Help centre · For airline staff

Staff roles and permissions

Watch the video: The staff side in 90 seconds

This article explains how to make someone staff, give them roles, and change what each role can do.

A role is a named set of permissions. A staff member can hold several roles, and their permissions add up. The owner can always do everything.

Give someone staff access

The person must already be an active pilot at your airline.

Open Staff → Pilots and open the pilot's page.
In the Access card, pick a Staff role and press Give staff access. They get that role straight away.
To give more roles, tick them in the Staff roles card that appears on the same page and press Save roles.

A staff member with no role only sees the staff overview, and their pilot page warns you about it.

To take staff access away, press Remove staff access on their pilot page. Their roles go with it.

Invite someone by email

You can also invite someone who isn't a pilot yet. Open Staff → People → Staff roles & invites (or the staff step on the Getting started page), enter their Email in Invite staff, choose a Role and press Send invitation.

They must accept within 14 days, signed in with that email address. If they aren't a pilot yet, accepting makes them one. Open invitations are listed under the form, with a Withdraw button.

Invitations can be sent once Vaeroly has approved your airline, and one person can send at most 20 a day, across all their airlines.
Invitations need confirmed email addresses. If the page says this site doesn't confirm them right now, ask the person to join as a pilot first, then give them staff access on their pilot page.

The preset roles

Every airline has ten preset roles:

PIREP review: review, correct and invalidate PIREPs, change a decision already made (for example a wrong accept), decide manual claims, send dispatch messages and cancel bookings. In airlines that started before 3 October 2026 this role can't change a decision until the owner ticks that permission in it.
Pilots & HR: the pilot list, applications, suspensions and removing pilots from the airline, pilot records, transfer hours, imports and exports, hub transfers, leave, activity rules and the Pilot inbox.
Training team: type ratings, checkrides, exams, training sessions and mentors.
Operations: hubs, fleet, routes, ranks, scoring and bonuses.
Finance: pay and finances, and switching the finances on or off.
Community: news and NOTAMs, events, tours and awards, documents (links: Vaeroly doesn't store files) and the Pilot inbox. Not the cabin sound pack: that needs Airline admin.
Events team: events, tours, awards and news.
Flight desk: dispatch messages to flights, cancelling bookings, and the pilot list.
Settings: airline settings, the airline's website (branding, emails, pages, widgets, custom fields), Discord, optional features and the activity log.
Airline admin: every permission. It is the only preset role that can manage the cabin sound pack, API keys and webhooks.

Since 31 October 2026, airlines made before then keep their roles as they were: nobody lost a page. Training team, Finance, Events team and Flight desk were added with nobody in them. In those airlines, Pilots & HR still holds training, and Operations still holds the finances, until you change them.

You can change what a preset role does, but you can't remove it.

Change or add a role

Open Staff → People → Staff roles & invites. The table shows each role, how many permissions it has, its hubs and how many staff hold it.

To add a role:

Under the table, type a New role name.
In Start from, pick Nothing or an existing role to copy.
Press Add role.

To change a role, click its name. You can set:

Name (staff see this).
Title shown to pilots. Leave it empty to keep the role off the staff list pilots see.
The permissions, grouped like the staff menu: Flights & PIREPs, Pilots, Training, Operations, Money, Community, Airline settings, and Staff & security.
Limit to hubs (see below).

Press Save role. Roles you added yourself can be deleted with Remove role; their members lose what the role gave them.

Limit a role to some hubs

Tick one or more hubs under Limit to hubs. The role's pilot and PIREP permissions then only cover pilots based at those hubs, changing a decision on a PIREP included. Permissions marked "can be limited to hubs" are affected; the others are not. Leave every hub unticked for all hubs. A role limited to some hubs sees and cancels only those hubs' bookings on the Dispatch page, and sends dispatch messages only to their flights.

Staff whose Hub transfer requests permission is limited to some hubs also see, under Coming to your hubs, the requests of pilots asking to move into those hubs. They can only look: the staff of the pilot's current hub approve or reject.

What you can't do

These rules stop staff from giving themselves more power:

You need the Staff roles, and who is staff permission to manage roles.
You can't add a permission to a role unless you hold it yourself.
You can't give or take away a role that has permissions you don't hold.
Only the owner can change their own or the owner's staff roles.
Only the owner can give or take away three permissions: Change the decision on PIREPs already reviewed, the Cabin sound pack, and API keys, webhooks and the operations key (a key can read your airline's data). Other staff see these boxes greyed out, and can't give, take away or change a role that holds them (the Airline admin role and, in new airlines, PIREP review included). Staff who already hold them keep them.
Only the owner, or staff who manage staff and hold every permission of the other staff member, can make or remove staff.

If a page says you don't have permission, it names what's missing. Ask the owner or a staff member who manages roles.

If your airline has turned on Two-step login for staff (under Staff → Airline settings → Optional features), every staff member, the owner included, must turn on two-step login before they can open the staff pages.

The activity log

Staff → Reports → Activity log lists what staff changed at your airline, newest first: who, what and when. You need the Activity log permission. Filter it by Who, Kind, a From and To date, or Details contain (a pilot ID or a PIREP number, for example). Download CSV and Download Excel download the filtered list.