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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

Every crew member holds one workspace-wide permission role:

RoleWhat it means
Billing managerThe account/billing holder — subscription, plan, and org deletion, plus everything an Admin can do. (Internally this is still the owner role; “Billing manager” is the name you see in the product.)
AdminFull operational control — fleet, crew, schedule, flight logs, maintenance, documents, and reports. No billing access.
MemberDay-to-day operator/crew: log flights, view the fleet, and so on.
ViewerRead-only — view and reports, no writes.

The Billing manager role can be handed to someone else from Settings → Team without losing any data — useful when whoever signed up isn’t the person who should end up holding the account.

Inviting a crew member

From Crew, use Add crew member (or Invite) to bring someone onto the roster. 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

Separately from permission role, each crew member has a schedule visibility setting, changed in Settings → Team:

  • 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

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

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. Book someone outside their pattern, or inside an unavailable window, and the schedule warns you when you save — it does not stop you. Availability describes the normal shape of someone’s week; the person doing the rostering still decides.

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