Checkout Enforcement

Overview

Checkout enforcement prevents scheduling a pilot in an aircraft type they haven't been approved to fly. When enabled, the scheduler (or the pilot themselves for self-service booking) cannot create a reservation unless the pilot has a current, non-expired checkout record for that aircraft's make and model.

Enabling Checkout Enforcement

1. Go to Settings (admin or owner only).
2. Under the Scheduling section, toggle Require checkout approval to schedule on.
3. Click Save Settings.

This setting is only available for flight school and flying club organizations. Ownership group orgs do not show this toggle.

Adding Checkout Records

Before checkout enforcement can work, pilots need checkout records in their member profiles.

1. Go to Settings → Members → [member name].
2. Click the Checkouts tab (visible for renter-role members in non-ownership orgs).
3. Click Add Checkout.
4. Select the Aircraft Type from the dropdown — options are populated from your fleet (e.g., "Cessna 172S").
5. Set the Checkout Date.
6. Optionally set an Expiry Date — after this date, the checkout is no longer valid for scheduling.
7. Add Notes if needed (e.g., "Solo checkout only" or "XC approved").
8. Click Add.

How Enforcement Works

At Booking Time

When a reservation is being created with checkout enforcement enabled:

• In the booking form: When you select a pilot and aircraft, the form automatically checks if the pilot has a valid checkout for that aircraft type. A red warning appears if they don't.
• On the server: Even if the client-side warning is bypassed, the server rejects the booking with an error: "[Pilot name] does not have an active checkout for Cessna 172S. Add a checkout in their member profile first."

What Counts as a Valid Checkout

• Aircraft type matches (case-insensitive): the checkout's aircraft type must equal {make} {model} of the selected aircraft.
• The checkout is not expired: either no expiry date is set, or the expiry date is today or in the future.

Checkout Expiry

If a checkout has an expiry date that has passed, it no longer counts as valid for enforcement purposes. Add a new checkout record after a pilot completes a recurrency flight.

Bypassing Enforcement

Checkout enforcement only applies when scheduling. Admins and owners can always create bookings regardless of checkout status — the server-side check only enforces limits for renter and student roles when creating schedules programmatically through the normal booking flow.

If you need to schedule a pilot in an aircraft type they haven't been approved for (e.g., for a checkout flight itself), create the checkout record first with today's date, then book.

Notes

• Checkout enforcement requires migration supabase-migration-v31.sql.
• The aircraft type in checkout records is matched against {aircraft.make} {aircraft.model}. Ensure consistency when adding checkouts — "Cessna 172S" must match exactly (the dropdown in the Checkouts tab populates from your fleet to prevent mismatches).
• Checkout records are stored in the member_aircraft_checkouts table (added in migration v30).