Administration Guide
Day-to-day administration for airline staff, once your airline is live. If you're setting up an airline for the first time, start with Airline Onboarding instead.
Staff & permissions
Every staff member is granted specific permissions rather than a single "admin" role. Permissions are grouped so you can match access to responsibility:
| Group | Covers |
|---|---|
| Flights & Operations | Managing flights, dispatch, viewing bookings, reviewing PIREPs |
| Fleet | Aircraft, aircraft types, maintenance records |
| Pilots & HR | Pilot profiles, training programs, ranks, staff management |
| Airports | Airport listings, hubs, scenery packages |
| Communications | Notices, news, activities/events |
| Settings & Config | Airline settings, branding, integrations, scoring rules, departments |
Assign only what a role needs — a training officer needs Training Programs and Manage Ranks, not Manage Settings. Staff management itself (adding/removing staff, editing their permissions) is its own permission (Manage Staff), so it can be delegated without handing out full settings access.
Reviewing PIREPs
Pilot flight reports land in the PIREP queue after a pilot submits one. Review covers off-blocks/departure/landing/on-blocks times, distance, and fuel used. Approving a PIREP is what credits the pilot's hours and progresses their rank — rejected PIREPs don't count. If a PIREP Review Discord channel is configured, new submissions post there automatically so staff don't have to keep the queue open.
Notices and NOTAMs
Use Notices for anything pilots need to see, and mark time-sensitive ones as "must-read" — a must-read notice blocks the pilot dashboard behind an acknowledgement gate until the pilot dismisses it. Use News for general announcements and NOTAMs that don't require explicit acknowledgement.
Fleet and route management
Aircraft types define the airframes available to your airline; individual aircraft (tail numbers) are assigned to those types and can be tracked for maintenance/airworthiness. Routes tie together departure/arrival airports and are what populate the pilot Timetable — a route with no active routing won't be bookable.
Discord integration
Discord settings are organized by purpose:
- Bot Channels — news, notices, NOTAMs, activities, badge awards, PIREP review (staff-only), daily statistics.
- Flight Channels — per-phase updates (pushback, departure, landing) plus a live flight board that keeps a pinned, auto-updating embed of all active flights.
- Pilot Notifications — optional DMs to pilots for PIREP approval, rank changes, and badge awards, plus a grace period before a removed pilot is kicked from your server.
- Digest — a scheduled summary embed (PIREPs filed, flight time, active/total pilots) posted on a cadence you choose.
Channel IDs are pasted in manually — copy them from Discord (right-click a channel → Copy Channel ID, with Developer Mode enabled).
Responding to pilot feedback
Pilots can send feedback (bug reports, feature requests, general feedback) directly from their dashboard. This goes to the VAOMS team for platform-level issues — if a pilot reports something specific to your airline's setup (a missing route, a misconfigured channel), it's still worth checking your own settings first.