Currency tracking: recency, expiry dates and club rules

Prepavol tracks pilot expiry dates in two places that should not be confused.

• The EASA currency panel (/logbook/aptitudes/), which depends on the flight log: it shows the status of your ratings, your recency and your medical certificate.
• The Currency tracking module (/currency/), in the “Pilot menu”: it manages signed entries (checks, training flights) and the club's own rules.

Statuses

Each card shows a status: “Valid”, “Renew soon” (less than 30 days before expiry), “Expired” or “Not on file”, with the number of days remaining or elapsed.

What is calculated

• SEP and TMG revalidation (FCL.740.A): the expiry date comes from the SEP rating imported into the Certifications module. The panel also shows, over the 12 months before expiry and excluding simulator, 12 hours of flight time, 6 hours as pilot in command, 1 hour of training flight with an instructor and 12 takeoffs and landings. These criteria are shown for information: the status depends on the date. A signed proficiency check with the result “Passed” pushes back the displayed date.
• Day passenger-carrying recency (FCL.060): 3 landings over the last 90 days, in the same class, excluding simulator. Below that, the status becomes “Expired”. Otherwise, validity runs until 90 days after the flight that reaches the third landing when counting back.
• Night recency (FCL.060): 1 night landing over 90 days. This card only appears if you hold a night rating, and an IR holder is exempt.
• Other expiry dates, read from the dates of imported ratings: IR rating, BIR, multi-engine SEP or TMG, language proficiency (level 4 valid 4 years, level 5 valid 6 years, level 6 for life), instructor and examiner ratings, and the last verified medical certificate.

The “90-day currency” badges of the flight log count all non-simulator landings, all classes combined. The “EASA currency” panel filters by class: it is the reference for carrying passengers.

Club rules

Managers allowed to set the currency rules (/currency/rules/, club plan) can define requirements specific to the club.

• Types: “Maximum inactivity” (adjustable number of days), “Periodic club check”, “Aircraft checkout”, “Night refresher” or “Custom”.
• Validity in months: 0 or empty means valid once and for all. An inactivity rule is calculated from the date of the last real flight or last validated entry. The others are calculated from the date of the last signed “Passed” entry, plus the validity.
• Requirement level: “Info” (no effect on booking), “Warning” (flagged at booking) or “Block bookings” (booking impossible while the requirement is expired, except for managers).
• Required signatories: FI, CRI, IRI, FE or helicopter instructors. Empty means FI, CRI, IRI or FE.

These rules apply to the fitness check of bookings.

Entering and signing an entry

From /currency/, the “New entry” button opens a form.

1. Choose the “Entry type”: “Proficiency check”, “Training flight with instructor”, “Club check flight”, “Aircraft checkout”, “Night flying refresher” or “Other”.
2. Choose the “Target”: SEP revalidation (FCL.740.A), a pilot rating or a club rule.
3. Fill in the date (not in the future), the “Result” (“Passed”, “Partial” or “Failed”), the “New validity” (the date shown on the licence or certificate) and notes.
4. Save: the entry is “Awaiting signature” and will only be active once signed.
5. An authorised instructor or examiner clicks “Sign”. You cannot sign your own entry. For a proficiency check, only an examiner (FE) can sign. The entry moves to “Signed” then “Applied”.

A manager can also record an external signature (name and licence number of an outside instructor) and cancel an entry that has not been applied.

Notifications

A change of state triggers an e-mail and a notification: “Renewal to plan” at 30 days, “Urgent action” at 7 days, “Privilege lost” at expiry, “Privilege restored” on return to validity. The first calculation of an item serves as a reference and sends nothing. States are recalculated every day and after each write to the logbook or each applied entry.

Frequently asked questions

Why is my passenger recency expired although I have flown?

Recency counts 3 landings over 90 days in the same class, excluding simulator. Check the aircraft class and that your flights are in the logbook: the detail is in the “EASA currency” panel.

Do the SEP revalidation hours change the status?

No. The criteria of 12 hours, 6 hours, 1 hour and 12 landings are shown for information. The status depends on the rating's expiry date and on signed entries.

Why does my account not see the club rules?

Club rules are reserved for the club plan and for accounts that are not in solo mode. A solo account does not see them.

Who can sign an entry?

An instructor or examiner whose rating is valid, other than the pilot concerned. A proficiency check can only be signed by an examiner.