
  • Status indicators: Visual indicators show which certificates need attention

Need Help?

If you have questions about adding or managing licenses and medicals, contact us at support@flytelog.io.