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Quick admin guide

This is a quick guide for administrators. Below you can find described most important functions in Leon.

Logging in

Logging in page

To log into Leon type web-address as: operator (i.e. We suggest using Chrome browser as it is mostly being used during the development process. Internet Explorer is supported, but not recommended due to compatibility issues.

If you have issues with logging in it can be either a wrong password or your browser's cache needs to be cleared.

If you have forgotten your password you can get it by following these steps:

  • When at, click on “Forgot your password ? Click here” option
  • Type in User's login and click at “Email me” button. Email with a link will be sent to work email specified in the Profile
  • Click on the link in an email to reset the password
  • New password is sent to an email, allowing to log in to the system


Profile - tab User settings

To access your own profile you need to click on your name in top-right corner of the screen.

Once you have logged in for the first time it is highly recommended to change your password by pasting it to the 'old password' field and choosing a new one (and confirming it).

After clicking Update Leon will send you an email to the email address inserted into the field Work email in your profile. The email address will also be used by Leon to send email notifications regarding flight & crew changes, roster changes or crew endorsements expiration.

You can also define your own settings in a tab User settings such as: airport codes, UTC or LT, preferred flights view or home page.

General settings

By clicking the icon trybik.png you get access to lots of options, of which one is very important: General Settings.

This section allows you to configure options and settings that are global for all users. Here you can set up general appearance of the system in a way that some information is displayed as well as default content of some documents, etc… The whole section contains 5 tabs separated by the nature of their contents.


In this section you can define general settings such as: default fuel & weight units, default airport category, default currencies, Pax list type, bases and more.

Flight Editing

Here you can define items such as: disabling permanent deleting of sectors in Flights List, alternate airports, using Empty Legs, default flight & trip type, crew list suggestion when ading a new trip, Journey Log items, OPS & Sales checklist items or custom delay codes.

Handling Requests

What you can set up here is strictly related with Handling Requests panel in Leon: MyHandling ID, Handling requests status changes, default email addresses or email subject, default HR email content or items requested from a handler, default HOTAC items, etc…


If you use quotes you can define here sending fully detailed quotes to Avinode (once you are integrated), sending MVT emails about fleet movement to clients, Flight Brief default email address and the content.


In this section you can define i.e. documents default displaying in Flights List or airport codes on them, adding airport notes or flight number on them, default fuel cards on Trip Sheet and more.

For more information regarding General Settings in Leon check THIS LINK.


To add a new aircraft, or to edit already added go to Settings > Fleet and click the link 'Add new aircraft'.

If you type first letter or number of the aircraft type you want to add, Leon will show suggestions in a drop-down list. You also need to insert aircraft short name and aircraft registration as these are mandatory fields to be filled in. The other mandatory fields are: aircraft home base, its colour and minimum cabin & cockpit crew.

Additionally add other aircraft details of which important ones are:

Invalid Link
Aircraft data edition main screen
  • Capacity - useful if you add pax to Leon and the number of pax exceeds capacity Leon will issue a warning.
  • Home base - add an airport code so that Leon can use it to show the aircraft location (i.e. in a section Calendar).
  • Default flight number - used by Leon when adding a new trip. Additionally you can mark a checkbox 'Increase flight number by one' to have next added leg of the trip to have the number increased by one.
  • Weight/Fuel unit - set the default units used by Leon when adding a Journey Log (post-flight data).
  • Colour - all flights of this aircraft will appear in selected colour (in a section Flights List).
  • ACMI - mark if the aircraft is temporarily leased or sub chartered aircraft by your company.
  • Minimum cockpit/cabin crew - these fields will determine basic crew for an aircraft for FDP calculation. Anything above that will be cosidered as augmented/double crew.
  • Status - when the aircraft is marked as 'deleted' it will be removed from all filters in Leon as well as Timeline. Status 'not used' does not remove it from Leon.
  • CAM Data - fields “FH/FC exceed warning” will help to trigger CAM warnings in Edit Flight or when adding the Flight.
  • Performance fields - 'Climb' and 'Descent' rates added to aircraft performace fields can be used in generating 'Cosmic Radiation Dose' report. Adding 'Max range with 0 PAX or max PAX' will result in displaying a warning “ADES out of range for leg…” when the range between ADEP and ADES is larger than the one specified for the aircraft.
  • Aircraft brochure - here you can upload aircraft brochure (i.e. aircraft inside view photos etc) which then are automatically sent with quotation documents, such as: Flight Brief, Charter Contract and Flight Quotation. You can upload 1 file of maximum of 5MB in PDF format.

Aircraft crew positions

Defining aircraft crew positions

Before you add a new flight you need to define crew positions for a particular aircraft type.

Go to Settings > Aircraft Crew Positions, select an aircraft type in the filter and mark checkboxes (positions) you need for cockpit, cabin, maintenance or ground staff. Positions such as PSN or PAD are available in a tab Positonings.

If you mark a function in a column Use only - it will not be visible as default when adding a new flight. It will be available under a button + ADD POSITION in a tab FLIGHT (right-hand filter of the section OPS).

If you mark a function in a column Use and column Default - it will be visible straight away in a tab FLIGHT, when adding a new flight.

acft crew positions.jpg

It is also possible to define aircraft crew positions in the aircraft profile. Check THIS LINK for more details.


Adding a new user to Leon can be done in 2 ways:

Adding a new user from section Settings > Users
  • New user - in a section Settings > Users you can add both: new users who are not a part of crew staff as well as crew members. Click link Add user and add mandatory details, such as: name and login. You can also add passport details, which are used on some of documents (such as General Declaration). 'Home base' is used by Leon to properly calculate crew rest (at home base or away from home base).

A tab Groups allows you to assign a new user to a particular group (to which you can define privileges explained HERE).

Once a new user is added you can edit his profile and set his Personal Endorsements (described under THIS LINK).

  • New crew member - can be added from a section Crew > Crew Members (click 'New crew member') where main details can be defined, such as: name/surname, login, code, home base, email address and ratings. To add more details click link Full user edit or go to Settings > Users.
A field Email work is a very important one as this is the main email address to which the password will be sent out as well as notifications or any other messages.

Adding flights


Adding a new trip in a section OPS > Table

Adding a new flight can be done from a section OPS where it's possible to add New Trip.png new positioning.jpg new office.jpg or new reservation.jpg

OPS is divided into 3 sections: TABLE, CALENDAR and TIMELINE. Each of them shows flights in a different way to meet your needs. In OPS you can add a new trip regardless section you work with.

Click button NEW TRIP to add 1 or more legs. Select an aircraft, flight number, date, STD, ADEP/ADES, STA. You can also add PAX number or leave trip as ferry. In a section CALENDAR you can also add a new trip by right-clicking the mouse over the square.

Buttons UTC, LT & Base Time allow to switch between times while adding a new trip.

Leon suggests STA if a particular aircraft speed details are added in fleet edition section, using GCD and/or average winds. STA suggestion can also be based on minimum 5 same historical routes.

To add more legs to the trip click + and to delete a leg click bin-new leon.png

You can also add a new positioning, new office or new reservation by clicking appropriate buttons placed next to NEW TRIP.


Calendar - the general view

Sales can add a new trip from a Calendar section in 2 ways:

  1. By using New Trip.png button located at the bottom of the page
  2. By right-clicking the mouse on the square which will bring Add trip button.png button.

If the user hovers the mouse over CREW assigned crew will show up information such as:

  • Crew name/surname and the aircraft position.
  • Contact details (if inserted into crew profile).
  • Warnings about expired endorsements, airport discontinuity or FTL violations.

In a tab TRIP sales can add a quotation number and its price, then print sales documents by right-clicking with the mouse on the selected flight.

Adding crew, pax, clients

Adding Crew

Adding new crew to Leon

Adding new crew to Leon can be done from a tab CREW by clicking the icon new crew.jpg placed right next to crew names.

new crew.jpg

In an User Edit screen you need to insert a few mandatory details, such as: Name, Surname, Code, Permission group, Login and Sex. All other details are optional.

You can also add passport details from this screen (1 or more) and attach a pdf scan.

Section Ratings allows to add appropriate aircraft positions to each new crew.

The alternative ways of adding new crew to Leon are explained chapters Crew Members & Users.

Adding Pax

Adding a new passenger to Leon

If you want to add a new passenger to database just click pax new icon.png and a new pop-up window will show up where you should input details. Passenger's characteristic (his favourite dishes, drinks or dislikes) will appear on Trip Sheet document.

To add a new passport click a green icon and fill in fields with details. You can also add a scan of a passport and mark which one should be a Default passport.

If a new passenger should be assigned to a certain Company you can do it by typing a 1st letter of a company name.

pax passport - default.jpg

If a passenger is under 2 years old he/she will appear in the tab PAX as (I). If between 2 and 12 years old - as (C). If you hover the mouse over PAX number in either OPS or Calendar section that information also appears.

infant child.jpg

If you need to add some extra information to an existing passenger that is already assigned to a flight you can do it by clicking on 'Edit in phonebook' link. This will redirect you to the Phonebook where the data can be filled in.

To mark a Lead Passenger (who can be an aircraft owner or a company president) mark a checkbox right under the pax lead pax.png

If you want to remove a passenger from the list just click X on the right.

Adding Clients

If you wish to add a new person/company to the list, use one of the links: New person and New company. Both screens look very alike. There is a small difference in general information data (i.e. you can add SITA or AFTN address to company). All mandatory fields marked with the red asterisk need to be filled in. The other details are optional.

:!: Both: a new person and a new company can be marked as client. Clients can be assigned to a particular trip when adding a new flight from a section OPS > CALENDAR. The same can be done when adding a new trip from SALES > Calendar (the old sales version).

Adding a company representative to Phonebook
Assigning a company representative to the trip

When adding a New Company you can add the company contact / representative at the same time.

In the Phonebook you need to edit previously added Company (or add a new one). At the bottom click Show company contacts and add details: name, surname, email address & phone number.

By clicking fleet-doc.png you can add more contacts. Click 'Update' to save changes.

In a section OPS > CALENDAR edit a trip and in the tab TRIP (right-hand filter) type first letter/letters of the client (company), select it from the drop-down box and then a new field Representative will show up. Click on this new field and Leon will show available names of people marked in the Phonebook as 'Representative' - select the name and Leon will show it on sales documents (Flight Brief and Charter Contract).

To delete a person/company from the phonebook, you need to go to Tab “Phonebook” and edit a name you wish to remove. At the bottom of edit profile screen you will see “Delete” button - press it and confirm to complete the process.

Sales can also add a new trip/quote from a section Sales > Calendar. This page allows quick identification where the fleet is on a particular day or within selected period of time.

To add a new trip either click on the blank field with airport code or click 'czarny trójkąt.png' and choose one of two options: add trip or aircraft reservation. In this section there is no option to add crew, so Leon does not show FDP warning as long as the crew is added to the trip by OPS.

Apart from adding trip details you can also set up here sales checklist, takeoff & landing emails (for reports sent by Leon) and notes. You can also select handling agents, pax and add catering information.

Tab Quotation can be used if you work with quotes. More information regarding this topic can be found under THIS LINK.

Section 'Calendar' also shows scheduled maintenance (brown colour for MX, red for AOG) added by 'Ground' staff.


Go to a section Settings > Add-Ons to configure Leon integrations with the softwares as below (the list is not full):

  • MyHandling - software to service Handling Requests.
  • SchedAero - charter sales management system.
  • CAMP - maintenance software.
  • EuroFPL - software to flight planning and navigation.
  • PPS - flight planning software.
  • RocketRoute - flight planning & management software.
  • Eurocontrol - air traffic management.
  • UVair - products and services for the general aviation industry.
  • Aero CRS - a cloud based system for managing and operating a small-medium airline scheduled or charter based operation.
  • Avinode - world’s largest online Marketplace for buying and selling private air charter.
  • Delisky - leading provider of VIP in-flight catering services to private & business jet operators.
  • FRMSc SAFE - a computer program that allows a range of factors influencing alertness in aircrew to be evaluated.
  • UvGO - a program to create and file flight plans for domestic, regional, and intercontinental routes.
  • Videcom - compliant Airline Reservation System providing Inventory Hosting, IATA Eticketing, Internet Booking Engine, GDS Distribution, Codeshare and Interline connections.
  • Drivania - providing private ground transportation in more than 1,000 cities through their global network of highly qualified chauffeurs


Section OPS > Timeline

Timeline view allows OPS department to quickly answer the question “what is happening with the fleet right now?”. It is particularly useful for flight-watching. If you either add Flight Watch times to Leon manually or use MVT emails import option - in Timeline you can check your fleet movement.

There are number of time-filtering options, such as: Calendar where you can choose the date, set to current date by default, TODAY button with which you can change the date forward (right arrow) or backward (left arrow), a checkbox 'Refresh automatically' - if this checkbox is ticked, the green line will refresh automatically. If it is unticked, manual refresh is needed, 'Time-range' view - here you can choose i.e.“6h” to see 6h worth of activities on one screen.

Commercial orders

It is possible to add a long-term flight schedule to the system. It can be a week-long, month-long or even a few-months-long schedule. This is when you can use section Sales > Commercial Orders.

Adding a commercial order

Before adding a new Commercial Order you will need to enter a Season to specify period of time within which the schedule should take place. Go to Sales > Seasons and click on Add new season icon. Enter the name of the new season (i.e. Summer 13, Winter 13, etc.) and define a period of time (how long should the season last).

By clicking New schedule icon, a new pop-up window will show up. A period of time for the new order will be copied from 'Season' definition but it can be changed. Select aircraft and the days of flights (i.e. 1, 3, 5 for Monday, Wednesday and Friday). After adding flight number you can optionally select 'Day SHT' (Day shift), which means shifting your order for selected number of days forward.

I.e. if you select +1 and the order is supposed to start from Monday (a box '1' is ticked), then the order will start from Tuesday. Selected STD/STA times and ADES/ADEP details will get automatically exported to the 'Flights List' page.

Manual changes in schedule to a sector initially generated through commercial order, breaks its link to that commercial order schedule. In other words - once you change anything in the schedule and then delete the commercial order - that flight will not get deleted along with all the other flights from that commercial oder.


Section Crew Duties - the main view on the roster

Leon allows you to plan crew duties according to your own created duty-types. By going to a section Settings > Duties Setup (tab Definition) you can define duty types, name them, select a colour to appear in the roster and assign them to your crew.

Tab Functions should contain all aircraft on which duties are being performed. By clicking 'Add/Edit' duty function you can specify which crew ratings should appear in the crew-duties table.

Duties roster can be planned in 2 available modes:

  • Actual - where all changes get exported to crew straight away.
  • Draft - where you can plan duties before publishing them (for particular crew members, within a selected period of time).

In both modes you can copy already added duties to other crew members. You can view days off assignement violation (once it's turned on in the filter).

In this section you can also monitor crew currency(read more about this topic HERE).

A section where you can also add crew duties (the same defined in Definition) is Crew Activities.


Adding a new endorsement

Tracking crew Endorsements in Leon is a very helpful function. You can store scanned documents: licences, medicals, visas, etc. You can also specify which documents are required to be valid for dispatch (if invalid, Leon will show a warning when saving a new flight). You can designate a person/persons responsible for managing endorsements - they will be notified about upcoming endorsements expiration. Your crew can be notified about it as well.

First step is defining an Endorsements List (section Settings > Crew Endorsements), where you add name, type, decide what aircraft type it should apply to , what crew positions it applies and validity date. A tab Mailing Rules allows sending automatic email notifications about endorsements expiry date to selected people (Managers or OPS) as well as to endorsements owner (a particular crew member) according to defined time intervals.

You can also add Endorsements for Airpots (section Crew > Endorsements for airports): airport brief, practical training & online training.


Adding new maintenance

Section MX > Scheduled Maintenance can help you schedule aircraft maintenance, which will be visible to OPS department in Calendar screen. It is also possible to set CAM limits so that Sales department can view available number of flight hours before scheduled maintenance.

If you want to add a new maintenance, click on the icon 'Add new scheduled maintenance' to get a new window which needs to be filled in with mandatory details: aircraft type, registration number, airport (where the maintenance will take place), start date & time, end date & time.

Added scheduled maintenance dates are visible in the 'Calendar' screen (not visible in 'Flights List') as brown squares. If maintenance is not confirmed (option) squares are stripy-brown. Maintenance defined as AOG appears in red colour.

You can also add HIL (Hold Items List) to Leon - this topic is described in more details HERE.


In Leon there are tens of reports which can be obtained in a section Reports. The section is divided into a few sub-sections. The most useful reports are:

  • Crew Block Time - crew block time is displayed for cockpit crew (cabin crew can be included if marked in the filter) and it appears per aircraft and per functions. The report also shows Experience time - pilot's experience before joining a current operator, which can be input in the user's profile (as long as it has been enabled in section Settings > General Settings).
  • Roster Robustness - allows to monitor a number of rostered duty changes which can be a contributory factor to crew fatigue. This report has been added following the EU OPS requirements introduced in February 2016.
  • FTL Sheet - this report generates information about all duties done by crew: flights, repositionings, office or standby duties, as well as days off assigned in the section Crew > Duties. Any FTL violations are displayed in red. Values such as 'Rest before duty - Min' & 'FDP - Max' are explained when you hover the mouse over the value.
Report 'Custom Flights List' - possibility to generate various data from the plan or journey logs entries
  • FTL Violations - shows all FDP, duty or rest violations along with cumulative times violations in a selected period of time in the filter. All violations displayed in this report are also highlighted in red in the Flights List section (crew codes are in red).
  • Aircraft Flights - select a period of time for which you want to see all flights performed by entire fleet. It is also possible to view Flight Order document for each leg. The report also shows used fuel data (taken from journey logs) along with number of kilograms/pounds (fuel unit selected in the filter) per flight hour and block hour.
  • Custom Flights List - here you can generate various kind of data. In the filter, apart from period of time, you can select data source. Section Columns is particularly useful as here is where you can mark checkboxes, which means columns that should appear in the report. At the bottom of the screen there is always a Summary table displayed with minimum (MIN), maximum (MAX) and average (AVG) data: block time, flight time, PAX details, Max FL or Fuel.
  • Airport Categories - this report shows all airports available in Leon (imported from ACUKWIK software). In the filter, you can switch from 'Airport' to 'Custom airfield' to search for airfieds or helipads (usually added to Leon manually upon request).
  • Export to FAA CARI 6 - FAA CARI-6 is a computer program that allows you to precisely calculate the cosmic radiation dose.
leon/quick-guide.txt · Last modified: 2019/08/24 09:04 by bartek