Importing Members with the Onboarding Assistant

The Import & onboarding assistant is available to organization owners and admins at Settings → Import & onboarding. It imports a roster by inviting people; it does not copy accounts, passwords, financial records, or historical flight data from another system.

Prepare your CSV

Export a comma-separated .csv file with one header row and up to 200 people. The maximum file size is 250 KB, with at most 50 columns. Include only the information required for invitations.

Full Name,Email Address,Position
Jordan Student,jordan@example.com,student
Alex Instructor,alex@example.com,instructor
Casey Pilot,casey@example.com,pilot

The headings do not need to match that example. The assistant suggests mappings, then lets you choose the name, email, and role columns. Separate first and last names can be combined. Extra columns are ignored. Quoted commas, escaped quotes, and quoted multiline CSV fields are parsed, but a person's name must still be on one line.

Map and review

1. Choose your file or download the template.
2. Map the required name and email columns. Map role if present; otherwise every person defaults to renter.
3. Review the preview. Edit names, emails, or roles before continuing.
4. Select Check existing members & invites. Only the mapped invitation fields are submitted for this check.
5. Review the results and deselect anyone who should not receive an invitation.

Supported roles are renter, student, cfi, mechanic, contract_pilot, admin, and owner. Common aliases such as instructor, pilot, and administrator are normalized. Unknown roles are errors; they are not silently assigned a different permission level.

Understand excluded rows

• Invalid: missing or malformed fields, an unsupported role, or an email repeated within the uploaded file. Duplicate email rows are excluded until only one remains or the values are corrected.
• Already a member: no invitation is sent and the current role is preserved.
• Already invited: no automatic resend occurs. This includes expired pending invitations; use Members to resend or revoke as appropriate.

Email comparisons in the file ignore capitalization and surrounding spaces. Correct an accidental duplicate email in the preview or remove an unwanted row from the original CSV and upload it again. Any edit invalidates the previous organization check, so check the roster again afterward.

Confirm the invitation emails

The confirmation identifies the destination organization and number of selected people. Owner and admin roles require a separate acknowledgement because they grant management permissions.

The assistant sends at most ten invitations per request and updates progress between batches. Keep the page open while it works. People become members only after accepting their invitations. Organization permissions and existing recipients are checked again on the server; a stale preview does not bypass authorization.

Keep the result report

Download the CSV report before leaving. Results are kept in the current browser view, not in a persistent import-history screen.

• Sent: the invitation email was sent.
• Skipped: a recipient was no longer eligible, already existed, or was not attempted after an interruption.
• Warning: an invitation may have been saved without confirmed email delivery, or the request was interrupted.
• Failed: the invitation could not be completed.

A network interruption can occur after some emails have been sent. The assistant stops rather than blindly retrying that batch. Check Members, then resend only where appropriate. Do not interpret an uncertain result as proof that no invitation exists.

Complete organization setup

The onboarding checklist shows organization settings, aircraft count, accepted members, active pending invitations, and reservation activity. It reflects current records; a count is not a compliance or readiness certification.

Add aircraft with the existing aircraft form. Verify opening meter readings and inspection records against your source documents. Create and review a reservation before switching the whole team to the new schedule. See the switching guide for scope and a handover sequence.