Booking & Scheduling

A live diary for aircraft, instructors and rooms

Every booking is checked for conflicts as it is made. One diary covers your aircraft, rooms and instructors, and waiting lists and standby digests fill the gaps that cancellations leave.

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The bookings list, showing solo hire, training and checkout flights with the member, times, aircraft and instructor for each
Booking a flight on a phone: choosing solo hire or a training flight, any aircraft or a specific type, and the next available day or a chosen date

Waiting lists with expiring offers

When a slot frees up, Volanti emails an offer to the next member on the waiting list.

  1. 1

    A booking is cancelled

    The slot opens. Members who joined the waiting list from the pilot portal, with the times and aircraft they want, are checked against it.

  2. 2

    The next member receives a time-limited offer

    Ranked first-in-first-out or by best match, set per booking type. The offer arrives by email with a signed link to accept or decline in one tap.

  3. 3

    Unanswered offers cascade

    Offers expire after a set time and move to the next member on the list.

  4. 4

    The offer becomes a booking

    Accepted offers become bookings, auto-approved if you allow it.

The standby list: pilots waiting for a fully booked slot, with the aircraft, the slot times, how many offers each has had and when they joined
Weather days

Weather and technical cancellations

Cancel a booking for weather or a technical problem and you can hold the aircraft, or the instructor, for everyone for the rest of that day.

Structured reasons

Weather, technical or out-of-hours: every cancellation records a reason, so your records show why a day was lost.

Holds on the calendar

A grounded aircraft is blocked for everyone until you release it. Holds also cover an aircraft in maintenance or an instructor who is ill.

The waiting list re-runs

The waiting list runs again on its own when a hold is released.

Instructor standby

Standby digests for instructors

When members want a lesson that no instructor currently covers, Volanti emails your instructors the demand they could pick up. They open availability, and the waiting list fills the slots.

  • Standby digests emailed to instructors with claimable demand
  • Instructors publish and adjust their own availability
  • Bookings validate that availability covers the whole slot
Instructor availability for one day: each instructor against the day's time slots, ticked where they are available and crossed where they are not
The pick up a session screen on a phone, where an instructor makes themselves available for pilots waiting on standby and turns on a weekly email about sessions they could pick up

Live booking boards

Show the day's flying on any screen in the clubhouse through a signed public link that refreshes itself and filters by the booking types and statuses you choose.

Bookings in every calendar

Members and instructors subscribe to a personal iCal feed, so their club bookings appear in Google, Apple and Outlook calendars.

Booking rules

Booking rules by licence, rating, medical and membership

More than 16 rule types decide who can book what, and they are checked when the booking is made.

Licence held Ratings held Valid medical Active membership Course enrolment Course graduation Minimum recent hours User groups Instructor licence Aircraft hours Staff only Flight type Tags and more

A member who lacks the recent hours your rules require cannot book the aircraft, and the booking screen says why.

Booking lifecycle from request to completion

Requested, approved, confirmed, reminded, checked in, completed. Late arrivals and no-shows are recorded, so patterns show up in your data.

  • Optional approval workflow per booking type
  • Automatic confirmations, reminders and cancellation notices
  • Check-in at the desk, with late and no-show marking
  • Cancellation-notice cutoffs you set per schedule

Saved searches and demand heatmaps

Members save booking searches and are alerted when availability appears. Every search that finds nothing is recorded, so you can see which aircraft to add and which days to open, and the demand heatmap shows where it is.

  • Saved availability alerts for members
  • Unmet-demand capture from every empty search
  • Demand, utilisation and insights heatmaps
  • Recurring schedules generate your bookable slots

Try Volanti free for 30 days.

See the diary running with your own aircraft, instructors and booking rules.

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