Document Management

Keep all your aviation documents organized, accessible, and up-to-date with CaptainVFR’s comprehensive document management system.

Pilot Documents

License Management

• Pilot Certificate Storage: Digital copy of your license
• Medical Certificate: Class 1, 2, or 3 medical tracking
• Ratings & Endorsements: All your qualifications
• Photo Capture: Take photos directly in app
• Multi-License Support: PPL, CPL, ATPL, etc.

Expiry Tracking

• Automatic Reminders: Never miss renewal dates
• Color-Coded Warnings: Visual expiry indicators
  • Green: Valid for 90+ days
  • Yellow: Expires within 90 days
  • Red: Expired or expires within 30 days
• Calendar Integration: Sync with device calendar
• Custom Alerts: Set your preferred warning period

Aircraft Documentation

Essential Documents

• Registration Certificate: Aircraft registration
• Airworthiness Certificate: Current airworthiness
• Operating Handbook: POH/AFM storage
• Weight & Balance: Official W&B documents
• Equipment Lists: Installed equipment records

Insurance & Legal

• Insurance Policies: Coverage documentation
• Ownership Papers: Title and bill of sale
• Lease Agreements: Rental or leaseback docs
• STC Documentation: Modification approvals
• Import/Export Papers: International operations

Organization Features

Smart Categorization

• Document Types: Pre-defined categories
• Custom Categories: Create your own
• Tag System: Multiple tags per document
• Search Function: Find documents quickly
• Favorites: Quick access to frequent docs

Version Control

• Document History: Track all versions
• Update Notifications: Know when to update
• Archive Old Versions: Keep for reference
• Change Tracking: See what was modified

Security & Privacy

Data Protection

• Encrypted Storage: Military-grade encryption
• Password Protection: Optional document locks
• Biometric Access: Fingerprint/Face ID support
• Secure Sharing: Encrypted document sharing
• Privacy Controls: Choose what to sync

Backup & Recovery

• Cloud Backup: Automatic secure backup
• Local Storage: On-device document copies
• Export Options: Download all documents
• Recovery Tools: Restore deleted documents

Practical Features

Quick Access

• Offline Availability: Access without internet
• Ramp Check Ready: Quick document display
• QR Codes: Generate for quick sharing
• Print Support: Print when needed
• Email Integration: Send documents easily

Multi-Format Support

• PDF Documents: Most common format
• Image Files: JPG, PNG photo support
• Document Scanning: Built-in scanner feature
• Text Recognition: OCR for searchability
• File Compression: Optimize storage space

Compliance Features

Regulatory Requirements

• FAA/EASA Compliance: Meet requirements
• Audit Trail: Document access history
• Retention Policies: Automatic archiving
• Legal Hold: Preserve when required

International Operations

• Multi-Language: Document descriptions
• Country-Specific: Requirements tracking
• Customs Documents: General declarations
• Flight Permits: Special authorizations

Integration Benefits

Flight Planning

• Automatic Checks: Verify document validity
• Pre-Flight Warnings: Expired document alerts
• Route-Specific Docs: International requirements
• Currency Verification: Recent experience docs

Sharing Capabilities

• Instructor Access: Share with CFI
• Maintenance Shops: Provide aircraft docs
• Insurance Claims: Quick document access
• Regulatory Inspections: Ramp check support

Additional Documents

Training Records

• Flight Training: Lesson summaries
• Ground School: Course completions
• Checkrides: Practical test records
• BFRs: Biennial flight reviews
• IPCs: Instrument proficiency checks

Personal Aviation

• Club Memberships: Flying club documents
• Hangar Agreements: Storage contracts
• FBO Accounts: Fuel and service accounts
• Aviation Memberships: AOPA, EAA, etc.

Smart Features

Optical Character Recognition

• Automatic Data Extraction: Read document details
• Expiry Date Detection: Auto-populate dates
• Document Classification: Auto-categorize
• Information Parsing: Extract key data

Reminder System

• Customizable Alerts: Set your preferences
• Multiple Reminders: Escalating warnings
• Email Notifications: External reminders
• Push Notifications: Mobile alerts
• Dashboard Widgets: At-a-glance status

CaptainVFR’s document management system creates a paperless cockpit while ensuring all your important aviation documents are secure, organized, and always accessible when you need them.