Understanding Booking Logs

The booking log system provides a complete, immutable audit trail for every booking in FlightWise. This ensures full traceability, accountability, and compliance with regulatory requirements for flight training operations.

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Core Principle

Every action taken on a booking is automatically logged with:

• Who: The user who performed the action
• What: Detailed description of the change
• When: Exact timestamp of the action
• Why: Context or reason (when applicable)

This creates an uneditable historical record that can be reviewed for training oversight, incident investigation, billing disputes, or regulatory audits.

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Logged Booking Actions

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Creation & Scheduling

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Booking Created

• Records initial booking creation
• Captures all starting parameters
• Notes who scheduled the booking
• Example: “Booking created by John Smith for Training - PPL on N12345 from 09:00 to 11:00”

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Time Modified

• Tracks any schedule changes
• Shows both old and new times
• Example: “Start time changed from 09:00 to 10:00 by Sarah Johnson”

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Date Changed

• Records booking date modifications
• Critical for tracking rescheduling patterns
• Example: “Booking moved from 2024-03-15 to 2024-03-17 by Mark Williams”

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Participant Management

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Participant Added

• Logs each participant addition
• Includes role assignment
• Example: “Student Jane Doe added by instructor Tom Brown”

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Participant Removed

• Records participant removals
• Maintains record of who was originally assigned
• Example: “Instructor Mike Davis removed by admin Lisa Chen”

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Participant Role Changed

• Tracks role modifications
• Example: “John Smith role changed from Observer to Student by admin”

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Resource Changes

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Aircraft Changed

• Documents resource reassignments
• Shows both previous and new aircraft
• Example: “Aircraft changed from N12345 to N67890 by dispatcher”

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Simulator Assigned

• Records simulator bookings
• Example: “Simulator SIM-01 assigned to booking by instructor”

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Classroom Modified

• Tracks ground training location changes
• Example: “Classroom changed from Room A to Room B”

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Status Updates

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Status Changed

• Records all status transitions
• Creates clear workflow trail
• Examples:
  • “Status changed from Confirmed to In Progress”
  • “Status changed from In Progress to Completed”
  • “Status changed from Confirmed to Cancelled”

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Cancellation Recorded

• Logs cancellation with standardized reason
• Example: “Booking cancelled - Reason: Weather - Low Clouds by student”

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No-Show Marked

• Documents attendance failures
• Example: “Marked as no-show by instructor at 09:15”

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Flight Operations

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Flight Log Attached

• Records connection to actual flight data
• Example: “Flight log #FL-2024-001 attached by instructor”

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Flight Log Detached

• Tracks removal of flight associations
• Example: “Flight log #FL-2024-001 detached - Incorrect flight by admin”

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Multiple Flights Linked

• Documents complex flight operations
• Example: “2 flight logs attached for cross-country by instructor”

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Training Records

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Lesson Marked Complete

• Tracks training progress
• Example: “Lesson 5.2 - Steep Turns marked complete by instructor”

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Lesson Completion Removed

• Records training adjustments
• Example: “Lesson 5.2 completion removed - Requires additional practice by chief instructor”

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Course Enrollment Linked

• Connects booking to training program
• Example: “Linked to PPL Course Enrollment #CE-2024-050”

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Administrative Actions

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Notes Added

• Captures additional context
• Example: “Note added: ‘Student requested extra pattern work’ by instructor”

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Billing Adjusted

• Tracks financial modifications
• Example: “Billing rate adjusted to member rate by accounting”

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Notification Sent

• Records communication history
• Example: “Booking reminder sent to all participants”

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Viewing Booking Logs

1. Open any booking details
2. Click the “Logs” or “History” tab
3. View chronological list of all actions
4. Filter by date range, user, or action type
5. Export logs for external analysis

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Use Cases

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Regulatory Compliance

• Demonstrate adherence to training requirements
• Show proper authorization for solo flights
• Prove maintenance windows were respected

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Incident Investigation

• Trace exact sequence of events
• Identify who made specific decisions
• Understand timeline of changes

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Billing Disputes

• Show when bookings were modified
• Prove cancellation timing and reasons
• Validate actual vs scheduled time

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Quality Assurance

• Monitor instructor practices
• Track student progression patterns
• Identify operational improvements

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Training Oversight

• Verify lesson completions
• Ensure proper participant assignments
• Monitor check ride preparations

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Best Practices

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Regular Review

• Periodically audit logs for unusual patterns
• Use logs for staff training examples
• Reference during performance reviews

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Compliance Documentation

• Export logs for regulatory inspections
• Maintain backups of critical booking histories
• Document any system-noted discrepancies

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Operational Improvement

• Analyze cancellation patterns
• Track rescheduling frequency
• Identify resource optimization opportunities

The booking log system ensures every decision and change is documented, creating a transparent and accountable environment that protects both the organization and its members while supporting continuous operational improvement.