Aircraft & instructor scheduling
A live booking sheet for the fleet and the team with clash checks, recurring lessons and a view for every screen.
Flight school scheduling, training records & billing
Flight schools: aircraft, instructors and students in sync. More time flying, less time on the whiteboard.
Aircraft are booked on a whiteboard, instructors confirm by text and training records live in a folder in the back office. The tacho hours get written on a scrap of paper and invoiced next week. We build scheduling, training record, maintenance and billing systems for flight schools and aero clubs that all talk to each other. Then we host them and look after them.
Looking for flight school software that handles the schedule, the syllabus and the fleet?
A flight school only works when an airworthy aircraft, a current instructor, a ready student and flyable weather all line up at the same time. Most schools juggle that with a whiteboard, a group chat, a maintenance spreadsheet and a folder of paper training records. When the TAF turns ugly at 7am, someone spends the morning ringing students one by one.
Wollopit builds custom flight school software around how your school actually runs. Bookings check aircraft, instructors and student readiness before they're confirmed. Training records follow the syllabus and sign-offs happen on a tablet after the debrief. Aircraft ground themselves when maintenance is due. Flights turn into invoices from the tacho or Hobbs reading. We connect the tools you already like, replace the ones holding you back and look after the lot on our own servers.
01The problems
What we hear from flight schools
Does your flight school have these problems? Here's how we'd fix them.
Most flight schools we talk to are run by people who'd rather be in the right seat than the office. The admin piles up between flights and lands hardest on a weather day.
- The problemThe whiteboard double-booksTwo students turn up for the same 172 at 8am. The instructor rostered on is actually doing a check flight in the other aircraft.How we fix itOne live schedule for aircraft, instructors and students. Clashes are blocked before they happen and everyone sees changes on their phone.
- The problemWeather days are chaosThe forecast turns, the morning is scrubbed and someone rings twelve students one by one to rebook.How we fix itCancel a block in one tap. Students get an SMS with new times to pick from and the gaps fill themselves.
- The problemTraining records in a folderPaper training records, lesson plans and competency sign-offs scattered across filing cabinets and instructor bags.How we fix itDigital training records per student, mapped to your syllabus and the Part 61 MOS, signed off on a tablet after the debrief.
- The problemNobody can see where a student is up toA new instructor picks up a student and has to flip through pages to work out what was covered last time.How we fix itA progress view per student: lessons done, competencies met, what's next and notes from the last flight.
- The problemMaintenance sneaks upHours are tallied on the maintenance release by hand. The 100-hourly comes up mid-week with a full schedule booked.How we fix itHours tracked from every flight with alerts as inspections approach. The aircraft blocks itself from bookings when it's due.
- The problemDefects get mentioned, not loggedA pilot tells someone in the hangar the radio is scratchy. It's forgotten until the next student finds it.How we fix itDefects logged on a phone at shutdown with photos. The LAME sees them and aircraft can be grounded straight away if needed.
- The problemBilling flights by handTacho readings on a scrap of paper, instructor rates looked up and landing fees added on later in Xero.How we fix itStart and finish readings entered at shutdown. The flight is priced with aircraft, instructor and fees and invoiced straight into Xero or MYOB.
- The problemPrepaid hours nobody trustsStudents pay for blocks of hours up front. Working out what's left means digging through invoices.How we fix itStudent accounts with prepaid balances, block packages and automatic top-up reminders before they run dry.
- The problemCurrency and expiry dates slipA student's medical expires, an instructor's flight review is overdue or an ASIC lapses and nobody notices until the day.How we fix itMedicals, flight reviews, ratings, ASICs and endorsements tracked with reminders. Bookings warn when someone isn't current.
- The problemInstructor availability by textInstructors text their days, swap shifts in a group chat and duty hours get worked out after the fact.How we fix itInstructors set availability in an app, swap shifts with approval and duty and flight time limits are watched as they're booked.
- The problemTrial flight vouchers go missingGift vouchers sold over the phone, written on paper and nobody knows which ones have been flown or expired.How we fix itTrial instructional flights sold online with gift vouchers, booking links, reminders and a follow-up offer after they land.
- The problemAudit week panicWhen CASA asks for records it means days of pulling files, chasing signatures and checking dates.How we fix itTraining, maintenance and currency records searchable in seconds with exports ready for audits and internal reviews.
02What we build
Solutions
What we build for flight schools. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Weather rebooking
Scrub a morning in one tap. Students are notified and offered new slots automatically.
Student portal & app
Students book lessons, see their progress, check their balance and get reminders on their phone.
Digital training records
Lesson-by-lesson records mapped to your syllabus with tablet sign-offs from instructors.
Syllabus & competency tracking
RPL, PPL, CPL and endorsement syllabuses with competencies tracked against the MOS.
Theory & exam tracking
BAK, PPL and CPL theory progress, exam bookings and results in the student file.
Fleet & maintenance tracking
Hours per aircraft, inspections due, maintenance release details and automatic grounding.
Defect reporting
Phone-based defect logs with photos that go straight to maintenance and the duty instructor.
Flight billing
Flights priced from tacho or Hobbs readings with instructor rates and fees, sent to Xero or MYOB.
Student accounts & prepaid hours
Balances, hour packages, payment plans and top-up reminders with card payments by Stripe.
Currency & compliance alerts
Medicals, licences, flight reviews, ratings and ASICs tracked with reminders before they expire.
Instructor rostering
Availability, shift swaps, duty time tracking and instructor pay hours worked out from flights flown.
Trial flights & gift vouchers
Sell TIFs online, manage vouchers and turn first-timers into enrolled students.
Enquiries & enrolments
Enquiry forms, intro packs, enrolment paperwork and ID checks in one tidy flow.
A website that gets people flying
Fast on mobile with courses, trial flights and booking built in, made to rank for 'flight school near me'.
03The systems
The big ones
Your whole flight school, on one system.
These are the systems flight schools ask us about most. Each one works on its own and they get properly useful once they're joined up.
Scheduling
Aircraft, instructor and student booked in one go.
One live schedule replaces the whiteboard. Every booking checks the aircraft is serviceable, the instructor is available and current and the student is ready for that lesson. When the weather turns you can scrub a block and rebook everyone in minutes.
- Live booking sheet for the whole fleet
- Instructor and student availability
- Clash checks before anything's confirmed
- Lesson type sets aircraft and duration
- Weather scrubs with one-tap rebooking
- SMS and email reminders
- Waitlists to fill cancelled slots
- Solo bookings need instructor approval
- Ops screen for the briefing room
- Syncs to Google Calendar or Outlook
Training records
Every student's progress, signed off before they leave the briefing room.
Training records follow your syllabus lesson by lesson. Instructors grade competencies and sign off on a tablet after the debrief. The next instructor sees exactly where the student is up to before they walk out to the aircraft.
- Syllabus for RPL, PPL, CPL and endorsements
- Competencies mapped to the Part 61 MOS
- Tablet sign-off by instructor and student
- Lesson notes and debrief comments
- Progress view per student
- Theory exam results and bookings
- Solo and flight test readiness checks
- Logbook hours totalled per category
- Instructor standardisation reports
- Exports ready for audits
Fleet & maintenance
Aircraft that ground themselves when they're due.
Every flight adds hours to the right aircraft so you always know how far it is to the next inspection. Defects are logged at shutdown with photos. When something's due or unserviceable the aircraft is pulled from the schedule before anyone books it.
- Hours from every tacho or Hobbs reading
- 100-hourly and periodic inspection alerts
- Maintenance release details per aircraft
- Automatic grounding when due
- Defect reports with photos
- Maintenance logins for your LAME
- Fuel and oil logs
- Scheduled downtime blocked in advance
- Utilisation per aircraft
- Component and AD due dates
Billing & accounts
Flights that invoice themselves at shutdown.
Enter the start and finish readings when you shut down and the flight is priced with the aircraft rate, instructor time and any landing fees. Prepaid balances come down automatically and invoices land in Xero or MYOB without anyone retyping them.
- Pricing from tacho or Hobbs readings
- Aircraft, instructor and briefing rates
- Landing and airways fees added on
- Prepaid balances and hour packages
- Low balance reminders
- Card payments by Stripe
- Payment plans for longer courses
- Member and non-member rates
- Invoices straight into Xero or MYOB
- Instructor pay hours from flights flown
Compliance & people
Nobody flies on an expired medical again.
Medicals, licences, flight reviews, ratings and ASICs are tracked for every student and instructor with reminders well before they lapse. Instructor duty time is watched as shifts are booked. The records CASA asks for are a search away.
- Medical and licence expiry tracking
- Flight review and rating due dates
- ASIC and ID records
- Reminders to students and instructors
- Booking warnings when not current
- Instructor duty and flight time tracking
- Instructor availability and shift swaps
- Document uploads per person
- Audit-ready records and exports
- Enrolment and ID checks
04How it changes
Before and after
A weather day, wolloped.
Here's how a scrubbed morning could change. Every flight school is different, so we map yours first.
Before
- The TAF comes in ugly and the morning is scrubbed
- Rub out half the whiteboard
- Ring each student one by one and leave voicemails
- Text instructors to shuffle their day
- Try to remember who wanted which slot next week
- Half the students turn up anyway
After
- The duty instructor scrubs the morning in one tap
- The schedule updates on every screen
- Students get an SMS with new times to pick from
- Instructor days adjust themselves
- Cancelled slots offered to the waitlist
- Everyone knows before they leave home
05Services
Everything under one roof
Software, websites and systems for flight schools.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for flight schools
Built around how your flight school actually runs: aircraft & instructor scheduling, weather rebooking and the admin in between, in one system you own.
Websites for flight schools
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Flight school system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for flight schools
Student portal & app and digital training records: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Flight Schedule Pro, Xero and MYOB so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your flight school, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools you rely on, work alongside flight school platforms you're happy with or replace the ones holding you back.
- Flight Schedule Pro
- Xero
- MYOB
- Stripe
- Square
- Tyro
- Google Workspace
- Microsoft 365
- Google Calendar
- Outlook
- Twilio SMS
- Mailchimp
- Zoom
- Moodle
- OzRunways
- AvPlan EFB
- Airservices NAIPS
- Bureau of Meteorology
- Canva
- YouTube
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your flight school: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We spend time in the briefing room, on the flightline and in the office, then work out what's actually slowing your school down.
- 02
Archi-tech
We plan it before writing code: your fleet, instructors, syllabuses, maintenance, billing, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually scheduling or billing first, so you get a win before the next weather day.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things flight schools ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can aircraft be grounded automatically when maintenance is due?
Yes. Hours are added from every flight and an aircraft can be blocked from bookings when an inspection is due or a defect makes it unserviceable.
Can we rebook a whole morning when the weather turns?
Yes. The duty instructor scrubs the block and students get an SMS with new times to choose from. Cancelled slots can go to a waitlist too.
Can training records follow our syllabus and the MOS?
Yes. We set up your syllabus lesson by lesson with competencies mapped to the Part 61 MOS. Instructors sign off on a tablet and records can be exported when CASA or your own team needs them.
Can it bill from tacho or Hobbs readings?
Yes. Readings entered at shutdown price the flight with aircraft, instructor and fees. Prepaid balances come down and invoices go into Xero or MYOB.
We already use Flight Schedule Pro. Do we have to switch?
No. If your current platform is doing its job we build around it: training records, maintenance, billing, trial flights or your website on top. If it's holding you back, we'll show you what replacing it would involve before anything changes.
Does it work for aero clubs as well as commercial schools?
Yes. Member and non-member rates, private hire of club aircraft, member renewals and volunteer instructors can all be set up the way your club runs.
How much does a flight school system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller jobs like trial flight vouchers or weather rebooking can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most flight schools we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a flight school problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.