This guide is for flying schools and training organisations setting up and running PilotIQ — a branded theory, readiness and logbook platform for your students and instructors.
1. Create your organisation
- At pilotiq.com.au, choose Create your organisation (or For Organisations) and sign up as a school.
- Name your workspace, then set your organisation type and authority — e.g. a CASA flying school, or a military squadron. This tailors the workspace: the compliance checks, report packs and terminology follow the authority you operate under, and a squadron behaves differently from a Part 141/142 school.
- You'll land on your organisation dashboard — students, readiness, compliance and management all in one place.
2. Add your branding
Make it yours in Settings → branding:
- Upload your logo — PilotIQ auto‑matches your brand colour and themes the whole experience (students, instructors and staff all see your identity, quietly powered by PilotIQ).
- Set your display name, tagline and welcome message.
3. Add students & send invites
From the People section, add a student with their name, email and course. PilotIQ creates a per‑enrolment join code and automatically emails the student a branded invite containing that code and a one‑tap link to join your organisation. When they sign up with it, they're linked to you and see your branded course.
Onboarding a whole intake at once? Use bulk / CSV student onboarding — upload a spreadsheet of names, emails and courses and PilotIQ creates every enrolment and sends every branded invite in one pass, so a new cohort is set up in minutes rather than one student at a time.
4. Manage your instructors
Instructors request to join; you approve them. Each active instructor is a clean, controllable seat. Assign students to a primary instructor, and track instructor ratings and currency under Qualifications.
5. Deliver lessons
Release your CASA‑aligned ground course to your cohort:
- Deliver lessons one at a time or in bulk by knowledge area.
- Each lesson generates a branded slide deck to present in‑browser or download as PowerPoint.
- Add your local procedures (circuits, checklists, airspace) alongside the base theory.
6. Readiness dashboard
The Readiness overview shows your whole cohort at a glance — who's at‑risk, ready for solo, or ready for a flight test — replacing spreadsheets and paper progress sheets. Drill into any student for their full picture.
7. Cohort, fleet & standardisation
Beyond individual students, PilotIQ gives you the organisation‑wide tools a school or squadron runs on:
- Cohort syllabus matrix — your whole intake against every syllabus item in one grid, so you can see at a glance who has covered what and where a cohort is bunching up or falling behind.
- Org‑shared fleet — register your aircraft once at the organisation level and every instructor and student draws from the same fleet, so registrations, types and classes stay consistent across everyone's logbooks.
- Unit standardisation board — your shared standards, briefings and moderation notes in one place, so every instructor teaches and assesses to the same benchmark.
- Examiner check‑ride register — a live record of flight tests and proficiency checks by examiner, candidate and outcome.
8. Compliance & audit packs
Each student's nearest milestone is checked against the prerequisites PilotIQ tracks — for a CASA school, that's medical, pilot identifier (ARN), competencies signed to standard, pre‑solo authorisation and so on; other authorities use their own. Review the flagged missing evidence before a milestone and use the change history to trace recorded updates.
When an audit, unit inspection or currency review comes around, generate the export packs:
- Audit trail — a complete, tamper‑evident history of recorded changes and sign‑offs.
- Instructor qualification register — every instructor's ratings, endorsements and currency.
- Compliance board — the current state of every student against their prerequisites.
These give an auditor or inspector a single, self‑contained evidence pack instead of a scramble through spreadsheets.
9. Insights, qualifications & comms
- Insights & KPIs — cohort and instructor performance.
- Qualifications — instructor ratings and currency.
- Announcements & messages — keep students and staff informed.
10. Pricing
Founding organisations run free for the first three months — free student and instructor seats — and your students self‑fund their own course at the member rate. Talk to us at training@pilotiq.com.au.
PilotIQ supports your training delivery; your organisation remains responsible for meeting its authority's rules and the validity of its endorsements.