Organisation manager

01What the manager does

The manager looks after the organisation in Groundbook, the one web app for everyone. They invite people and set their roles, look after aircraft and decide who receives a record.

They decide on members' records, and not on their own when the organisation has another manager. They also see usage.

02Inviting a person

You invite a person in Groundbook, in “People and company”. Only the manager invites.

When the e-⁠mail cannot be sent, the invitation still holds. Groundbook shows a code and a link for you to send yourself.

1. Open “People and company” and click “Invite a member”.
2. Fill in “The person's e-⁠mail” and under “Role” choose manager, team member or read-⁠only.
3. Click “Send the invitation”. Groundbook says “The invitation is created” and whom it went to.
4. Whoever has not accepted yet is in the list “Invitations waiting to be accepted”.

03Roles

There are three roles: manager, team member and read-⁠only.

The manager looks after people and aircraft, decides on records and sees usage. A team member does walkarounds, adds an aircraft and sees the history of the aircraft.

Someone with the read-⁠only role sees aircraft and records. They record nothing, change nothing, and read reports without creating or resolving them.

The manager picks the role when inviting in Groundbook, in “People and company”. Whoever is not a manager sees the sentence “People are invited by the organization's manager.” instead of the button.

04Aircraft

An aircraft appears with its first walkaround or check in the app. You can also add one yourself with “Add aircraft”. You see all the organisation's aircraft in Groundbook, in “Fleet”.

Tapping an aircraft in the app opens its history. At the top right is “Edit”, where the aircraft type is corrected. The registration does not change, because it is in sealed records.

“Remove aircraft” is at the end of the “Edit aircraft” screen and only a manager sees it. It works only for an aircraft with no walkarounds, because sealed records refer to the aircraft.

05Sending a record to a third party

A third party, such as an insurer, a surveyor or a lessor, opens the record without an account. The link is one-⁠way: it opens one record, not the other records of the aircraft.

Give it only to whoever the record concerns, because a link can be passed on.

1. Open the record and, in “Send”, click “Verification link”.
2. The link is shown only once. Copy it with “Copy”.
3. Send it to whoever the record concerns. A link from Groundbook is valid for 30 days, at most 90, and includes the PDF.
4. For a handover and return pair, click “Claim package”. You get one link to both records.
5. An issued link can be revoked from the app. A PDF someone has already downloaded cannot.

06An access request from a third party

Anyone who needs a record of an aircraft that is not theirs sends an access request. They say which aircraft, when and where, who they are and why they need the record.

The request comes to Groundbook, and Groundbook passes it to you, the aircraft operator. You decide on access.

1. Read the request: the aircraft, when and where, who is asking and why.
2. Decide. If you do not agree, the requester does not receive the record.
3. If you agree, issue a “Verification link” and send it to the requester.

07Usage

“Usage” is seen only by the organisation's manager. It shows the minutes of sealed video for a month, in total and “By aircraft”.

While the month runs it says “The month is still running”. After the month ends the figure may still change until processing finishes.

A record without a seal yet is only an estimate from the recording time and is not counted in the usage.

How exactly the minutes are counted is under “How it is counted”.

08Data, and what stays fixed

The data is in the European Union, in Frankfurt. The storage and the database are both encrypted.

Video and photos open instantly for four years, then moves to an archive and is restored on request. Where agreed, it is kept for ten years.

A manager cannot change a sealed record. A correction is added beside the original record with the old and the new value.

Nothing is deleted silently. A deletion on request is recorded with who asked for it and when.