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Scheduling & Dispatch

Charter scheduling that knows Part 135.

Quote, plan, release and bill every trip from one record. Legality, currency, W&B and FET are computed for you, and the system tells you exactly why when the answer is no.

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At a glance

  • 01

    Quote to invoice, keyed once.

    The quote becomes the trip, and the trip becomes the invoice.

  • 02

    Compliance computed, not remembered.

    Duty, currency, W&B, FET, TSA and eAPIS, checked on every change.

  • 03

    Built for the bad day.

    Delays, swaps and cancellations show every effect before you confirm.

  • 04

    Operational control you can prove.

    DO authorizes, PIC accepts, both e-signed. Every override has a reason.

  • 05

    Live data, with source and age.

    Weather, maintenance and filings show where they came from and when.

  • 06

    Sized for 3–8 tails.

    No enterprise rollout. Live in weeks, month-to-month.

01 · SELL THE TRIP

From a broker's email to a checked quote in about a minute.

Forward the RFQ. The route, dates and passengers are pulled out, the quote is drafted, and anything uncertain is flagged. Nothing goes out until a person approves it.

  • Quote from the basics. Legs, block times from great-circle distance and per-tail TAS, and automatic fuel stops.
  • Pricing engine per tail. Hourly rates, daily minimums, positioning charged, discounted or absorbed, overnights, fuel surcharge and a peak-day calendar.
  • Feasibility in about 5 seconds. Tail, maintenance and MEL, crew duty and currency, runway, curfews and owner holds, with plain-English reasons.
  • Fuel price and tankering, checked against W&B and landing weight, with the savings shown on the quote.
  • Multi-option proposals. PC-12, King Air 350 and CJ3 side by side; the unchosen options decline themselves.
  • Rate tiers and broker agreements applied automatically, with overrides logged.
  • Quote lifecycle: sent, viewed, accepted or expired, with follow-ups, versions and a stale-price warning.

FET, itemized the way an auditor reads it

  • 7.5% + segment fees
  • intl · AK/HI fees
  • rural-airport exemption
  • positioning in the base
  • owner-flight exemption
  • effective-dated rates

02 · WIN AND KEEP THE CLIENT

Signed, paid and on the schedule before lunch.

A branded link carries the itinerary, terms and e-signature. The deposit is taken at signing, and one click turns the deal into a trip.

  • Client, broker and passenger profiles: weights, documents, passport expiry and preferences. Personal data is field-encrypted.
  • Sales pipeline and communication log, including every system-sent message with delivery and open status.
  • Subcharter and off-fleet: margin tracked, supplier certificate and insurance on the trip, Part 295 disclosures.
  • Client portal for trips, documents and invoices.

03 · SEE THE WHOLE FLEET

The trip is the hub. The ops board shows all of them.

Legs, crew, manifest, services, documents, money and history live on the trip. The fleet Gantt shows trips, crew, owner holds, downtime, MEL items and FRAT status, and conflicts stand out.

  • Quote to trip in one click, with feasibility re-run.
  • Drag-and-drop re-checks legality. Live fleet map alongside.
  • Trip services (fuel, FBO, catering, hotel, ground) with confirmation numbers and costs that flow to the invoice. Lines are flagged automatically on a delay.
  • Trip sheets for crew, client and FBO, versioned and regenerated when the trip changes.
  • Legs shown in UTC and local, labeled. Recurring trips and templates, owner holds, conflicting-edit protection, calendar feeds and escalation.

04 · RELEASE WITH PROOF

The DO authorizes. The PIC accepts. Both are on the record.

One screen shows feasibility, FRAT, legality margin and live maintenance status. The DO, or a delegate named in your GOM, authorizes under 135.77, and the PIC accepts in the app. Both sign with AC 120-78B e-signatures.

  • Configurable checklist by trip type and operating rule. Required items block departure, and most check themselves from their own records.
  • Route weather, NOTAMs and TFRs at dispatch review. Flight-planning sync sends legs out and brings the filed route, ETE and fuel back.
  • A material change re-opens the release. New tail, crew, legs or a new red flag sends the leg back to re-authorization.
  • Overrides need elevated permission and a written reason, and they're logged.
  • Stale maintenance status shows red and can't be released.
  • Automatic OOOI times and overdue alerts.

05 · LOAD IT RIGHT

W&B and the 135.63(c) manifest, signed once.

Per-tail BEW, CG and arms with actual or approved average weights. ZFW, TOW and LW are checked against the envelope, and the PIC signs every 135.63(c) item in the app, online or offline.

  • 36-month safeguard. A weighing older than 36 months 135.185 shows red, never green.
  • Empty weight comes from maintenance. A new weighing updates dispatch automatically.
  • Manifests retained for the life of the account and searchable.
  • Single-engine PC-12 and Caravan legs get the full W&B; the formal manifest applies where the rule requires it.

06 · EVERY NAME, EVERY DOCUMENT

Passengers, TSA and international, applied leg by leg.

A passenger document that will be expired on the travel date blocks the trip. Security programs follow the tail and the operating rule, not a checkbox someone has to remember.

  • TSA Twelve-Five name check on the legs that need it. Watchlist data is never stored. Crew CHRC status is tracked.
  • eAPIS built in CBP format from the manifest and roster, with the right filing type for 135 and 91 legs. Missing documents block the filing.
  • Filing-deadline countdown.
  • Permits, slots, customs, handlers and GenDec tracked on the checklist.

07 · LEGAL BEFORE YOU ASSIGN

The 135.267 math, done before you hit “assign”.

All of 135.267(a)–(f) and 135.263, checked on the projected schedule and re-checked as times go live. Every commercial leg counts, including Part 91 legs flown for the operator and declared outside flying.

  • Projected, then live.

    Block or warn per violation type before assignment. Delays are re-checked with the limit, the time and the margin named.

  • Beyond your control.

    When a legally planned flight overruns 135.263(d), the reason is recorded, extended rest is added and the DO is alerted.

  • Append-only duty record.

    Each calculation keeps its rule-set version. Corrections need a reason and approval, and the original stays.

  • Correct on day one.

    We import 12+ months of duty history plus the prior calendar year, and training records from your providers or uploads.

  • The whole roster.

    PIC and SIC per type, medicals, 135.63(a)(4) fields, and the experience numbers brokers ask for in vetting.

  • Flight attendants and rotations.

    Qualifications, training and duty for cabin crew. 14/14 and 8/6 rotations, reserve and time off, checked against the 13-rest rule.

  • Mid-trip crew swap.

    Legality re-checked, documents regenerated, and a fresh PIC acceptance before the next leg.

  • Tested in the open.

    A published scenario test suite, reviewed by a working chief pilot. Overrides are role-limited, need a reason, or can be turned off.

08 · WHEN THE PLAN BREAKS

A two-hour delay used to mean six systems and ten phone calls.

Delays, tail swaps and cancellations are each one guided step. Every knock-on effect on legality, W&B, the FRAT, price and the owner is listed before you confirm.

  • Tail swap in one step. Re-checks feasibility, W&B, qualifications, TSA applicability and price, regenerates documents, asks the owner and requires re-authorization.
  • Structured cancellation with reason codes, contract fees, deposit handling and FET recalculated on the amount kept. Crew and aircraft are freed, and service cancellations become tasks.
  • Squawk intake 135.65 from the phone, offline too. A grounding squawk turns the tail red until maintenance clears it.
  • MEL deferrals with countdowns at quote and dispatch. An expired deferral blocks a Part 135 release.
  • Maintenance conflicts flagged weeks ahead, not the night before.
  • No legal tail? Subcharter it from the same screen.

09 · BILL WHAT FLEW

Close out once. The invoice, the logbook and the due list follow.

OOOI times arrive automatically and the PIC confirms them once. That close-out feeds the duty log, recency, aircraft utilization and the invoice.

  1. 1 · CLOSE-OUT

    PIC confirms OOOI

    Cycles, landings, fuel burn and uplift, discrepancies. Logbook-grade times (night, instrument, approaches, PIC/SIC) export to logbook apps.

  2. 2 · MAINTENANCE

    Hours as proposals

    Flight times reach maintenance for the DOM to review. They're never pushed blindly.

  3. 3 · INVOICE

    Drafted from actuals

    Billing policy per client. FET recalculated, deposits applied, service costs added.

  4. 4 · BOOKS

    Synced to accounting

    Each tail mapped to a class, with an error queue. Nothing is silently dropped.

  • Crew expenses with receipt photos, approved and then billed by the leg's rule.
  • Per diem per trip from your rates and locations, sent for approval with the expenses.
  • Refunds, credits, and separate broker and end-client payers.
  • Accounting sync with the leading small-business accounting platforms.
  • Trip and tail P&L. Broker commission statements.

10 · FILL THE EMPTY LEGS

Marketplace and your own website, both feeding draft quotes.

  • Website quote widget. Requests from your own site arrive as draft quotes, matched to the client, for a person to review.
  • Empty legs detected from the schedule, published to the marketplace and withdrawn when sold.
  • Marketplace RFQs become draft quotes, and your quotes post back.
  • Published availability accounts for maintenance, crew and positioning.

Your availability is never pooled into someone else's network.

11 · READY WHEN THE POI CALLS

Inspection export by crewmember and date range.

  • Standard reports: utilization, revenue by tail, client and broker, duty totals, currency, quote conversion, on-time, FET collected, retained manifests.
  • Custom and scheduled reports, role dashboards and a compliance-exception view for the DO and chief pilot.
  • An auditor login that expires on its own, and a full audit log.

Who it's for

One trip, start to finish

KAPA → KEGE → KASE, from email to paid.

Every step below happens in the same record. Nobody re-keys anything.

Watch it in the demo operator
  1. 7:40

    A broker emails.

    Dana forwards it. A draft quote comes back in about a minute: wholesale tier applied, FET broken out, feasibility yellow for density altitude.

  2. 8:05

    Three aircraft options go out.

    Dana sends the PC-12, King Air 350 and CJ3 side by side. The broker views them.

  3. 9:15

    Signed, deposit paid, trip built.

    The broker e-signs the King Air and pays a 50% deposit. The other options decline, the deal is marked won, one click makes the trip, and the crew is notified.

  4. Day of

    Released with proof.

    The rest countdown is green. The FRAT has 9 of 14 factors pre-filled, including the open Cat C deferral, and scores 23; the chief pilot approves from their phone. W&B is green, weighed 19 months ago. The manifest is e-signed, the DO authorizes and the PIC accepts.

  5. The bad day

    Ground stop, then a grounding squawk.

    The delay is planned with an RON. A squawk sent offline leads to a tail swap to the PC-12: an SIC is flagged as not qualified, and the owner approves by link in two taps.

  6. Close

    Billed from what flew.

    OOOI times arrive automatically and the close-out is confirmed once. The invoice is drafted under the ±10% policy, the owner leg prints as exempt, the balance goes by ACH, and the books sync.

Questions

What schedulers and DOs ask first.

All FAQs
Is this a Part 91 tool with a 135 label?

No. The duty engine implements 135.263 and 135.267(a)–(f) for unscheduled one- and two-pilot crews. Currency follows 135.293, .297 and .299 with the 135.301 grace month, plus 135.247 recency. FET, the 135.63(c) manifest and TSA Twelve-Five all follow each leg's operating rule.

Do Part 91 owner flights count toward 135.267?

Yes. All commercial flying counts, including Part 91 legs flown for the certificate holder and outside flying the pilot declares.

What happens when a flight runs long because of weather or ATC?

If the flight was legally planned and the overrun is beyond your control (135.263(d)), the flight can be completed. The engine records the reason, notifies the DO and adds 11, 12 or 16 hours of extended rest to the pilot's next assignment.

We don't have dispatchers. Who releases?

Release has two steps. The DO, or a delegate named in the GOM, authorizes the flight under 135.77. Then the PIC accepts it. Both steps are e-signed and timestamped, and the PIC keeps final authority under 91.3.

Does it calculate FET correctly?

Yes, with each part on its own line: 7.5% plus the domestic segment fee, the international and Alaska/Hawaii fees and the 225-mile zone, the rural-airport exemption, positioning charges billed to the customer, and the owner-flight exemption. Rates update every year without a software release.

Check your specific tax treatment with your tax advisor.

Does it handle TSA Twelve-Five and eAPIS?

Yes. Twelve-Five applies only to tails over 12,500 lb on Part 135 legs, and on those legs the name check is a release item. Watchlist data is never stored. eAPIS manifests are built from the trip in CBP format, with checks for expired documents.

Can clients pay online?

Yes. Clients pay a card or ACH deposit when they e-sign, and pay the balance from the invoice. Card data never touches our platform.

Can someone quietly edit a duty record?

No. Duty records are append-only. A correction needs a reason and approval from the chief pilot or DO, and it's stored next to the original entry.

Will it build the roster automatically?

No, by design. It suggests legal, current and available pairings ranked by duty margin, and gives a reason for every pilot it leaves out. Your scheduler makes the final choice.

Scheduling alone, or with safety and maintenance

See a week of your trips on one board.

Book a walkthrough, or explore a fully populated sample operator with live-looking trips, crew limits and MEL timers.

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