Users
Users
Table of Contents
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 Admin Panel > Users and there is the list of all Users.
The list can be filtered by different means:
User labels - available in the FILTERS option
AIRCRAFT - filtering based on the crew assigned to a specific aircraft
Group - by the group of privileges to which the crew ae assigned
Crew Status - filtering based on the User status: All (both active and deleted users are displayed), Active (users with access to Leon only) or Deleted (users with no access to Leon)
2FA status - filtering by the 2FA status based on it’s activation in the Full User Profile
Admin - filtering by Administrator status. More information here
You can also use order indicators placed next to: Name, Surname, 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 export icon. The excel file contains the basic information available in user quick edit pop-up as well as the user status.
Adding Users
To add a user simply click on the add icon and the new pop-up window will open, which is divided into 8 tabs:
General
Documents
Ratings
Other
Experience
Employment
Admin
Misc
GENERAL
General tab contains the general user details.
In the 'PERSON' section you can fill in mandatory fields such as Name, Surname, Code, Sex and Login.
Optional fields are Middle name, DoB, Phone, Email, Labels, Company, Homebase, User Base. 'Email' is especially useful because all the notifications are sent to this email.
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.
DOCUMENTS
The DOCUMENTS tab is divided into 4 subsections:
PASSPORTS
VISAS
NATIONAL ID'S
VACCINATIONS
PASSPORTS
Here, you can preview the list of Passports, as well as add a new passport.
Click the add icon 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 TRAVEL DOCUMENTS, then click the add 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 'TRAVEL DOCUMENTS'.
It is possible to define the Default Travel Documents by Departure/Arrival country. More information can be found here.
VISAS
Here you can add Visas' details and assign them to a specific passport.
First step is editing CREW profile and clicking a button to add a new visa.
Second step is adding details:
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 - can be recalculated automatically based on the 'Crew Visa destination required' setting being marked in the Admin Panel > Journey Log > Additional settings.
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
'NUMBER OF ENTRIES' AUTO-RECALCULATION
To activate automated recalculation the 'Crew Visa destination required' setting needs to be ticked in the Admin Panel > Journey Log > Additional settings section.
This setting allows indicating the usage of Visa and it recalculates the number of Visa entries in the crew profile > 'DOCUMENTS' tab, subject to the below conditions:
It applies only to the Crew
It applies only to the Visa assigned to the passport used on the flight
Domestic flights are excluded
'Number of entries' is increased upon adding the Journey Log
Deleting the Journey Log reduces the 'Number of entries' of applicable Visa
Changing the arrival airport to an airport in a non-Visa-related country reduces the 'Number of entries' of applicable Visa
It is still be possible to amend the 'Number of entries' manually
EXAMPLE
The screenshot below shows an example of the 'Number of entries' recalculation:
'Number of entries' on the Polish visa is set to 4
There are 2 flights with the Journey Logs inserted: EGGW - EPWA and EPWA - EPKK
Only one of those flights, EGGW - EPWA, is a qualifying flight for the 'Number of entries' recalculation since it is an international flight with the destination in Poland. Based on this flight, the 'Number of entries' is increased from 4 to 5
EPWA - EPKK doesn't qualify since it is a domestic flight
The 'Number of entries' WILL NOT be recalculated based on the existing Journey Logs. Only the Journey Logs inserted after the functionality is activated will be taken into consideration.
NATIONAL ID
Here you can insert National ID details.
When adding a National ID, the following details can be inserted:
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
Expiry date
ID scan - click on the '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.
VACCINATIONS
Here, you can record the details of the vaccinations including, selecting the disease from the dropdown list, dates of applied doses, uploading the certificate scans and inserting the notes.
To add new vaccination details, simply click on the ‘NEW VACCINATION ENTRY’ button and record the details of the new vaccination in the additional line.
Once the vaccination details are added, they can also be previewed in the OPS > CREW tab section. Clicking on the paperclip icon will display the uploaded certificate.
Clicking on the file will open the uploaded file in a new tab in the browser.
RATINGS
The 'RATINGS' section allows setting up the following:
Certificates
Aircraft Assignments
Aircraft type ratings and experience
License type per aircraft type (optional)
Each of the subsections is explained below.
Licences
Certificates subsection allows assigning the certificate types to a User:
Licence type - once a specific licence type is assigned it then affects the certificates assigned to the User as well as the special rules in the 'Crew Currencies' the crew is subject to
Trained - contains 3 options: yes/no/not applicable. Allows to specify if the crew member is trained, not trained, or it's not applicable to the crew member. It is related to the Crew Certificates where it can be indicated whether the Certificate is required from the trained or untrained crew
English level - once the English level is assigned it then affects the certificates assigned to the User, subject to the Crew Certificates settings
Aircraft Assignments
This subsection displays the list of aircraft to which a crew member is directly assigned in the Admin Panel > Fleet section > 'Preferred crew' setting in the 'Crew' tab within the aircraft profile.
Aircraft type
This subsection is divided into three columns:
Ratings - assigning crew positions on the aircraft type on which the crew are allowed to fly
Experienced - indicating whether the crew is experienced on the rating on the aircraft type. It is up to the Operator what criteria are applied to mark the crew member as experienced. Leon will highlight the crew in red in the Flights List section if two inexperienced pilots are assigned on the same flight. When clicking on the highlighted crew you will find a warning: Both CPT and FO are not experienced on G450. You can change their experience in Crew > Ratings page.
License type - pilots may hold different licences for different aircraft type (e.g. FAA for one type and EASA for another). If set as Default, the one specified in “Certificates” section will be used.
OTHER
This is a tab that 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
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
Line training in progress - the checkbox marks the user as the crew member during line training. Crew with line training in progress can be excluded from the crew completeness calculations, according to the settings in Crew Planning tab in General Settings. If there is no instructor assigned to a flight and the current user is on line training in progress, a warning will appear in OPS. The default instructor positions are LTC and TRI, but additional positions can be added. These additional positions are only accessible in the database; there is no user interface for this.
Discontinuity - allows switching off the crew discontinuity validation in the Crew Timeline and the OPS TABLE views. It is useful in cases of pilots operating irregularly from different bases or conducting flights where airport continuity verification does not apply — it eliminates unnecessary warnings without disabling this feature globally for the entire operator.
Planner note - the note added here will show up in the crew member's tooltip in Crew Timeline, Crew Calendar and Ops Table.
Duty Accounts - in this field you can assign duty account to a crew member. It is used for Duty Trading functionality.
Duty Manager - the person set in this field will be the only one able to accept or reject user's duty requests. If no one is set here, duty requests sent by the user can be accepted or rejected by any user with crew panel "edit" privileges.
Documents - possibility to upload documents to user profile.
Temporary assignment - section that allows defining Freelancers' contracts. More information on this feature in the CREW CALENDAR section, 'Freelancers contracts' subsection.
EXPERIENCE
Experience is a tab where you can insert the experience before joining the company or record the flights performed outside the company (instead of recording it on the X-COM aircraft).
To add a new experience simply click on the ‘NEW EXPERIENCE’ button. This will add a new line to the list where the details of past experience/flight performed outside of the company can be added.
Extra columns with the approaches types can be added to the table by selecting the relevant ones from the dropdown list.
The data will be included in the cumulative duty.
Dual flights column indicates the number of training flights with the Instructor.
PICUS flights column indicates the number of flights as a commander under the supervision of a qualified pilot.
EMPLOYMENT
This tab contains information related to the user’s employment details. Here, you can define the employment period, specify the contract type, and provide additional administrative information.
Start of employment: Enter the date when the user’s employment begins.
End of employment: Enter the date when the user’s employment ends. Once this date is reached, Leon automatically disables the user’s access to the system.
Freelancer: Select this checkbox if the user is a freelancer. This setting can be used for identification, filtering, and to determine whether specific certificates or currencies should apply to freelancers.
Social security number: Enter the user’s social security number.
Contract type: Specify the type of contract under which the user is employed.
AOC
AOC is a tab, where you can choose allowed AOCs under which duties are assigned to.
ADMIN
This tab contains 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.
Service Account
The Service Account is a dedicated user type in Leon, created specifically for integrations and automated processes. Its primary purpose is to enhance security, transparency, and traceability whenever external systems interact with Leon. To create a Service Account, simply check the "Service Account" option in the Admin tab when adding new user.
Key Features:
Non-Login Account: Service Accounts cannot be used to log in to Leon. They are not intended for real users, but for technical operations performed by external applications or integrations.
Easy Identification: When creating a new user in the admin panel, you can mark the account as a Service Account using a dedicated checkbox. Once set, this status cannot be changed during editing.
Integration Assignment: In the configuration of OAuth integrations, you can assign a Service Account to a specific integration. This means that any changes made by the integration will be clearly attributed to the Service Account in Leon's change history.
Audit and Transparency: All actions performed by an integration using a Service Account are logged under that account. This makes it easy to track which automated process or external system made specific changes, improving auditability and accountability.
Operator-Level Only: The Service Account assignment is available only for integrations configured at the operator level (not for user-level integrations).
MISC
In this tab, miscellaneous company-related information can be inserted, as per below screenshot:
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 the icon in the users list to open this section.
USER SIGNATURE
User signatures can be automatically added to the documents (in Documents Manager) and emails (Email Templates).
The first step is to upload a scan/photo of the signature to the User profile - Full User Edit > 'Basic Information' tab > 'Signature' subsection.
The signature scan/photo needs to be uploaded in .png format and named signature, i.e. signature.png
Once the signature is uploaded to the profile, it can be applied to the templates:
EMAIL TEMPLATES
The template needs to be switched to HTML version.
[SCREENSHOT: Email template with signature tag]
The following tag needs to be inserted in the place where the signature of a user is to appear:
{% signature %}
DOCUMENTS MANAGER
Either of the below tags can be used in the place where the signature of a user is to appear:
{% signature %}
Both examples are presented in the screens on the right-hand side.
Two-Factor Authentication
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 30 seconds only. After this time, a new code will be issued. Make sure to enter the code and confirm before the 30-second period passes.
Personal certificates
This section shows the list of certificates in the old way. Editing of certificates (numbers, dates of issue and expiry date) and adding/removing of the scanned documents is available after clicking on the selected row.
Ratings
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 the Ratings section of this Manual.
Managing users
To manage User profile, simply click on his/hers name. First thing you will notice is few extra Tabs:
Personal endorsements - the list of endorsements specified in the Endorsements section.
User settings - defining preferred settings of system appearance.
Login history - details about user's login attempts
You will also notice that there are few extra fields in Basic information screen.
Basics
You can edit each of the existing users 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 restricts 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).
Active - 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 section.
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).
Manual list - documents uploaded in Privileges - 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.
OML
An Operational Multi-pilot Limitation allows marking 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 a 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 following conditions are met:
Pilot is not flying with another Pilot with OML imposed
Pilot is not paired with a pilot who has attained the age of 60 years
Pilot is not flying in a single-pilot operation
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 has attained age limit of 60, or
Crew member (GOL) Julia Golf has OML as well
User settings
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.