Club setup guide for admins

Set the club up in this order — later steps depend on earlier data. The Setup guide under Help & admin walks the same list and verifies each step against live records.

• Bases → fleet → maintenance baselines.
• People and roles → agreements.
• Billing → applications.
• Daily ops and automations → website → integrations.

1. 1In Fleet → Manage locations, add each base with airport identifier and FBO name.
2. 2Add each aircraft with tail number, make, model and home base.
3. 3Set the wet hourly rate — the website and billing both read it from the aircraft record.
4. 4Open the tail number to complete Hobbs, inspections, installed equipment, ICAO data and weight & balance.

The aircraft table is the single source of truth for rates and specs. Never hard-code a rate anywhere else.

• Record last annual, 100-hour, ELT and transponder dates so remaining time computes correctly.
• Log known squawks with severity — grounding squawks stop dispatch.
• Confirm the Hobbs reading matches the airframe so the 100-hour countdown is honest.

Roles stack. Set instructor hourly rates for each CFI; billing beyond queuing instruction is admin-only.

Publish the membership, rental and safety agreements members must sign. Mark the mandatory ones as required — the portal gates dispatch until they are signed. Bump the version whenever terms change and every member is re-prompted.

• Confirm dues at $100/month and the club buy-in at $500 including a one-hour checkout.
• A4 bills everything on one invoice, instruction included; the club pays contract CFIs directly.
• Card payments run through hosted checkout. Cash, check and ACH are logged manually against the invoice.
• Issue one test invoice and confirm the line items and totals read correctly before go-live.

Public signup is closed — membership is application only. Applications arrive from the website form into the Applications queue, staff get a notification, and approving or declining sends the applicant a branded email. Approved applicants land on the member track of the setup wizard.

1. 1Open Daily ops and walk today's generated checklist: flights, maintenance, currency and records.
2. 2In Automations, start every job in Suggest only and review the previewed changes.
3. 3Switch the jobs you trust to Auto-apply.
4. 4Enabled jobs run daily at 6:15 AM; the run history shows what each one did.

• Website: edit marketing copy per page, publish to go live, reset to fall back to built-in copy.
• Fleet pages read rates and status from the aircraft table — fix data there, not in copy.
• Integrations: connect Flight Circle to import aircraft, squawks, maintenance and reservations.
• Confirm the sender domain shows verified so member email delivers, then announce go-live with Broadcast.