If you have existing flight records in a paper logbook or another digital system, you can easily import them into FLYTELOG using a CSV file. This guide will show you how to prepare your data and import it into your FLYTELOG account.

Step 1: Prepare Your Import File

FLYTELOG accepts CSV (Comma-Separated Values) files for importing flight data. You can create this file using Microsoft Excel, Google Sheets, or any spreadsheet application.

Step 2: Understand the Required Format

Your CSV file must include the following columns (in this exact order):

Required Columns

  • Date - Flight date in YYYY-MM-DD format (e.g., 2024-01-15)
  • Aircraft Registration - The aircraft registration (e.g., G-ABCD, N12345)
  • Aircraft Type - The aircraft type/model (e.g., Cessna 172, Piper PA-28)
  • Captain - Your name or "Self" if you were the pilot
  • Pilot Capacity - Number of pilots (1 for solo, 2 for dual, etc.)
  • Departure - Departure airport ICAO code (e.g., EGLL, KLAX)
  • Arrival - Arrival airport ICAO code
  • Departure Time - Time in HH:MM format (24-hour, e.g., 14:30)
  • Arrival Time - Time in HH:MM format (24-hour)
  • Flight Time - Total flight time in decimal hours (e.g., 1.5 for 1 hour 30 minutes)
  • PIC Time - Pilot in Command time in decimal hours
  • SIC Time - Second in Command time in decimal hours
  • Dual Time - Dual instruction time in decimal hours
  • Night Time - Night flight time in decimal hours
  • IFR Time - Instrument flight time in decimal hours
  • Takeoffs - Number of takeoffs
  • Landings - Number of landings
  • Remarks - Any additional notes or remarks

Example CSV Format

Here's an example of what your CSV file should look like:

Date,Aircraft Registration,Aircraft Type,Captain,Pilot Capacity,Departure,Arrival,Departure Time,Arrival Time,Flight Time,PIC Time,SIC Time,Dual Time,Night Time,IFR Time,Takeoffs,Landings,Remarks
2024-01-15,G-ABCD,Cessna 172,Self,1,EGLL,EGKB,14:30,15:45,1.25,1.25,0,0,0,0,1,1,Local flight
2024-01-20,G-ABCD,Cessna 172,Self,2,EGKB,EGLL,10:00,11:30,1.5,0,0,1.5,0,0,1,1,Training flight

Step 3: Using AI to Convert Logbook Photos to CSV

If you have a paper logbook, you can use AI tools like Google Gemini or ChatGPT to convert photos of your logbook pages into the required CSV format. This can save you significant time!

Method 1: Using Google Gemini

  1. Take clear, well-lit photos of your logbook pages
  2. Go to gemini.google.com
  3. Upload your logbook photos
  4. Use this prompt:

Prompt for Gemini:

"I need to convert these logbook pages into a CSV file for importing into a flight logbook application. Please extract all flight data and create a CSV file with the following columns in this exact order:

Date, Aircraft Registration, Aircraft Type, Captain, Pilot Capacity, Departure, Arrival, Departure Time, Arrival Time, Flight Time, PIC Time, SIC Time, Dual Time, Night Time, IFR Time, Takeoffs, Landings, Remarks

Requirements:

  • Date format: YYYY-MM-DD
  • Times in 24-hour format (HH:MM)
  • All time values in decimal hours (e.g., 1.5 for 1 hour 30 minutes)
  • Use ICAO codes for airports if visible, otherwise use the airport identifier shown
  • If a field is not visible or applicable, leave it empty
  • Include a header row with the column names

Please provide the CSV data in a code block."

Method 2: Using ChatGPT

  1. Take clear photos of your logbook pages
  2. Go to chatgpt.com (requires a paid subscription for image uploads)
  3. Upload your logbook photos
  4. Use this prompt:

Prompt for ChatGPT:

"Analyze these logbook page images and extract all flight entries. Create a CSV file with these exact columns in order:

Date, Aircraft Registration, Aircraft Type, Captain, Pilot Capacity, Departure, Arrival, Departure Time, Arrival Time, Flight Time, PIC Time, SIC Time, Dual Time, Night Time, IFR Time, Takeoffs, Landings, Remarks

Formatting rules:

  • Dates: YYYY-MM-DD format
  • Times: 24-hour format (HH:MM)
  • Time values: decimal hours (1.5 = 1 hour 30 minutes)
  • Airports: Use ICAO codes when visible
  • Empty fields: Leave blank if not applicable
  • Include header row

Output the CSV in a code block that I can copy and save as a .csv file."

Tips for Best Results

  • Take clear photos: Ensure good lighting and the entire logbook page is visible
  • One page at a time: Process a few pages at a time for better accuracy
  • Review the output: Always check the generated CSV for accuracy before importing
  • Fix any errors: Edit the CSV file in Excel or Google Sheets to correct any mistakes

Step 4: Save Your CSV File

Once you have your data in CSV format:

  1. Save the file with a descriptive name (e.g., "flight_import_2024.csv")
  2. Ensure the file is saved as CSV format (not Excel .xlsx)
  3. Verify the file opens correctly in a text editor or spreadsheet application

Step 5: Import into FLYTELOG

  1. Log in to your FLYTELOG account at app.flytelog.io
  2. Navigate to the Flights section from the main menu
  3. Click the Import button (usually located near the "New Flight" button)
  4. Click Choose File or Browse and select your CSV file
  5. Review the import preview (if available) to verify the data looks correct
  6. Click Import to complete the process

Step 6: Verify Your Imported Flights

After importing:

  1. Check your flights list to ensure all flights were imported correctly
  2. Review a few flights to verify the data accuracy
  3. Check that aircraft were created automatically (or create them manually if needed)
  4. Verify your flight statistics match your expectations

Common Issues and Solutions

Import Failed or Some Flights Missing

  • Check that your CSV file has the correct column headers
  • Ensure dates are in YYYY-MM-DD format
  • Verify times are in HH:MM format (24-hour)
  • Check for special characters that might cause issues

Time Values Not Importing Correctly

  • Ensure all time values are in decimal format (e.g., 1.5, not 1:30)
  • Check that there are no text characters in time fields

Aircraft Not Found

  • Aircraft will be created automatically during import if they don't exist
  • If an aircraft type is missing, you may need to create it manually first

Best Practices

  • Import in batches: If you have many flights, consider importing in smaller batches (e.g., by year)
  • Keep a backup: Save your original CSV file as a backup
  • Verify totals: Compare your imported flight hours with your original records
  • Review regularly: Check imported flights periodically to ensure accuracy

Need Help?

If you encounter issues during import, please contact us at support@flytelog.io with:

  • A sample of your CSV file (first few rows)
  • Description of the error you're seeing
  • Screenshots if applicable