Help using Crew Calendar
Turn your monthly Crew Report PDF into calendar events. Upload your roster, check your duties, and approve the changes to your Google Calendar.
Always check your official roster. Your company’s website or app is the source of truth. Crew Calendar does not receive roster changes automatically. Download and upload a new PDF whenever your roster changes.
Add your roster to Google Calendar
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Upload your monthly PDF
Download your Crew Report PDF from your company’s rostering system. In Crew Calendar, choose the file or drag it into the upload area. Upload one month at a time.
Your PDF stays on your device. Some roster formats may not be supported, so always check the results before syncing.
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Connect Google Calendar
Select Connect Google Calendar, choose your Google account, and allow access when Google asks.
Your duties go into a separate calendar called Crew Roster. The app finds it automatically, including when you use another device. If more than one is found, choose the calendar you want to use. If this is your first sync, the calendar is created when you approve the changes.
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Review and sync
Open View duties and choose what to include. Check the dates, routes, report times, and release times. Uncheck any duties you do not want to include. Leave out any duty that looks incorrect.
Select Review calendar changes if the preview is not already showing. Check the proposed changes, then select Sync to Google Calendar. No calendar changes are made until you approve them.
Update a changed roster
Download the latest PDF from your company’s system, upload it here, and review and sync again. The app matches duties by date and updates the events it previously created.
Only duties that have not started can be added, updated, or removed. To update a duty, both its saved start time and its new start time must be in the future. All-day duties can be changed from tomorrow onward, using Hong Kong time.
Remove cancelled duties
- Upload the complete roster for the month.
- Open Revised roster? Remove cancelled duties and check the box confirming that the PDF contains the complete month.
- Review the proposed removals and check Remove the cancelled duties listed above.
- Select Sync to Google Calendar to apply the changes.
Only events created by Crew Calendar can be removed this way. Dates you have unchecked are left untouched. Keep the complete-month option unchecked if your PDF covers only part of the month.
Understand your calendar events
Each duty becomes one event, from report to release. In the duty list, report time uses the first airport’s local time and release time uses the last airport’s local time. Google Calendar displays events in your selected calendar time zone.
Layovers
A separate layover event covers the interval from release away from base to the next report at the same airport. It uses the destination’s local time, including release after midnight. Flight duties stay separate. Turnarounds within one duty and time off at base do not create layover events.
Layovers have their own inclusion checkboxes and appear in the Google change preview and calendar file download. Missing or conflicting next-duty details are flagged and excluded. Upload both ends of the stay in the same monthly roster to create a layover; an incomplete month boundary is left for review. Hotel and transport times are not assumed. The future-only sync rule also applies to layovers.
Download a calendar file instead
After uploading and reviewing your roster, select Download .ics instead. You can import this file into a calendar app without connecting Google.
Imported files do not keep your roster up to date. Importing another file may create duplicates. Events you previously imported from a file are not linked to Google syncing; remove outdated events yourself or hide the old imported calendar.
Get help with common problems
A duty is missing or looks wrong
Open the duty list and compare it with your official roster. Flagged duties are left out for you to check. Do not sync a duty if its date or times look wrong. Your PDF may use a format the app cannot read correctly.
Google sign-in does not open
Open Crew Calendar in a regular browser, such as Safari or Chrome, and allow popups for this website. Sign-in may not work in a browser opened inside another app.
You are asked to reconnect
Select Connect Google Calendar and sign in again. Your connection can expire; your existing calendar events remain in Google Calendar.
Syncing stopped before it finished
Some changes may already have been saved. Review the calendar changes again before retrying. Duties that have already synced should appear as unchanged.
Google syncing is unavailable
You can still upload your roster and download a calendar file using Download .ics instead. Try Google syncing again later.
Use a shared device
Connect your own Google account and select Disconnect when you finish. Disconnecting leaves your synced calendar events in place.
Your PDF is processed on your device. The duties you approve are sent to your Google Calendar, without crew names or IDs.