Section 'Users' Users in Leon - the full list of crew members and other departments members
In Leon, you can manage Users in many ways. If you are an admin group member you can decide about user's group, endorsements or ratings. However, everything starts with adding a new user to the system.
Go to a section Settings > Users and there is the list of all Users. The list can be filtered by: All (both active & deleted users are displayed), Active (users with access to Leon only) or Deleted (users with no access to Leon).
You can also use order indicators placed next to: User, Code, Login, Email, Status or Last Visit Date to change the order of displaying users.
A field 'Search' allows quick finding of a particular user by either his name, surname or a code.
The User list can be exported to excel by clicking on the icon. The excel file contains the basic information available in user quick edit pop-up as well as the user status.
Leon does not monitor expiry date of endorsements for the freelancers - no warnings will appear in OPS panel, when assigning freelancer to new flights.
New user pop-up window
To add user simply click on icon and the new pop-up window will open, which is divided into 4 tabs:
1. General - tab with the general user details. This tab is divided into:
PERSON - fill in mandatory fields such as Name, Surname, Code, Sex & Login. Optional fields are Middle name, DoB, Phone, Email, Labels, Company, Homebase, start and end dates of employment. Additionally, there is an option to assign default Salutation which will be applied to Sales Documents and Email templates (salutation item in the available data), where @F will apply the First name and @L will apply the Last name
to add one or more passports. You can add a pdf scan and mark which one should be used as a default one.
The other section where you can add a passport to a crew member is OPS, tab CREW (in the right-hand filter). Click on the crew code and open a section PASSPORTS, then click an icon and add passport/passports details. You can mark a default passport which should be used automatically, however, you can always select a passport by marking the appropriate checkbox in a section 'Passports'.
First step is editing CREW profile and clicking a button
Second step is adding details, as displayed on the screenshot:
Country - select a country that issued an ID
Type - select National ID type from the dropdown selection that includes 'ID card', 'Military card', 'Residence card', etc
No. - insert National ID number
Date of Issue
ID scan - click on 'UPLOAD FILES' button in order to upload the scan of the document
Once the 'National ID' is added it can be selected on a flight in the 'CREW' tab > 'TRAVEL DOCUMENT' section.
First step is editing CREW profile and clicking a button
Second step is adding details, as displayed on the screenshot:
Passport - select a passport to which a new visa should be added
Country - select a country which concerns the visa
No. - insert visa's number
Country of issue - country where visa was issued
Number of entries
Max number of entries
Date of issue - insert visa's date of issue
Expiry date - add visa's expiry date
Visa scan - option to upload files
Notes - possibility to insert additional notes
2. RATINGS - a tab where you can assign ratings to a new crew member. Check Ratings & Aircraft Crew Positions chapters for more information.
3. OTHER - tab which contains the following options:
'Do Not Fly With' - this option allows selecting crew members with whom the edited crew member should not fly with (for whatever reasons). Click on the field and select person/persons from the list
Freelancer - checkbox that indicates if a User is a freelance crew
US eAPIS Master Crew List
- indicates a pilot flying to the US. The following fields are included in API
: Name, Surname, Gender, Ratings, Date of Birth, Place of Birth, Nationality, Passport details including Visas, 'Licence' - type endorsements
- section that allows defining Freelancers' contracts. More information on this feature in the CREW CALENDAR
section, 'Freelancers contracts' subsection
4. EXPERIENCE - a tab where you can insert the experience before joining the company or record the flights performed outside the company.
5. ADMIN - a tab containing Admin settings. Includes 'Never log out' option. IMPORTANT!!! Activating this functionality will keep this user logged in during the long period of no activity in Leon. Make sure that the user is logged in ONLY on the trusted device with no access from the 3rd parties. It should not be used for the regular user as it may affect system security. It is recommended to enable that function only to users with read-only privileges.
This option is NOT available for the Users with Admin rights due to higher security exposure.
Anonimization of Users
Deleted User - OPS view
This functionality is created as part of the process of adhering to the Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 (General Data Protection Regulation).
It is now possible to permanently anonimize and delete Users from Leon.
The process is as follow:
Go to Settings > Users.
Edit an User you wish to permanently delete.
Mark an User as Deleted by unticking both checkboxes in 'Account restrictions' section of the profile: 'Can log into Leon' and 'Active' and click 'Update' button.
Edit the same User again. Click on
which is located at the bottom of Edit User page'
You should get a pop-up window with the following message: 'Do you want to permanently delete & anonymize data for this contact? This action is irreversible!'. Clicking 'OK' will permanently delete the User data.
Once the User has been deleted the following areas will be affected:
User Profile will be permanently deleted from both Settings > Users and the Phonebook.
If User was assigned to any operation (Flight, Positioning, Office), instead of User Code, there will be a letter -D- and in the Tab CREW you will see Permanently Deleted instead of a Name.
Deleted User will show as -D- in the reports that show Flights with this Crew Assigned, for example Custom Flights List Report.
To check who permanently deleted user you can use a button CHECK PERMANENTLY DELETED USERS in top-right corner - insert deleted user's code and click
Anonimizing an User is permanent and irreversible. Once the User data has been deleted it cannot be reverted.
Full User Profile
Full user profile
In the bottom-right corner of the user's profile there is a link Open Full Edit which allows to add more details into the user's profile, i.e.: Place of Birth, Hire date, User base or add a photo. You can also click an icon in the users list to open this section.
An additional factor authentication is an option available to each user, which enables functionality that requires a combination of two separate factors of identification in order to log into the system. Besides regular login credentials (operator code, login and password) the user has to obtain 6-digit authentication code to log into Leon. This functionality is a measure of additional security of the user account.
Enabling the two-factor authentication mechanism:
Mark the checkbox Two-factor authentication
in the user's profile and confirm by updating the page.
Check your work email INBOX for the new email from Leon. The email will include the change of password as well as the link that will allow you to pair the mobile device with Leon via Google Authenticator app.
Download a mobile app Google Authenticator
(available for iOS and Android) or similar and create an account.
Pair your app with Leon by using the QR code generated via “Pair your mobile device with Leon!” link received in an email.
Log into Leon as usual - when the pop-up window requiring authentication code comes up, use the code generated by the app.
Please make sure the clock on the mobile device is setup correctly and is synced with the internet time server.
Any difference in the internet time and device time will result in authentication failure.
It is possible to mark two-factor authentication for all the users at once. To do that, you need to go to the ' Settings' > 'General Settings' section and mark Force two factor authentication for all users checkbox. The checkbox is unticked by default.
Each code is valid for 60 seconds only. After this time a new code will be issued. Make sure to enter the code and confirm before the 60 seconds period passes.
User personal endorsements
This section consists of 3 tabs:
- the list of endorsements specified in Endorsements
. Editing of endorsements details (names of endorsements, numbers, dates of issue and expiry date) and adding/removing of the scanned documents is also available after clicking on the selected row (see also Endorsements
for more information).
and Practical Training
- if a pilot is planned for a flight to a particular airport where special trainig is required, you can add training
documents to Leon by clicking on tab 'Practical Training' or 'Online training' in user's 'Personal endorsements' page. Enter airport's code, update it, and add appropriate details. You can also upload a PDF file. More information here
This tab is to choose what ratings are held by a specific person and to assign ratings to your crew. For more information please go to Ratings section of this Manual.
To manage User profile, simply click on his/hers name. First thing you will notice is few extra Tabs:
You will also notice that there are fiew extra fields in Basic information screen.
You can edit each of the existing users in order to:
Add/remove information - updating personal details, contact details, passport details, endorsements, generating new passwords, etc
Can log into Leon/Active - Account restriction section. At any time you can delete user's account permanently (if a person is not your employee anymore) or block it temporarily. Unticked “Active” checkbox restrickts a user from logging in but one will not be permanently deleted from Leon's database, to avoid historical data disappearing from the system. Users with “Can log into Leon” status will not be able to log in, however, he will be still present in the system (crew planning or reports).
- Phonebook data section. This checkbox will allow you to delete User from the Phonebook
. “Can log into Leon/Active” and “Active” are connected in a way that whenever you want to delete a person from the Phonebook, Leon will ask you (pop-up) if this person's access to the system should be disabled and vice versa.
OML - Operational Multi-pilot Limitation available in Options section - functionality is further down in this section.
Flying experience table
- this is to record Pilots previous experience on a specific type of an aircraft. This can be activated from General Settings
Freelancer - if this checkbox is marked, Leon does not trace any endorsements for the user (no warnings will appear in OPS panel, when assigning freelancer crew to new flights).
- documents uploaded in Priviliges
- Manual tab will be displayed in this section
Change password - you can change your password at any time, or if you have forgotten it, your admin can send it to you. To change a password tick the box 'Generate new password' and click 'Update'. After a while you will receive an email with a new password.
An Operational Multi-pilot Limitation allows to mark a pilot who does not fully meet the requirements for a Class 1 medical certificate and has been referred to the licensing authority. The Pilot is assessed whether the medical certificate may be issued with an OML ‘valid only as or with qualified co-pilot’. The OML for Class 1 medical certificates may only be imposed and removed by the licensing authority.
When you tick this checkbox, Leon will allow this Pilot to operate an aircraft in multi-pilot operations only, if the fellowing conditions are met:
Pilot is not flying with another Pilot with OML imposed
Pilot is not paired with a pilot older than 60 years
Pilot is not flying in a single-pilot operations
If one of the conditions is not met, Leon will display a warning:
Crew member (HOT) Mark Hotel on leg no. 1 has OML but does not have a co-pilot fulfilling all the necessary conditions:
Crew member (PAP) William Papa exceeds age limit of 60, or
Crew member (GOL) Julia Golf has OML as well
User settings options for personal view of data
Here each user can define preferred settings of system appearance.
What you can define here is: displayed date format, airport codes (IATA or ICAO - the system will still recognise both formats when other than default is entered), displaying of status of leg info on tool-tip, using Local Time as default time instead of UTC and automatically changing “To” date on the flights list when 'From' date is changed.
In other words, if you shift the starting date of selected time period, ending date will be also shifted to maintain the length of this time period.