Schedule Maintenance Visit

Scheduling maintenance visits in FlightWise ensures your aircraft downtime is properly planned and visible across your entire operation. This guide shows how to schedule future maintenance and how it integrates with your booking timetable.

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Scheduling a Maintenance Visit

Follow these steps to schedule a future maintenance visit:

1. Navigate to Aircraft
   • Go to the Aircraft section in the administrator portal
   • Select the specific aircraft requiring maintenance
   • This opens the aircraft detail page
2. Access Maintenance Visits
   • Look for “Maintenance Visits” in the aircraft sidebar menu
   • Click on “Maintenance Visits” to view scheduled and completed visits
   • This shows all past and future maintenance for this aircraft
3. Start Scheduling Process
   • Click the “Add Visit” button
   • A dialog window will appear with the scheduling form

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Configuration Fields

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Visit Details

4. Select Maintenance Type
   • Choose from your configured maintenance check types
   • Examples:
     • 100 Hour Inspection
     • Annual Inspection
     • 50 Hour Oil Change
   • The type determines tracking and compliance requirements
5. Choose Maintenance Organization
   • Select the maintenance provider performing the work
   • Options include:
     • Your internal maintenance department
     • External maintenance facilities
     • Specialized service centers
   • This tracks who is responsible for the work

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Scheduling Information

6. Set Visit Status
   • Select “Scheduled” for future maintenance
   • Other options include:
     • In Progress (for current work)
     • Completed (for finished visits)
     • Cancelled (if plans change)
   • Scheduled status ensures proper planning visibility
7. Define Maintenance Window Scheduled Start Date
   • Select the date maintenance will begin
   • Consider facility availability
   • Account for pre-maintenance positioning
   Scheduled End Date
   • Select the expected completion date
   • Include buffer time for unexpected findings
   • Consider return-to-service requirements
8. Save the Visit
   • Review all entered information
   • Click “Save” to schedule the visit
   • The system creates the maintenance window

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Timetable Integration

Once saved, your scheduled maintenance appears in multiple locations:

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Aircraft Status

• Aircraft shows upcoming maintenance in its profile
• Maintenance countdown displays days remaining
• Status indicators warn of approaching visits

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Booking Timetable

• Visual Blocking: Maintenance periods appear as blocked time
• Different Appearance: Distinguished from regular bookings
• Conflict Prevention: System prevents booking during maintenance
• Central View: See maintenance alongside all bookings

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Benefits of Timetable Integration

1. Unified Scheduling
   • View flight bookings and maintenance in one place
   • Easily identify available aircraft
   • Plan around maintenance windows
2. Automatic Conflict Prevention
   • No accidental bookings during maintenance
   • Clear visibility for dispatchers
   • Reduced scheduling errors
3. Advanced Planning
   • See maintenance patterns across fleet
   • Optimize aircraft availability
   • Balance maintenance loads

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Managing Scheduled Visits

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Adjusting Dates

If maintenance dates need to change:

1. Return to Maintenance Visits
2. Click on the scheduled visit
3. Update start/end dates
4. Save changes
5. Timetable updates automatically

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Adding Notes

Document important details:

• Work scope specifications
• Special parts requirements
• Ferry flight arrangements
• Customer notifications needed

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Status Updates

As maintenance progresses:

• Change to “In Progress” when work begins
• Update to “Completed” when finished
• System tracks actual vs scheduled dates

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Best Practices

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Scheduling Strategy

• Buffer Time: Add 1-2 extra days for unexpected findings
• Facility Coordination: Confirm dates with maintenance provider
• Flight Planning: Consider repositioning flights needed
• Customer Impact: Review bookings that may need rescheduling

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Compliance Tracking

• Schedule before hours/calendar limits
• Account for extension possibilities
• Plan around busy seasons
• Consider regulatory requirements

The maintenance visit scheduling system ensures your maintenance planning is visible, integrated, and prevents operational conflicts while maintaining full compliance with all requirements.