Without it
- A signed lesson record is edited after the fact, and nothing shows that it was.
- A student's medical lapsed last month and they are on the schedule for a solo tomorrow.
- An inspector asks for a student's complete record and it takes an afternoon to put together.
What Compliance & Records does
Built around AC 120-78B
Switch on AC 120-78B mode and each signature records who signed, their certificate number, the time, the IP address and a statement of intent, with a SHA-256 hash of the record. A compliance dashboard shows where you stand.
Signed records stay signed
A signed record is locked in the database. A mistake is fixed with a formal correction, which keeps the original, and the audit trail records each change with its before and after values. Admins can re-check every record's hash at any time.
Certificates watched before they lapse
Certificates, medicals, flight reviews and instructor currency are tracked, with alerts at 60, 30, 14, 7 and 1 days. Once a medical or flight review has lapsed, a student or renter cannot book a solo. Instructors' CFI ratings and expiry are stamped on every endorsement they sign.
E-signatures and documents
Send documents for signature with an ESIGN and UETA intent statement, and keep each member's files, including TSA documents for charter, in one place.
Records out when you need them
Complete student records, transcripts and transfer records as PDFs, Part 141 exports, the audit log as a CSV, and pilot logbooks imported and exported for ForeFlight, MyPilotLog and LogbookPro.
Every module in Compliance & Records
- AC 120-78B electronic records: Signed, tamper-evident records with an audit trail and formal corrections.
- Electronic signatures and documents: Send documents for signature, and keep each member's files in one place.
- Certificate and medical monitoring: Expiry alerts for certificates, medicals, flight reviews and instructor currency.
- Instructor ratings: CFI ratings on the instructor's profile and stamped on every signature.
- Pilot logbook: Each pilot's logbook, filled from their flights, with ForeFlight import.
How it connects
Feeds in:
- Training: lessons, grades and endorsements
- Scheduling: the flights behind each record
- Members: certificates, medicals and flight reviews
Feeds out:
- Scheduling: solo bookings stopped on a lapsed medical or flight review
- Training: the signed record and transcript
- Audit log: who changed what, and when
Rules it is built around
AC 120-78B: Signatures and records follow the advisory circular's elements: identification of the signer, intent, a signature tied to the record, and an audit trail of changes. Advisory circulars describe one acceptable means, not approval. Whether your program meets your certificate's requirements is for you and your FAA office; Flight Suite HQ is not FAA approved.
Compared
How Compliance & Records compares with Flight Schedule Pro, Flight Circle and Aviatize, from each vendor's public documentation: the full comparison.
Questions
Is Flight Suite HQ FAA approved?
No, and no records software is: the FAA does not approve software. AC 120-78B describes an acceptable way to keep electronic signatures and records, and the platform is built around it. Your FAA office decides what it accepts for your certificate.
What stops someone editing a signed record?
A signed record is locked in the database, and each one carries a SHA-256 hash that an admin can re-check. A mistake is fixed with a formal correction that keeps the original, and the audit trail records the change.
Do we have to turn on AC 120-78B mode?
No. It is a setting under School details, off until you switch it on. Part 141 schools and anyone who wants records an inspector can rely on usually do.
What happens when a student's medical expires?
Alerts go out at 60, 30, 14, 7 and 1 days before, and once it has lapsed the student cannot book a solo.
Can we get a student's whole record out?
Yes. The complete record, a transcript and a transfer record are each one PDF, and the audit log exports as a CSV.
Learn more
Start your 30-day free trial: $15 per aircraft and $0.50 per active user a month, with every core module included.
