Aviation Crew Staffing Software
From a client's crew request to mission closeout.
Manage contract pilots and flight crew assignments in one staffing workflow. FlightStratix brings pilot vetting, availability, customer requests, candidate shortlists, confirmations, staffing quotes and invoices together for aviation crew providers.
Staffing work extends well beyond the roster
A client needs a qualified pilot. Your team needs to confirm type rating, availability, references, insurance, travel terms and commercial rate. Keep the candidate decision and mission costs attached to the same request.
Built around the way you work
Each capability is part of the connected FlightStratix workspace.
Reusable pilot pool
Search by aircraft type, PIC/SIC/cabin role, base, availability and currency status; shortlist candidates into an open request.
Vetting and availability
Record vetting status, references, insurance checks, contracting terms and date-based availability or on-call windows.
Candidate and mission control
Track contacted, available, selected and confirmed candidates. Review mission readiness checks, communication history and pilot expenses.
Staffing commercial closeout
Prepare crew-cost proposals, track billable expenses, client revenue, contractor payment state and mission gross margin.
From start to finish
Contract crew staffing from pilot vetting to mission closeout
Crew staffing is a client assignment processnot merely another row on the operator's duty roster.
Keep a reusable, searchable pilot pool
Search contract crew by aircraft type, position, base, availability date and currency status. See qualification/seat details and an availability match score before shortlisting a candidate.
Vetting and commercial terms in one profile
Store vetting status, background/references/insurance flags, availability windows, daily and travel-day rates, per diems and payment terms. This keeps operations and commercial details on the same staffing candidate record.
Coordinate the mission, not just the candidate
Create client requests specifying mission type, tail, origin, destination, date window, international requirements and crew positions. Track candidate contact, availability response, selection and confirmation; record readiness checks and the communications history.
Close out mission economics
Record pilot expenses, approved billable costs, actual duty days, contractor payment status, staffing quotes and client invoices. Review gross margin at mission closeout rather than copying mission facts between a CRM and accounts spreadsheet.
Staffing work from client request to contractor closeout
Start with the actual mission requirements
The crew request form records a client, aircraft type and optional tail, route or operating base, dates, mission type, international requirements and required positions such as PIC, SIC, cabin crew or engineer. A configurable public request form can collect this information under the staffing company's branding. This makes the crew request a structured commercial and operational record rather than an email thread that has to be interpreted by several coordinators.
Match the right person, not simply the closest available name
The pilot pool can be filtered by aircraft type, position, base, currency status and availability window. A staffing request has suggestions and candidate lists with actions to shortlist, contact, mark available/declined, select and confirm. Readiness checks cover qualifications, currency, availability, insurance and background-check status. A displayed check status must be read alongside the underlying evidence; the system does not itself perform every real-world licence or background verification.
Keep contractor vetting and commercial terms together
Per-pilot vetting records support applicant, under-review, vetted, active and suspended states plus insurance, references, international availability and rate information. Staff can maintain normal day rate, travel-day rate, per diem and payment terms, while time windows track available, unavailable, tentative or on-call periods. Client/pilot preferences distinguish previously used, preferred and do-not-use relationships. This helps agencies avoid putting a commercially unsuitable pilot forward simply because a type rating matches.
Confirm readiness and capture communication history
Mission Control records candidate readiness and progress from availability request to pilot response, selection and confirmed pairing. Activity history supports contact, inbound or outbound communication, client updates and confirmation notes. The page should explain the visible process rather than promise an automated, two-way messaging integration for every channel.
Close the commercial job as carefully as it was staffed
The staffing module supports crew-cost proposals, client billing schedules, pilot expenses, approval/rejection, actual duty days, client revenue, contractor payment status and gross-margin summaries. Approved expenses can include positioning, hotels, transport, meals and per diem, with client-billable flags. That gives a staffing company an operational-financial closeout rather than only a roster. Cross-link to crew qualification tracking and crew management.
Keep the placement moving from request to closeout.
Start with the mission requirements
Record the client request, aircraft type, required dates and crew role before shortlisting candidates. Keep the placement status clear while availability and supporting documents are reviewed, so an introduction is not confused with a confirmed assignment.
Review crew qualificationsSeparate placement from operating approval
A staffing engagement and an operator roster serve different purposes. Link the placement to the relevant crew information, then let the operating team review its own duty limits, acceptance and dispatch requirements before the flight.
Explore operator crew management- Client requestReceive crew requirementComplete
- Pilot shortlistSearch and filter poolComplete
- 03VettingCheck qualifications and availabilityIn review
- 04ConfirmationSelect and assign crewPending
- 05MissionTrack assignment and expensesPending
- 06CloseoutInvoice and reconcilePending
See it in context
Finding a type-rated replacement pilot
A customer needs a contract SIC at short notice. The coordinator creates a request with aircraft, operating dates and route; filters the pool for type rating, seat qualification, base and availability; reviews vetting and currency; then contacts and confirms an appropriate candidate. After the mission, expenses and actual duty days inform the contractor closeout and customer invoice status.
An operational example
A charter company requests a G650 PIC for a four-day international mission. Staffing searches its vetted pilot pool, checks type rating, documents and availability, shortlists candidates and records responses. After confirmation, the desk logs positioning expenses and closes the job with revenue and contractor cost shown together.
Where it fits in FlightStratix
Frequently Asked Questions
Is this only for an airline's internal staff roster?
No. This page focuses on external/contract crew staffing requests and the business process of placing pilots or other crew on missions.
Can staffing teams track the cost of a mission?
Yes. The reference includes contractor rates, expenses, client revenue and closeout status.
Can clients send requests through our website?
Yes. A configurable public crew request form produces a staffing request using a signed link and selected required fields.
Can different clients have preferred pilots?
Yes. The staffing reference includes client–pilot preference records such as preferred, previously used and do not use.
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