How to schedule a Recency Item

Recency Items in Air Maestro can be scheduled to help ensure that users complete requirements on time. 

There are two main steps to scheduling a Recency Item:

1. Enabling the Scheduling via the Recency Setup
   
   
2. Scheduling the Recency item

 

1. Enabling the Scheduling via the Recency Setup

Enabling Scheduling for Recency Items needs to be done individually per item.

To enable the functionality:

1. Go to Site Setup > Operations > Recency Setup.
   
   

2. Select the Department where the Recency Item is assigned.
   
   
   
   

3. Locate the Recency Item and click the pencil icon to edit it.
   
   
   
   Please note, you cannot enable scheduling for Timesheet Items or Composite Items.
   
   
   

4. Make sure the “Recency Item Scheduling” option is ticked and review which scheduling details (trainer, date, location) are required for this item.
   
   
   
   

5. Press OK to close the window (and save any changes).

2. Scheduling the Recency Item

There are two ways to schedule the recency item:

• Scheduling via the user's Recency Page or
• Scheduling via the Recency Dashboard

Option 1: Scheduling via the user's Recency Page

1. Open the user’s profile via the Search Bar or find them by navigating to Menu > Operations > Personnel.
   
   

2. Click the user’s Recency tab on the left-hand side.
   
   
   
   

3. Find the Recency Item you want to schedule.
   
   

4. Click the multi-icon in line with the Recency Item 
   
   
   
   Icons highlighted in red indicate which fields are required.
   
   The calendar represents the Date.
   The person represents the Trainer.
   The pin represents the Location.
   
   

5. In the Schedule Recency window, fill in the details.
   
   
   Tick “Send Email on Save” if you want to notify the user.
   
   

6. Click Save.

This recency is now scheduled, and the scheduled date will be displayed next to the user's Recency Item:

You can hover over the date to see the details:

Option 2: Scheduling via the Recency Dashboard

1. Go to Menu > General > Dashboards > Recency Dashboard
   
   
   
   Depending on whether your organisation has set up some global Dashboards previously, you may see them listed under the "Recency Dashboard" heading.
   
   If none yet exist, you will see the ">Getting Started" tab. Click on it to learn how to create a new Dashboard.
   
   
   
2. Enter the Dashboard by clicking on it.
   
   If you are not familiar with the existing Dashboard and do not want to interfere with the setup, you can duplicate the Dashboard, make it private and use it instead.
   
   
   
   
3. Use different Filter widgets on the Dashboard to narrow down the selection of personnel or recency items that will be generated.
   
   
   
   
   In the example above, we are filtering:
   1 - All required, optional and hidden items
   2 - Only items that are expired, approaching expiry, and including ones that have never been conducted
   3 - "Personnel" Recency Items
   4 - Recency Items belonging to the "Pilot" department
   5 - Choosing only pilots to be listed
   6 - Only Adelaide-based users
   
   You can click on the plus   icon in the top right corner of the page and include additional grids to your page: Recency Matrix Grid and Recency Flat Grid.
   Both views present information in a slightly different structure and might be more helpful in managing or scheduling recency items. The information would be generated the same way as in the Recency Grid (see step 4).
   
   
   
4. Scroll down to the Recency Grid section and click on the Generate button.
   
   
   
   
   
5. The system will take a moment to generate a list of pilots and their "Pilot" Recency Items.
   
   
   
   In the example above, we see ADELAIDE, John.
   
   His first Recency Item is OPCZZ (condensed), and the second one is Line Check - a child of Check & Training recency.
   The long list of aircraft underneath indicates Line Check is a "Type Specific" recency. This means the recency item is duplicated for every aircraft type a user is endorsed on and can be scheduled separately.
   
   
   
6. To schedule a recency for a user, click on the tri-icon under the "Scheduled" column in line with the relevant recency or the aircraft type of that recency.
   
   
   
   If the icon is red, it means the information represented by it is required.
   If part of the icon is blue, it means the information represented by it is optional.
   
   
   
7. In the dialog box that appears, fill in the details.
   
   
   
   
8. Press Save to confirm the details.

The grid will update with the scheduled date.

The process can be repeated for more recency items and users on the same page.

FAQs

• Can I add more fields to the scheduled details?

No, as this is a hard-coded area. However, it will soon get expanded by an additional "Aircraft" field, allowing users to choose a specific aircraft registration.

In the meantime, "Notes" can be used to record any additional needed information.