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Tobren Operations Docs

Crew & roles

Bring your team into your workspace under Crew. This page covers the roster, what each role can do, and how to control who sees what on the schedule.

There are two separate kinds of “role” in Tobren Operations — don’t confuse them:

  • Permission role — what someone can do in the app (this page).
  • Flight-crew role — who did what on one specific flight log (below).

Permission roles

Section titled “Permission roles”

Every crew member holds one workspace-wide permission role:

Role What it means
Account owner The account holder — subscription, plan, card, org deletion, plus everything an Admin can do. (Internally this is the owner role.)
Admin Runs the fleet, crew, schedule, flight logs, documents and reports. Recording a maintenance service (Log Service) and return-to-service, the custom domain, billing and organization deletion are Account owner only. Admins can change notification preferences.
Member Day-to-day operator/crew: log flights, view the fleet, and so on.
Viewer Read-only — view and reports, no writes.

Only the Account owner can change someone’s permission role (open the crew member, Access panel, Permission role).

The Account owner can hand the role over from Settings → Team → Transfer ownership. You then lose the owner’s billing permissions, and only the new owner can transfer it back. No data moves.

Inviting a crew member

Section titled “Inviting a crew member”

From Crew, an Admin or Account owner uses Add Crew Member. Enter an email to send an invite; leave it blank to keep a roster record only. A pending invite can be resent or withdrawn from the crew member’s page. They’ll be reachable from the roster and, once active, selectable as crew on a scheduled flight or a flight log. The invite link expires after 7 days — what the invited person sees when they open it is covered in Account & security.

Who sees the whole schedule

Section titled “Who sees the whole schedule”

Separately from permission role, each crew member has a schedule visibility setting. An Admin or Account owner changes it on the crew member’s page, in the Access panel, under Schedule visibility (Settings → Team only lists who can sign in):

  • Full schedule — sees every scheduled flight and event (the default).
  • Own assignments only — sees only the flights and events they’re actually on.

This is the setting that keeps a contractor pilot’s calendar to just their own work, without touching what they’re allowed to do in the app.

Flight-crew roles

Section titled “Flight-crew roles”

When you log a flight, each person on it carries an FAA-flavored role for that specific flight: Pilot in Command, Visual Observer, Spotter, Ground Control, Safety Officer, Payload Operator, Mission Commander, or Other. This is independent of a person’s permission role — an Admin can log a flight as a Visual Observer, and a Member can be the PIC.

For a multi-aircraft show or job, crew also get event roles — see Events.

When someone is available

Section titled “When someone is available”

Each crew member has a weekly pattern and, on top of it, one-off exceptions. Open a crew member and use the Availability tab.

The pattern is per weekday, with a start and end time and a timezone — so “Monday, Wednesday and Friday, 08:00 to 17:00” is three entries, and someone who works 08:00–17:00 on Monday but 12:00–20:00 on Wednesday is described without any special case.

Exceptions override the pattern for a specific window. “Needs 20 November off” is one unavailable exception with an optional reason; picking up a Saturday outside the usual pattern is an available one.

Scheduling reads both. If a flight’s pilot in command is outside their pattern or inside an unavailable window, the schedule warns you when you save — it does not stop you. Flights with no end time get no availability warning, and a crew member with no pattern at all is treated as available. Availability describes the normal shape of someone’s week; the person doing the rostering still decides.

What’s next

Section titled “What’s next”