Overview of Integration
System Descriptions
Partner: FL3XX - Flight Operations and Scheduling Platform
Integration Summary: Synchronizes flight scheduling data from FL3XX to TechLog, automatically creating and updating flight information while sending post-flight data back to FL3XX
Integration Type: Bidirectional
Objectives & Benefits
Automated flight scheduling synchronization reduces manual data entry
Real-time post-flight data transfer improves operational efficiency
Seamless crew assignment integration streamlines flight operations
Functionality Overview
The integration between FL3XX and TechLog runs every 5 minutes. The following capabilities are supported:
Pull the Scheduled Trip, Flights from FL3XX to TechLog
Push the Actual Trip and Flight data from TechLog to FL3XX
Create Crew assigned to a FL3XX flight in TechLog
Data Flow Diagrams
TechLog Entity |
Direction |
FL3XX Entity |
Description |
|---|---|---|---|
Sectors |
<-> |
Flights |
Individual flight segments with schedule data synced from FL3XX and post-flight data sent back |
Trips |
<- |
Trips |
Multi-sector journeys grouped by booking reference |
Post-flight Data |
-> |
Post-flight Data |
Fuel data, timings, landings, cycles, and passenger counts sent to FL3XX after flight completion |
Detailed Functionality
Data Exchange Overview
Aircraft
The integration operates within the context of an aircraft, and the aircraft must exist in both systems for data to transfer, as they will not be created automatically in either system. Once enabled, the integration applies to all aircraft in the system.
Flight Grouping Options
Through the FL3XX integration, we support various grouping methods:
1 Trip, 1 Flight: Each flight is treated as its own trip.
Group by Date: All flights on the same day are grouped into one trip.
This flexibility allows for different operational needs, though certain grouping options may be restricted depending on the transferred data.
Crew Management
TrustFlight requires all users to have a valid email address for actions like authentication and password resets. When a user is logged against a flight in FL3XX, the integration checks if the user exists in TrustFlight based on the email address from FL3XX. If no email address is provided, the user cannot be assigned to the flight. If an email address is provided but doesn't exist in TrustFlight, a new user will be created with the role of pilot and assigned to the flight. If the email address already exists, the user will be assigned to the flight accordingly.
Frequency of Data Sync
The integration operates on standard polling intervals, currently set to every 5 minutes. Synchronization also includes automatic retry mechanisms for failed operations.
Error Handling and Logging
The integration includes comprehensive error handling with structured error responses. We automatically retry data synchronization when facing errors related to server downtimes, but authentication failures and missing aircraft registrations will not be retried. Detailed error logs are maintained for troubleshooting integration issues.
Other Implementation Details
Signed Data
Once a preflight or postflight has been signed within the TechLog system, no further data from FL3XX will be updated for that specific flight or trip. This safeguard is in place to ensure the integrity and immutability of the signed records. By preventing updates after a signature is recorded, the system preserves the irrefutable proof of signatures, ensuring that any operational or regulatory requirements for secure and tamper-proof documentation are fully met. This approach guarantees that the signed data remains accurate and unaltered, protecting the authenticity and accountability of the records within the TechLog.
Flights
Airports are linked to flights based on the 4-letter ICAO code, such as EGBB for Birmingham Airport, which is matched between TechLog and external systems. In the rare event that an airport is missing from TechLog, the system will assign the placeholder code "ZZZZ" to the flight. Users can then contact support to request the addition of the missing airport. This ensures accurate airport data for future flights while maintaining seamless operations in the interim.
Cancelled Flights
When a flight is cancelled in FL3XX, it is automatically deleted in TechLog unless data has already been signed off. However, if a flight is manually deleted in TechLog, no data will be transferred back to FL3XX for the corresponding flight. For this reason, it is strongly advised not to delete flights from TechLog to ensure accurate data transfer and record-keeping.
Data Mapping
The field mappings are organized by entity type based on the data flow shown in the Data Flow Diagrams section. Each entity has specific field mappings configured for synchronization between systems.
Sectors (FL3XX Flights) - Bidirectional Sync
FL3XX to TechLog (Scheduled Data)
The fields listed below are configured by default for pulling scheduled flight data from FL3XX to TechLog.
FL3XX |
TechLog |
Notes |
|---|---|---|
Flight Date From |
Trip Date |
|
Trip Workflow |
Trip Category |
Mapped from FL3XX to TL using the below: |
Flight Registration Number |
Aircraft |
|
CMD |
PIC |
|
FO |
SIC |
|
Flight ETD |
Flight Take-Off Time |
|
Flight ETA |
Flight Landing Time |
|
Flight Blocks Off |
Flight Blocks Off |
|
Flight Blocks On |
Flight Blocks On |
|
TechLog to FL3XX (Actual Data)
The fields listed below are configured by default for sending actual flight data from TechLog back to FL3XX after flight completion.
FL3XX |
TechLog |
Notes |
|---|---|---|
Landing |
Sector Landing Time |
|
Blocks On |
Sector On Blocks Time |
|
Blocks Off |
Sector Off Blocks Time |
|
Take Off |
Sector Takeoff Time |
|
Pax |
Total Passengers |
If not available then null. |
Engine 1 Cycles |
Sector Engine 1 Cycles |
|
Engine 2 Cycles |
Sector Engine 2 Cycles |
|
Engine 3 Cycles |
Sector Engine 3 Cycles |
|
Engine 4 Cycles |
Sector Engine 4 Cycles |
|
Total Landings |
Sector Landings Count |
|
End Hobbs |
Sector Hobbs Arrival |
|
Start Hobbs |
Sector Hobbs Departure |
|
Techlog Number |
SRP Number |
|
Approach Category |
Typeofapproach Custom Field |
Requires a custom field to be setup. |
Trips - Unidirectional Sync (FL3XX to TechLog)
FL3XX to TechLog
Trip-level data is synchronized from FL3XX to TechLog to maintain journey grouping and booking references.
FL3XX |
TechLog |
Notes |
|---|---|---|
Booking Reference |
Trip Reference |
Used as primary identifier for trip grouping |
Trip Date |
Trip Date |
|
Post-flight Data - Unidirectional Sync (TechLog to FL3XX)
TechLog to FL3XX
Fuel and operational data is sent from TechLog to FL3XX after flight completion for operational and billing purposes.
FL3XX |
TechLog |
Notes |
|---|---|---|
Fuel Arrival |
Remaining Fuel |
|
Fuel Remaining |
Remaining Fuel |
|
Fuel Burned |
Used Fuel |
|
Fuel Burned Planned |
Planned Fuel Burn |
|
Uplift |
Truck Actual Uplift |
|
Uplift Unit |
Fuel Uplift Truck Unit |
|
Uplift Mass |
Fuel Uplift Aircraft Value Actual Uplift |
|
Fuel Tank Unit |
Aircraft Fuel Unit |
|
Unit Density |
|
If the aircraft measures fuel in pounds (lb) and the truck in US gallons (usg), the fuel density will be measured in pounds per US gallon. |
Integration Setup & Configuration
Enabling the FL3XX integration can be done by users at the organisation who are administrators once they've agreed to and paid the additional fee.
Connecting optional fields within FL3XX to Tech Log requires configuration by our development team, please contact support@trustflight.com to discuss this further.
Limitations & Constraints
Known Limitations
Aircraft must exist in TechLog before flights can be synchronized from the external system. The integration will not automatically create aircraft records in either system, requiring manual setup of aircraft configurations prior to data synchronization.
The integration only synchronizes confirmed flights from FL3XX to TechLog. Draft, pending, or unconfirmed flight records will not be transferred, ensuring only validated operational data is synchronized between systems.
Post-flight updates and actual data can only be sent back to FL3XX for flights that were previously synchronized from FL3XX to TechLog. Manually created flights in TechLog will not have corresponding records in FL3XX and therefore cannot receive post-flight data updates.
Operational Constraints
When a user is logged against a flight in FL3XX, the integration checks if the user exists in TrustFlight based on the email address from FL3XX. If no email address is provided, the user cannot be assigned to the flight. If an email address is provided but doesn't exist in TrustFlight, a new user will be created with the role of pilot and assigned to the flight.
Specific role mappings are required between systems to ensure proper crew assignment functionality. FL3XX crew roles such as CMD (Commander) and FO (First Officer) must be correctly mapped to TechLog equivalents PIC (Pilot in Command) and SIC (Second in Command). See the field level mapping section for detailed role conversion requirements.
Fuel data synchronization requires proper unit conversion configurations between systems. The integration must handle conversions between different fuel measurement units (pounds, kilograms, US gallons, litres) based on aircraft and fueling equipment specifications. Density calculations are automatically performed based on the configured units for accurate fuel data transfer.
Workarounds and Mitigation Strategies
In the rare event that an airport is missing from Tech Log, the system will assign the placeholder code "ZZZZ" to the flight. Users can then contact support to request the addition of the missing airport. This ensures accurate airport data for future flights while maintaining seamless operations in the interim.
When flights are manually deleted in TechLog, no corresponding data will be transferred back to FL3XX for those flights, potentially causing data inconsistencies between systems. For this reason, it is strongly advised not to delete flights from TechLog manually. Instead, use the cancellation process in FL3XX which will properly handle the removal of flights in both systems while maintaining data integrity.
When a flight is cancelled in FL3XX, it is automatically deleted in TechLog unless flight data has already been signed off by crew members. This automatic cancellation handling ensures that cancelled flights do not remain in the operational schedule while protecting the integrity of completed and signed flight records that may be required for regulatory or audit purposes.
Cost and Licensing
Pricing Information
The FL3XX integration incurs an additional cost per tail. Please contact your TrustFlight account manager for more information on pricing and to ensure that the integration is added to your contract before proceeding with its activation.
Change Management
Process for Requesting Changes or Enhancements
As the LEON integration continues to evolve, new features and enhancements may be developed based on customer feedback and operational needs.
If your organization requires additional functionality that is not currently covered by the existing integration, please contact TrustFlight support at support@trustflight.com to discuss possible improvements or customizations.
Appendices
Appendix A: Glossary and Terminology
TrustFlight |
FL3XX |
|---|---|
Trip |
Booking |
Flight |
Sector |