Help centre · For airline staff

Managing pilot records: notes, bulk changes, merges, career credit and points

This article explains what staff do on pilots' records: private staff notes, changing several pilots at once and downloading the list, merging a duplicate record, adding a pilot's verified hours from other airlines, and giving or taking away points.

Most of it is on the pilot's own page: open Staff → Pilots and click the pilot. Everything you do here is written to the Activity log (Staff → Reports → Activity log).

Staff notes

The Staff notes card on a pilot's page holds short private notes for your staff: a warning you gave, a talk you had, something the next staff member should know before acting.

Write the note under New note (up to 1,000 characters).
Press Add note.

Notes are listed newest first, with who wrote them and when. Delete removes a note: only the staff member who wrote it, or the owner, can delete one. Adding and deleting notes are written to the Activity log, without the note's text.

Anyone with the permission See the pilot list and pilot records can read and add notes. If your role is limited to some hubs, only for pilots based there.
You don't see the notes on your own record, and can't add any there. The owner can.
The pilot doesn't see the notes anywhere on the site. They are in the pilot's own data download (it is data about them, without who wrote it) and in the owner's export, so write only what you would be fine with them reading.
When the pilot deletes their account, the notes about them are deleted too. When two records are merged, the notes move to the kept record.

Change several pilots at once

On Staff → Pilots, tick the pilots in the first column (the box in the heading ticks the whole page), then use the bar above the list:

Under With the ticked pilots, choose Set the hub, Set the rank, Suspend or Reactivate (suspended pilots).
Pick the hub or the rank, or write the reason for suspending (it is sent to the pilots).
Press Apply and confirm.

You only see the actions your role allows: the hub and the rank need Edit pilot records, suspending and reactivating need the permission to suspend pilots. Each ticked pilot is checked as if you changed them one by one, so these are left as they are, and named in a message:

pilots outside your role's hubs;
your own record and the owner's (for the rank, and for suspending or reactivating);
staff members, unless you are the owner or manage staff and hold every permission they have;
pilots the action doesn't apply to, such as an application or a pilot who isn't suspended.

Every pilot changed gets their own line in the Activity log. Suspended and reactivated pilots get the same email and notification as when you do it one by one. Up to 100 pilots can be changed at once.

Download the pilot list

Download CSV at the top of Staff → Pilots downloads the list as it is filtered (search, status and hub), every page of it, as a spreadsheet: pilot ID, name, email, status, staff, hub, rank, join date, hours, transfer hours, points and flights. If your role is limited to some hubs, only their pilots are in it. Each download is written to the Activity log.

Merge a duplicate pilot record

Sometimes one person joins your airline twice, usually with a second account. You can fold the second record into the first, so their flights and history are in one place.

Your airline needs Merge duplicate pilot records turned on (Staff → Airline settings → Optional features, under Pilots and staff), and you need the permission Edit pilot records for both pilots. If your role is limited to some hubs, both pilots must be based at one of them.

Open the record you want to keep.
In the Merge a duplicate record into this one card at the bottom, type the other record's pilot ID (for example ABC0012, or just 12) or the email address of its account, and press Preview the merge.
The preview shows both records side by side (Keep and Fold in) and lists what moves: PIREPs, bookings, awards, type ratings, point adjustments, event sign-ups and slots, checkrides, claims, trips, requests (hub transfers, leave, ranks), application answers, imported records, duels, survey answers, shop orders and staff notes.
Read the notes under the list, tick the box and press Merge the records.

Nothing changes until you press that button. The preview tells you about these cases before you do:

Something both records already have, such as the same award, type rating or event sign-up, is kept once: the folded copy is dropped.
A flight the two records flew together in a shared cockpit counts once: the kept record keeps the captain's PIREP, and the co-pilot's copy is dropped (its comments move to the captain's PIREP).
Open bookings of the folded record are cancelled, since a pilot flies one booking at a time.
Duels between the two records are removed.
Transfer hours of the folded record are added to the kept one.
Staff roles of the folded record are not carried over. Give the kept record the roles it needs.

The kept record also gets the higher minimum rank of the two, the folded record's honorary rank if it had none, the earlier join date, and active status if the folded record was active.

The folded record isn't deleted. It shows as left, with "Merged into another record" and a link to the kept one. The account behind it isn't closed either; to close it, ask the platform administrators to merge the two accounts. A merge can't be undone from the website.

When a merge is refused

The two records must be different, belong to your airline, and not have been merged before.
The owner's own record can't be folded into another one. Hand the airline over first, or keep the owner's record.
Unless you're the owner, you can't merge your own record or the owner's. Ask the owner.
A staff member's record can only be folded in by the owner, or by staff who manage staff roles and hold every permission that staff member has.
If the folded record has transfer hours, you also need the permission Change pilots' transfer hours and bonus points.

Add verified hours from other airlines

Pilots who already fly for other airlines on Vaeroly can show that record when they apply. Your airline needs Verified careers turned on (Staff → Airline settings → Optional features, under Pilots and staff).

When it's on, the application form asks pilots who belong to another airline here whether to Show my flights at other Vaeroly airlines to this airline's staff with my application. Only if they tick it, their pilot page has a Verified career at other airlines card. It lists each airline with the pilot ID, rank, hours flown and number of flights there.

Only flights flown on Vaeroly count: PIREPs that were accepted or complete, not co-pilot copies. Transfer hours typed in by another airline's staff are left out, so every hour shown was flown here. Airlines where they have no such flights aren't listed.

To credit those hours, press Add … as transfer hours and confirm. The total is added to the pilot's transfer hours, which count toward hours and ranks.

You need the permission Change pilots' transfer hours and bonus points.
It can be done once per pilot. Afterwards the card says how many verified hours were added. Hours flown elsewhere later aren't added.
Another staff member has to add your own hours, unless you're the owner.

To change transfer hours by hand instead, edit Transfer hours in the Profile card and press Save profile.

Give or take away points

The Bonus points card on a pilot's page adds points outside a flight, for example for helping at an event or for training.

Enter the Points. Use a negative number, such as -50, to take points away.
Add a Reason if you like (up to 200 characters). It is saved in the Activity log.
Press Give.

The card shows the total given so far. Points can't be zero, and one adjustment can be at most 100,000 either way. A given adjustment can't be edited or deleted: to correct one, give the same number of points the other way.

You need the permission Change pilots' transfer hours and bonus points. If your role is limited to some hubs, only for pilots based there.
You can't give points to yourself or to the owner. Only the owner can.

Bonus points count toward ranks straight away: if they take the pilot past a rank's points, they are promoted and the promotion is announced as usual. Pilots see these points in the Points box on their Ranks page, and the Leaderboard counts them in the period they were given. See Ranks and points.

Pilots who need attention

Staff → Needs attention (under Pilots) lists pilots who may be slipping away, each with the reason:

Near the inactivity line: within 7 days of being marked inactive (your inactive after N days setting). It says when the automatic reminder went out, if it did.
Joined but never flew: joined more than 7 days ago and hasn't flown.
PIREPs rejected: 2 or more rejected in the last 30 days.
Booking left unflown: booked a flight in the last two weeks that wasn't flown, and filed nothing since.

Pilots on leave, pilots exempt from the activity rules, inactive pilots and the owner aren't listed. Staff limited to some hubs see their hubs' pilots. You need the See the pilot list and pilot records permission. The Review queue shows how many pilots are on the list.

Press Send a nudge to email the pilot a short, friendly message from the airline with a link to their dashboard. You can add a personal line. Each pilot gets at most one nudge every 14 days, and none if they turned off reminder emails. A nudge is written to the activity log and to the pilot's staff notes.