Crew Settings

Crew Settings#

Navigate to Settings > Operator Settings > Crew to configure how information is shared with your crew members.

Booking visibility#

You have the possibility to hide the booking details from your pilot/crew (user role). If unchecked, the crew can only view the number of passengers on a flight in the dashboard, not the names or phone number.

Flight selection#

You can limit the crew’s capability of selecting flights in the calendar. If unchecked, crew members can only view flights but cannot select them.

Share calendar events with crew#

When enabled, operator events (e.g., holidays, company events, maintenance days) will be visible to crew members in their calendar view. Events are displayed as read-only — crew members cannot edit or delete operator events.

Share flight tags with crew#

When enabled, flight tags are displayed as colored chips in the crew calendar view, giving crew members context about the type and requirements of each flight. Tags use the configured background and font colors.

Crew Ready Notification#

The crew ready notification automatically sends a complete flight briefing to the pilot and all ground crew when a flight status is changed to READY. This ensures crew members have all the information they need without logging into the application.

Configuration#

Notification content#

Each notification includes:

• Custom crew instructions (if configured)
• Flight date, period (morning/evening), meeting time, and takeoff time
• Location name and address
• Meeting point (if different from takeoff location)
• Balloon name
• Flight tags
• Pilot and ground crew names
• Crew comments (per-flight notes from the flight detail form)
• Passenger list with counts (optional)
• Trajectory map image (optional)

Email delivery#

When the channel is set to Email:

• A single email is sent to all crew members assigned to the flight
• The operator email is included in CC, so you always receive a copy
• The email is formatted as an HTML email with all flight details
• Crew members must have a valid email address in their profile

WhatsApp delivery#

When the channel is set to WhatsApp:

• Each crew member receives a text message with all flight details
• If the trajectory is included, the map image is sent as a separate message
• Crew members must have a valid phone number in their profile

Trajectory image#

When a flight is set to READY and the trajectory option is enabled:

• A static map image is generated from the predicted flight path using Google Maps
• The image shows the trajectory line with a green marker at takeoff and a red marker at the predicted landing
• The image is automatically deleted when the flight is ended, cancelled, or rescheduled
• If the flight is set to READY again, a new image is generated with updated weather data

Crew comments#

A crew comments field is available on the flight detail form. Unlike the regular flight comment (visible only to operators), crew comments are shared with crew members in the notification and in the ICS calendar feed. Use this for per-flight instructions that vary between flights.

Modification warning#

If you modify flight details while the flight is in READY status and crew notifications are active, Quick Release displays a warning: “The crew has already been notified. Please inform them about the changes.” This reminds you to communicate any changes to your crew through your preferred channel.

ICS calendar feed#

The crew ICS calendar subscription is automatically enriched with the same information controlled by crew settings:

• Meeting time and flight time
• Balloon, region, pilot, and crew names
• Flight tags (when sharing is enabled)
• Passenger details without phone/email (when passenger sharing is enabled)
• Trajectory image link (when available)
• Crew comments