Tracking aircraft documents

Each aircraft can hold a set of attached documents — airworthiness certificate, registration, insurance, weight & balance, the most recent annual or 100-hour, etc. The platform watches expiration dates and surfaces warnings before something lapses.

Adding a document

From the aircraft detail page, Documents → Upload:

1. Pick a document type (or create a new label).
2. Set the issue and expiration dates if applicable. Expirations drive the notification window.
3. Attach the PDF or image. Files are stored privately via Active Storage with signed URLs that expire after a short window.

How expirations are surfaced

• The aircraft card on the Fleet roster shows a red badge if any attached document is past expiry, and an amber badge inside the 30-day expiry window.
• The AI daily priorities tray surfaces expiring documents to your owner/chief instructor — see Reading the AI priorities briefing.
• Push notifications fire to school admins one week and one day before expiry, configurable per-user under Settings → Notifications.

Replacing an existing document

Upload a new file under the same document type. The old version is retained in history (so you can show the FAA the prior record), and the new one becomes the active reference.

What we don't track for you

• Pilot medical certificates — those live on the pilot's profile, not the aircraft.
• Maintenance logs as a primary system of record. We surface the latest annual/100-hour for awareness, but our compliance disclaimer is clear that we're not your maintenance system of record. See FAA compliance disclaimer.