FAQs

How to Create a User Account (It’s Free)

On the title bar, click on “Sign-Up”
Enter your e-mail, and desired password.
An e-mail will be sent to your e-mail. Please click the link you receive to activate your account.
Once you activate your account, please click on “Personal Info” and fill out all your basic information.

How to Join an Existing Organization

First, Sign-Up for a User Account and Log into it.
Then, from the main www.holdshort.com page, enter the name of the organization you are looking to join in the search box and click “Find”
The Organization, if it exists on our system and is public, should appear in the results. Click on the green “Join” box.
A request to join will be sent to the organization’s administrator. You will receive an e-mail once the administrator accepts (or rejects!) your request.

How to Create a New Organization

First, Sign-Up for a User Account and Log into it.
From the User Dashboard, click on “Create Organization”
Select the plan that is right for your Organization.
Enter in your payment details. Note: Your card will not be charged until the Free Trial period of 60 days expires. Simply cancel at any time before expiration, if you decide to abandon your organization.

How to Update Your Pilot Records

Log into your User Account.
To add your Pilot Certificates:
- From your Dashboard, on the side bar click on “Certificates”
- From this menu, please add all the certificates you hold. Select the Certificate Type in the Drop Down Menu.
- Then select the appropriate Grade.
- Then enter Certificate Number and Date of Issue.
- Enter any limitations that are applicable.
- Then, you may upload an image of the endorsement to the system. Please take a photo or scan using your digital camera, scanner or smartphone, and download it to your computer.
- Upload the image using the “Upload” selecting whether it is a File (PDF) or Image (JPG, BMP, PNG).
To add your Endorsements and Flight Reviews:
- From your Dashboard, on the side bar click on “Endorsements and Flight Reviews”
- Select the appropriate boxes for the Endorsements you have: Complex, High Performance, and Tailwheel.
  - For each Endorsement you select, you may upload an image of the endorsement to the system. Please take a photo or scan using your digital camera, scanner or smartphone, and download it to your computer.
  - Upload the image using the “Upload” selecting whether it is a File (PDF) or Image (JPG, BMP, PNG).
- For your Flight Review date, use the drop down boxes to enter your flight review date and click save.
  - You may upload an image of the endorsement to the system. Please take a photo or scan using your digital camera, scanner or smartphone, and download it to your computer.
  - Upload the image using the “Upload” selecting whether it is a File (PDF) or Image (JPG, BMP, PNG).

How to Set Up Locations

Log-in to your User Account that has either a Manager or Owner Role
Click on your Organization from the Dashboard
On the side menu bar, click on “Locations”
The Locations that you have already entered will appear on the left. To add a new location, enter all the information requested on the right hand of the screen. It is recommended that you enter all the information requested.
Please enter your location coordinates and check off the services you offer at the location.
Enter any special instructions with respect to how someone could find you at the Airport or location (sometimes, it’s complicated!).
Click on “Add Location”

How to Add Aircraft

Log-in to your User Account that has either a Manager or Owner Role
Click on your Organization from the Dashboard
On the side menu bar, click on “Hangar”
To Add a New Aircraft, click on “Add Aircraft”
A page will appear allowing you to search for an Aircraft by Model Name or Manufacturer. Enter the make or model name and click “Find.” (Ex. “Cirrus SR20”).
Select the appropriate aircraft in the list. If your model name does not yield the right aircraft, trying varying your search (Ex. “Piper PA-34-180” to get the right Piper Seminole).
Click on Select. The basic Aircraft Information will appear in the Record per the FAA Aircraft Registration database.
Enter the Aircraft Name as you desire it to appear on the Schedule. (Ex. “Cessna 172R IFR/GPS”)
Enter the Registration Number (Ex. “N1234A”)
Select the Pilot Rating, and Instructor Rating Required for the Aircraft (Ex. “Aircraft Single Engine Land”. This information will be used if you desire to enforce Pilot Certificate checks.
Select a Medical Certificate Required for the Aircraft.
Select any Endorsements that are applicable to the Aircraft
Assign the Aircraft to a Location that you have set-up (you can have more than 1 location).
Enter the Rate and hourly payment information, if applicable.
If you wish to track Aircraft times and maintenance information, click on “Enable Tachometers” and “Enable Hobbs” to track these items.

How to Add Other Types of Resources

Log-in to your User Account that has either a Manager or Owner Role
Click on your Organization from the Dashboard
On the side menu bar, click on “Resources”
To Add a Resource, navigate to the Add Resource window on the right-hand side.
Select the Location in which you wish to allocate a resource.
Select the Type of Resource (Note: To add aircraft, please Navigate to the Hangar as described in the “How to Add Aircraft” section above)
To add a custom Type of Resource, click on the “+” icon next to Type.
- Here, you may add a custom Resource Category. After clicking the “+” Icon, enter the name of the Resource Category.
- This can include “Classrooms”, “GPS”, “Headsets” and other items you need to track – such as “Duty Manager”, “Line Maintenance”, etc.
Then, select your custom Resource category, and enter the name of the resource. Optionally, if you wish, you can add the charge (by hour/by use) for the resource.
Click on “Add Resource” – and your done!

How to Set Up Club Options

Log-in to your User Account that has either a Manager or Owner Role
Click on your Organization from the Dashboard
Click on “Settings” in the Top Menu
Please enter the requested options as you would wish them to be applicable to your organization.
NOTE:
- If you enforce Pilot and Instructor Ratings, Endorsements, Organization Flight Review, and/or FAA Flight Reviews – your users must enter their Pilot Certificate information and the management must enter each user’s Organizational Flight Review if enforced. You can enforce any or all of these.

How to Enforce Policies

How to Add Users

Option 1 – Invite By E-mail:
- Log-in to your User Account that has either a Manager or Owner Role
- Click on your Organization from the Dashboard
- On the side menu bar, click on “Users”
- Copy the e-mail list from your club mailing list or previously used scheduling system. Paste it into the “Invite Users by Email” box.
- Invitations will be sent out to all the users you invited by E-mail. They will receive a link that will set up their account and prompt them to enter their personal information.
- NOTE: Once they accept your invitation, please add the appropriate User Role below.
Option 2 – New users find you on Holdshort.com!
- Users can find you by searching for your organization in the find box and click “Join.”
- Alternatively, you can post a link to your dedicated Holdshort.com page to your website, and users may follow the link and request access to the schedule.
- When a new user request is received, you will receive an e-mail.
- Log-in to your User Account that has either a Manager or Owner Role
- Click on your Organization from the Dashboard
- On the side menu bar, click on “Users”
- Click on “Accept” next to the incoming invitation that appears on the top of the list.
- NOTE: Once you accept their invitation, please add the appropriate User Role below.

How to Add User Roles

Whenever a new user is added, please add the appropriate user role.
In the Member list, click on the “+” icon next to the user you wish to assign a Role. You will be presented with the following Roles:
- “Pilot” – If you wish they be able to schedule aircraft.
- “Instructor” – If you wish they be added to the Instructor list. NOTE: You must add them to the appropriate location in the “Resources” menu for them to appear.
- “Student” – For Student pilots who cannot go solo.
- “Manager” – For Duty Managers, other Administrative staff that need complete control to arrange and modify the account, resources, users, and schedule.
Select the appropriate role, and it will be added to the user.

How to Manage User Roles

Log-in to your User Account that has either the Owner Role only.
Click on your Organization from the Dashboard
Click on Roles from the side menu bar
You will be presented with all the roles on the left hand side. Please select the role, you wish to modify.
Then, you may provide or take away permissions to that role. The settings are automatically saved as soon as you select/de-select an item.

How to Make a Reservation

Log-in to your User Account that has either a Manager or Owner Role
Click on your Organization from the Dashboard
Click on the Location (ex. “Van Nuys Airport”)
The Month View will Appear:
- Click on the Day you wish to make your reservation for.
- Most information will come prefilled, including your Pilot Name.
- Enter the Start Time.
- Enter the Finish Time, and Date if multi-day.
- Select the applicable Resource, and click “Add”
  - Note: If any error messages come up, such as you do not have priviliges or your flight review has expired. This can be cured by adding an instructor.
- Enter a Comment.
- Click on Add Event.
You can also add Events from the Day View:
- Click on the Time you wish to add a reservation on the resource you desire to schedule.
- Most information will come prefilled, including your Pilot Name, the Resource, and the Start Time. The finish time is the default time length for a reservation set in your organization.
- Add any additional resources you need:
  - Select the applicable Resource, and click “Add”
- Enter a Comment (if required by your organization).
- Click “Add Event”

How to Update Pilots’ Flight Review Dates

Log-in to your User Account that has either a Manager or Owner Role
Click on your Organization from the Dashboard
On the side menu bar, click on “Users flight review date”
Locate the Member you wish to edit the flight review date for, and click on the Pencil Icon.
A box will appear on the right-hand side of the screen. Please enter the Review Date and Expiration Date.

Optional: You may upload an image of the flight review to the system. Please take a photo or scan using your digital camera, scanner or smartphone, and download it to your computer. Upload the image using the “Upload” selecting whether it is a File (PDF) or Image (JPG, BMP, PNG).

Click on “Save Review”

How to Send Out E-Mails to Users

Log-in to your User Account that has either a Manager or Owner Role
Click on your Organization from the Dashboard
On the side menu bar, click on “Mailing”
Enter the subject of the e-mail in the template
A rich text editor will appear in the body. Type in your e-mail as you would in any standard e-mail program.
You may upload images and drag them into the e-mail as well. Click on “Select Images” on the right hand side, browse to the image you wish to upload, and click Open. The image will upload.
Once uploaded, you may drag the image into the e-mail in the appropriate location.
When you are finished drafting the e-mail, please select the Users you wish to send it to under “Organization Users” on the top right. You can click on “Check All” to e-mail all users.
To dispatch the e-mail, click on the green button on the button that says “Send e-mail to selected users”

How to Find Your Organization’s Dedicated Holdshort.com Page

Go to holdshort.com main page
Enter your Organization’s name in the search box
Click “Find”
In the list below, your organization should appear.
Click on “Discover Organization”
The page that follows is your dedicated organizational Holdshort.com page. Please make a note of the URL for posting to your Organization’s home page.
Note: If you do not find your organization, it may be because your organization is set to “Private.” Please contact Holdshort.com support if you wish to locate your dedicated Holdshort.com page in this instance.

How to Find Aircraft for Rent and Organizations to Join

If you haven’t already, please create a new user account.
Log-in to your User Account.
Click on the Search icon on the top of the page.
Search for Aircraft by type or location.
A list of the organizations and aircraft on holdshort.com will appear.