To schedule crew duties for any period of time go to Crew > Crew Duties screen. Once the Duty definition has been set, you can start assigning duties. Duties can be added only to crew with homebase added in crew profile.
In the filter you can choose on which aircraft you want to add duties to - you may select all or a particular aircraft. There is also an option of filtering the duties by function type. You can view it by: cockpit only, cabin only or both functions at the same time. By ticking a box Hide non-acft duties you can hide displaying of duties specified as: off or training.. Box Disp. full duty inf. will bring up information about the aircraft registration number and the function in the assigned duty field, i.e. D-LEON, CPT.
The option Person code (found in the filter) is very useful. You can input 1 or more crew codes (separated by a space) and only those crew members duties appear on the screen.
You can also filter your crew by labels. Labels can be defined in section Phonebook, tab Labels. Then you need to edit crew profile to mark an appropriate label (see screenshot below).
Labels colours which appear in the roster (right below the crew name) correspond with colours defined in a section Phonebook > Labels.
If there are any notes added within a Duty, a Notepad icon is displayed to indicate this fact.
Remove from planned activities checkbox is useful when you add a new duty that is defined as Exclude from planning. Usually these are the duties with type OFF. Clicking this checkbox (marked in the screenshot) allows you to overwite existing duty with a new one.
For example if a pilot has a flight on this day but is unable to perform it, adding the Exclude from planning type of duty, and ticking Remove from planned activities checkbox, will remove this pilot from the flight.
If a duty has been changed you can hover the mouse over a duty and the tooltip will show update history.
There are also other available options to be turned on in the filter:
Right below the list of your defined duties you can find an option to assign duties to appear in a section OPS: Positioning and Simulator.
In the roster, these duties appear as icons on white background (see screenshot below: positioning and simulator respectively).
It is possible to add more than 1 live duty on the same day. If it's the same duty - click an icon after selecting duty. If it's a different live duty on the same day (i.e.Positioning and Simulator) simply click on the same day and select another duty - Leon will show both duty icons:
In OPS > Table view all above duties appear as below.
All of these 3 live duties are included in FTL calculations and appear in FTL Sheet report.
Assigning Crew automatically to flights is possible by scheduling them in Crew Duties. If a duty, by definition, should be included in planning and assigned to an aircraft registration, a crew will automatically be scheduled on a flight, as per duty.
There are 2 following scenarios if changes are made to the Duty Roster:
If there are no duties scheduled and the crew are already assigned to a flight, changing aircraft type will remove the crew from this flight. Changing the type of an aircraft back to the previously assigned one, will re-assign the same crew.
In order to properly calculate duties and off-duty days by the system, the roster should be fully filled in. If a crew member has day/days off - the space in the roster should not be left empty but rather “off duty” should be added into the chart.
There are 3 rules that can be implemented for the purpose of days-off calculation:
These options will influence the way days-off are showing on FTL Sheet and Crew Duties screen.
In orded to choose any other rule but Rule 1, you should contact Leon Software Support.
In the roster there are also 2 columns: Days Off and Days On.
Columns 'Days off' and 'Days on' can be a helpful feature in a proportional planning of crew. 'Days off' column displays all duties where type of duty has been specified as 'Off' in a section Settings > Duties Setup, i.e. 'Day off' or 'Leave', or days where no duty has been selected. Column 'Days on' shows all duties assigned in the roster as well as other activities such as: flights, positionings and office duties (added either in OPS section or in the roster - defined at the bottom of the duties list).
To view number of all the days off & on, first you need to specify the start date in the filter field: Count cumulative duty from.
By hovering the mouse over the number of either 'Days off' or 'Days on', you will get the precise information as to what types of duties made the total number in these two coulmns.
If you need to add duties to the roster also for your GROUND staff (office, maintenance, sales, etc…) you can do that by adding an aircraft GROUND to your fleet (one ground aircraft is free of charge).
Follow below steps:
If there is a need for additional duty definitions, you can create them in Duties Setup section.
In the section Crew > Duties, apart from assigning duties in the live mode, you can now plan duties for your crew before publishing it. If a 'Draft' has been planned by one person, it is possible that another Crew Planner will see duties and can continue with the same Plan.
In the filter you can find the drop-down selection where you will see following options:
To switch between Actual, Draft, or to create New Draft you have to choose relevant option and click Show button. Switching between the modes does not mean that all duties assigned before will disappear. They will remain untouched. Below you can see examples of using Drafts feature.
To create new planned roster you need to choose New Draft option in the filter and press 'Show' button. A pop-up window will appear, where you can choose a Draft name and save the Draft. You will be automatically redirected to the new Draft and the following information will appear in the top left corner of Duties screen:
When adding duties within the Draft on previously unassigned days, everything looks the same as if adding duties in the actual mode. The only difference is that in the top-left corner of the square there is a green flag.
If it happens that you have planned a new duty on the day where there was already either flight, positioning or office duty assigned, when you hover the mouse over the square, the pop-up window will appear with the information (see examples below):
If you want to replace the actual duty with the new one within the Draft, firstly you need to select a Draft in the filter and click on 'Show' button. This will allow you to edit the chosen 'Draft'. Then click on the existing square/squares and select new duty from the list previously defined in Duties Setup section. In each new duty-square, in the top-left corner there will be a red flag.
It is also possible to delete duties from the Draft, which have been added in actual mode - in the same way as normally (mark duties and click on the bottom duty-type).
If you have finished planning duties you can save it by clicking the icon 'Publish'. Leon will show a pop-up window, where you can select a date range - a month for which the publication should take place or all months for which duties have been planned, and crew for whom the duties should be published.
You can also input the note in 'Additional publish notes' section. This note will be included in the email sent to all the Crew that the Draft is published for.
If you click OK, then on top of the screen Leon will show the progress bar. The status of the publishing is being refreshed automatically.
The lenght of the publishing process depends on the number of new duties assigned or changes made in the roster.
When you start publishing duties, this particular Draft becomes un-editable and greyed-out in the filter. You can still switch to a different Draft as well as Actual mode and edit it.
Once it's done, Leon will switch to the actual mode and the message will be sent out - the 'Messages' envelope on the belt will turn yellow . Inside the 'Messages' section you will find an email Script complete and the exact time in UTC.
If you decide to reject the publication of planned duties you can click Reject button. A pop-up window will display. This is very similar pop-up to the one when you publish duties with 'Reject' button instead of 'Publish' button. In the pop-up you can choose Crew and Period you want to reject the changes for. Once you click Reject the changes in duties will disappear for the marked Crew for chosen range of time.
You can delete any draft. Simply choose the 'Draft' you wish to delete in the filter, edit it and click on 'Delete' button. A pop-up window will appear asking for confirmation. Once you clicked on 'Save', the 'Draft' will be deleted and you will be redirected to 'Actual' mode.
This option can be particularly helpful when OPS department makes lots of changes in Crew > Duties section and it is desired that crew members are informed about any change in their roster by email. When this function is activated Leon sends emails to people concerned about all new and changed duties.
The option is enabled to all crew members by default. When you go to tab 'User settings in the profile page of each Leon user, you can find a checkbox automatically ticked. By unticking it you can disable sending roster changes emails.
A brand new duty/duties assigned to a crew member appears in bold as defined in Duties Setup page, either with extra details, like: From, To, Airport (for 'Office', 'Training' or 'Contactable' type of duty), or without details (for duty-types defined as 'Duty' or 'Off').
If you want to replace an existing duty with a new one in the actual mode, in the notification email that change is displayed in the format:
Sending roster changes emails to recipients whilst making changes within a Draft works in a slightly different way. The notification email is being sent out once the plan is published. In other words - you can make as many changes as you wish and when the publishing of the Draft is finished, then Leon sends out emails with all changes included to particular crew members (see example below).
When you plan crew roster in a plan mode, apart from selecting to whom plan should be published, you can also select start & end date.
Once it's published and you're back to actual mode you can define the end date of the published roster by using a link Roster effective date which you can find right below the month (top-left corner).
If it's not set it shows as 'Roster efective date is not set (set)' with the active link set. Click it and select the proper date and Leon will show a blue line across the screen. That is the published roster end date.
If you have any planned duties (but not published yet), Leon shows them right behind the line in the 'Draft'.
You can always change that date - Leon shows the link as 'Roster efective date is DD-MM-YYYY (change)'.
You can copy existing duties to the same crew member or to other members. It is also possible to add the same duty for one day to all crew members. Below you can find an explanation how this feature works.
Copying i.e. 4 days of the existing duty does not mean you can't paste it for more than 4 days - you can mark as many days as you want and Leon will copy it accordingly.
Similar steps should be taken when it comes to copying duties from one crew to another.
Copying duties within the 'Draft' works similarly to the 'Actual' mode described in the above chapters. The difference is you can copy already added duties along with the planned ones (not yet published), see example below.
Copying duties 'On aircraft' (i.e. D-Duty) is possible only if appropriate ratings have been assigned for particular aircraft type. If you try to copy duty type-rated for a crew members who has no ratings assigned, Leon will leave squares blank.
It is possible for the crew members to request duty from the Leon mobile app.
Adding requests in mobile app
Select a start date, end date, and the duty, ie.: day off/holiday/training.
The list consists of all duties defined by the operator in Settings > Duties Setup. It is also possible to enter a note, ie.: with the reason for the request. This note will be viewed along with the request by the person planning duties.
In order to delete the request, go back to the list of requests, select the one you would like to delete and use the option “Delete” and confirm.
Once the duty is requested, the person/dept responsible for planning duties will see the request in the roster - the requested duty will appear in brackets - if the request is approved, will be able to remove the request and assign the requested duty instead. In such case, the request will be removed from the list of requests in the Mobile App and replaced with the actual duty in the Mobile App calendar.
Right-click with the mouse to either accept the request, to decline it, or to check history of changes.
Duty requests are displayed in red brackets, i.e. and can be accepted by crew planner (mark requested duties and click on the same one in pop-up window, in 'Add/Edit'), or rejected (click on the duty-icon in 'Delete' part of the window).
When hovering the mouse over the request, Leon shows details of the request as well as details of the existing duty.