AeroPoint user and admin guide.

What AeroPoint Is

AeroPoint keeps aviation program data and operational planning in one web app. Most users work from the program home page or the Deconfliction page. Administrators also use Settings to manage access, programs, logs, feature flags, and backups.

Profile And Required Account Fields

New and existing users must keep required profile fields complete before saving profile changes. Required fields include username, email, first name, last name, company name, timezone, coordinate display format, and profile picture.

• Profile picture: required for current profiles and new registrations.
• Company name: required for user identity and deconfliction context.
• Timezone: used for local schedule display and deconfliction entry times.
• Coordinate display format: controls how coordinates are shown after saving.
• Phone number: required only when deconfliction is enabled. Enter a 10-digit US number however you like — 5555555555, 555.555.5555, (555)555-5555, or with a leading +1 country code — and it is saved and displayed as (555) 555-5555 everywhere it appears. Providing a mobile number is consent to receive airspace deconfliction safety alerts by text; reply STOP to opt out.

Basic Navigation

The top navigation changes by role and enabled features. Typical users see program data tabs and may see Deconfliction. Admins see Settings. Contractor-only users see a stripped navigation experience and default to Deconfliction.

1. Use the active program selector to switch programs when more than one program is available.
2. Use the home page tabs to manage program records.
3. Use Deconfliction to add, review, filter, map, and export operation entries.
4. Use the profile dropdown for account settings and sign-out.

Searching Across Every Tab At Once

A search box sits beside the tabs on the program page. Typing into it searches every tab at once — waypoints, NOTAMs, plates, layers, files, and counties — and replaces the table below with results grouped by what each item is. Searching "Erlanger" finds the waypoint, the approach plate, and any file with that name together, without checking each tab in turn.

1. Open a program and start typing in the search box beside the tabs.
2. Results appear below, grouped under headings like Waypoints and Plates, with a count of matches for each.
3. Tap one of the count buttons to narrow to just that kind of item, or "Open ... tab" to jump to the full tab.
4. Clear the box, or press Escape, to go back to the tab you were on.

Each result keeps its usual Edit, View, Download, and Delete buttons, so you can act on what you find without leaving the results.

Adding A Waypoint

1. Select the correct active program.
2. Open the Waypoints tab.
3. Select the add waypoint action.
4. Enter Waypoint ID, Waypoint Name, latitude, longitude, and any optional city, state, FAA identifier, description, or files.
5. Choose a Waypoint Icon.
6. If the waypoint is an airport, check Airport and provide an FAA identifier.
7. Save the waypoint.

Changing The Waypoint Icon

1. Open the waypoint add or edit form.
2. Open the Waypoint Icon picker.
3. Search or browse icon groups: Pins, Diamonds, Circles, Squares, and Shapes.
4. Select an icon and save the waypoint.

The icon picker shows the actual icon, and the CSV import uses the matching value in the Waypoint Type column.

Coordinates

AeroPoint accepts decimal degrees, degrees decimal minutes, and degrees minutes seconds. Examples include 38.888160, 38 53.290 N, 38 53 17 N, -77.019868, 77 1.192 W, and 77 1 11 W.

Uploading Or Associating Files

1. Open the waypoint add/edit file area or use the row file action.
2. Select PDF or TXT files.
3. Upload and save.
4. Return to the Waypoints table and confirm the file indicator dot is present.

Differences From Waypoints

• NOTAM/hazard entries use reserved hazard icon behavior instead of the ordinary Waypoint Icon picker.
• NOTAMs export separately from waypoint files, which keeps temporary hazards out of permanent waypoint exports.
• They may have start and end dates that control visibility.
• They are intended for temporary or cautionary operational information.
• Attachments are handled like waypoint attachments, with PDF/TXT support in the UI.

Automatic NOTAM Exports

If a user has automatic NOTAM exports enabled and is connected to the same Dropbox account used for ForeFlight, AeroPoint exports NOTAMs.zip to Dropbox for the selected programs. ForeFlight can then pick up the updated NOTAM content pack from that Dropbox account.

• Creating, editing, or deleting a NOTAM/hazard triggers a background export for relevant Dropbox accounts.
• AeroPoint also checks for NOTAMs becoming active and triggers exports for affected programs.
• The exported NOTAM file includes active NOTAMs: start time is blank or has passed, and end time is blank or still in the future.
• When a NOTAM ends, it no longer appears in the active NOTAM export after expiration cleanup and the export process run.

The Counties tab displays county boundaries loaded from static county KML files and county-specific information stored in AeroPoint. Counties are available on normal programs and hidden for hazard programs.

1. Open the active program.
2. Select Counties.
3. Review county rows and any description indicator dots.
4. If you have permission, edit county description information and save.

Layers are program-level map or reference files. The current UI supports .kml, .kmz, .mbtiles, .fbtiles, and .pdf files.

1. Open the Layers tab.
2. Select one or more supported files.
3. Upload the files.
4. Use delete actions to remove layers that should no longer be distributed with the program.

KMZ Layers

Because a KMZ bundles its artwork inside the file, custom icons and imagery travel with the layer instead of being lost — something plain KML cannot carry on its own. Uploaded KMZ files are included automatically in ForeFlight content pack exports.

Dropbox Behavior

If Dropbox is connected, AeroPoint can use the integration for file workflow support. Files still appear in AeroPoint through the relevant program or record file lists. If files do not appear where expected, check the connection status in Account Settings and confirm the file was uploaded to the intended program or record.

Waypoint Import

1. Open the active program and go to Waypoints.
2. Download or review the sample CSV.
3. Prepare a CSV with the required columns.
4. Choose the waypoint import action and select the file.
5. Review import feedback and correct any reported rows.

Current waypoint CSV columns:

Waypoint ID,Waypoint Name,City,State,Latitude,Longitude,Waypoint Type,Airport,FAA Identifier,Description

Example row:

ABVLE,Abbeville Area Med Ctr,ABBEVILLE,SC,34.158333,-82.382000,bpin,Yes,SC83,Abbeville Area Med Ctr waypoint from AeroPoint export

NOTAM Import

1. Open the active program and go to NOTAMs.
2. Prepare a CSV using the NOTAM sample format.
3. Import the file.
4. Review any validation errors and confirm the entries appear in the NOTAMs table.

Current NOTAM CSV columns:

NOTAM ID,NOTAM Name,City,State,Latitude,Longitude,NOTAM Text,Start Date,End Date

Example row:

FDC12,TFR - VIP Movement,WASHINGTON,DC,38.8977,-77.0365,TFR in effect for VIP movement. All aircraft operations prohibited within 3NM radius of coordinates.,6/15/24 14:00,

Automatic Dropbox Exports

When Dropbox is connected to the account used by ForeFlight, AeroPoint can keep export packages updated in Dropbox so ForeFlight receives the latest files.

• NOTAMs: selected programs export to NOTAMs.zip. NOTAM changes and activation checks trigger updated exports for the affected Dropbox account.
• Deconfliction: the scheduled hourly export command uploads DECON.zip for users with Dropbox connected when the deconfliction feature is enabled.
• Ended records: NOTAMs with past end times drop out of NOTAM exports. Deconfliction entries with past end times drop out of the scheduled deconfliction export.

Deconfliction Import Buttons

The deconfliction form always shows Import from Aloft, Import from ForeFlight, and Import from Google Earth. ForeFlight and Google Earth imports switch the operation type to Route. Aloft imports mission details when your token and mission data are available. Review every imported point before submitting.

What It Does

Dropbox integration connects your AeroPoint account to Dropbox-supported file workflows. It helps keep exported or uploaded operational files available outside the app when your organization uses that workflow.

Use Account Settings to update identity, profile, display, integration, and password information.

• Username, email, first name, last name: required account identity fields.
• Timezone: required for local display and deconfliction schedules.
• Coordinate display format: controls how coordinates are displayed after data is saved.
• Company name: required.
• Phone number: required only when deconfliction is enabled. Any common way of writing a 10-digit US number is accepted, including a leading +1, and it is stored and shown as (555) 555-5555.
• Profile picture: required before saving a complete profile.
• Aloft API token: shown as a protected token field when available. Existing tokens may appear masked.
• Automatic NOTAM export program selection: available when the related feature is enabled.
• Password change: updates the current password after validation.

What Gets Logged

Audit logs are stored in PostgreSQL for long-term retention. They capture create, update, delete, admin, access, backup, and operational events — and every time information leaves the system: exporting waypoints, NOTAMs, counties, or content packs, downloading a plate, layer, attachment, or database backup, and restoring a backup. Opening a document to read it on screen is recorded as a View rather than an Export, so you can tell reading apart from taking a copy. Attempts to reach a program someone does not have access to are recorded as Access Denied.

1. Open Settings.
2. Select Logs.
3. Use the Action filter to narrow to Export, View, or Access Denied, or search by text.
4. Use the Category filter to narrow to a kind of record, and date filters to narrow the window.
5. Sort columns and use pagination to move through results.
6. Select Export CSV when you need a filtered copy.

Archived Logs

Entries older than a year are automatically moved into compressed archive files once a month, which keeps the log quick to search. Nothing is deleted: the archives are listed at the bottom of the Logs tab and can be downloaded at any time.

1. Nothing to configure — archiving runs on its own monthly.
2. To read older activity, go to Settings → Logs and scroll to Archived logs.
3. Download the archive covering the dates you need.

Users, Invitations, And Access Requests

1. Open Settings and select Users.
2. Review active users, pending invitations, and pending access requests.
3. Send invitations by entering an email address and selecting groups.
4. Approve or reject access requests after verifying the requester.
5. Update user group membership with the click/tap multi-select control.
6. Use status/delete actions carefully; changes affect access immediately or after the next refresh.

Operations Users

Add a user to the Operations group to make them an operations-center user. Operations users see every group's programs, and in Settings they get the Users tab: they can invite users, approve or reject access requests, set groups (including Contractor) and remove users, but they cannot change admins or make anyone an admin. They appear in their own Operations section of User Management (admins who are also in Operations stay under Admins).

Groups are checkboxes, and every click saves. Operations already has every group, including groups added later, so ticking it clears and greys out the other groups. Contractor stands alone the same way.

Contractor-Only Behavior

Users who are only in the Contractor group see a stripped navigation experience. They default to Deconfliction and only see the logo/profile dropdown rather than the full navigation. Add another group if a contractor needs access to program data tabs.

What It Is For

Deconfliction helps aviation teams communicate planned operations, compare overlapping time and airspace, and review potential conflicts before or during field operations. Use it when aircraft, sUAS, routes, mission areas, or work zones could overlap with other active or planned operations.

Placing An Operation On The Map

Instead of typing coordinates, you can place an operation directly on a map. The map picker works with a mouse on desktop and with touch on tablets and phones, on both the Add Entry and Edit Entry pages. Coordinates already entered in the form — in any accepted format — pre-load onto the map when it opens.

Map Picker Controls And Limits

• Undo steps back through your changes, Clear starts over, and Cancel closes the map without touching the form.
• The 0.1–5.0 NM diameter / corridor-width limit applies on the map exactly as it does in the form fields.
• The typed-coordinate workflow is unchanged — the map is an addition, not a replacement.
• The map picker is not offered for Mission Area (polygon) entries imported from Aloft.

Your Own Flights Never Conflict

A pilot or aircraft can't be in conflict with itself, so AeroPoint skips overlapping entries that are clearly the same flight crew. That means you can file one entry per power line for the same window and cross between them without triggering a deconfliction.

• Same aircraft: planes and helicopters with the same tail number (spaces, dashes and capitals don't matter), whoever is flying.
• Same pilot: the same pilot phone number and last name, and the same pilot email when both entries have one. No account is needed, so it works for pilots an operations user files for.
• Company and first name are not used. If AeroPoint can't be sure, it treats the entries as different pilots, so a real conflict is never hidden.

Required Fields And Validation

• Aircraft Type choices are Plane, Helicopter, and sUAS.
• Tail Number shows for Plane and Helicopter, and is hidden/cleared for sUAS.
• Tail numbers can be N-numbers or callsigns, saved per user, and can be up to 50 characters.
• Mission choices include Utility, Fire, Drone, and Other. Other requires a mission type/description.
• Operation Type choices are Area, Route, and Mission Area when available.
• Airspace Diameter and Corridor Width must be from 0.1 to 5.0 NM.
• Phone numbers may be entered in any common format, including with a +1 country code, and are saved and shown as (555) 555-5555.
• Schedule fields use local time based on the user’s timezone/profile context.

Saved Routes And Route Points

When Operation Type is Route, the Saved Routes dropdown appears. Routes are listed alphabetically, and a search box at the top narrows the list as you type — "chatt" finds "Chattanooga". Click anywhere on a saved route row to select it, or press Enter to pick the first match. The trash icon deletes only; it does not select the route. Route entries include a route point editor, and multiple route segments may display as separate lines on the map/export depending on the imported or edited route data. Capitalisation does not matter, either for searching or for the ordering, and on a phone or tablet the search box does not grab focus, so the on-screen keyboard stays out of the way of the list.

Automatic Deconfliction Exports

When deconfliction is enabled and a user has Dropbox connected, AeroPoint’s scheduled hourly deconfliction export uploads DECON.zip to Dropbox. If that Dropbox account is connected to ForeFlight, the deconfliction content pack becomes available there after Dropbox and ForeFlight sync.

• The scheduled export runs from the app’s automatic deconfliction export command.
• The current source exports entries that have not ended yet, so active and upcoming operations remain in the Dropbox package until their end time passes.
• Ended operations are removed from later automatic exports.
• The manual map export can be used separately when an admin needs a direct download from the Deconfliction page.

Deconfliction Reviews

1. A review is created when AeroPoint detects a conflict that requires admin attention.
2. Admins and operations users open Reviews from the Deconfliction header.
3. Review the involved companies, entry details, comments, and conflict image/map context.
4. Add comments to record coordination or resolution details.
5. Enter a comment before marking the review as reviewed.
6. After marking reviewed, the review remains part of the review history with comments and status.

Export to Excel at the top of the Reviews page downloads every deconfliction your company was part of, optionally for a date range, with both flights, their flight numbers, review status, who reviewed it, and every comment.

What The Approval System Does

The Approval System lets an operations center or admin release every flight before it goes live. It is switched on per deployment (ask AeroPoint support, or a super admin turns on Enable Approval System under Settings > Features). Whether it is on or off, every flight gets a six-digit flight number (000001, 000002, and so on) and is kept in Records.

Flights Entered By Admins And Operations Users

Flights entered by an admin or operations user are approved as they are submitted. With the Approval System on, the form asks for the release number (and an optional comment) when you select Submit.

Records

• Select Records in the Deconfliction header to see every flight with its flight number, release number, pilot, aircraft, times, and outcome.
• Statuses are Pending, Approved, Completed, Denied, Cancelled (the flight was deleted), and Expired (it ended without a decision).
• Filter by date range, status, or search for a pilot, tail number, release number, or flight number.
• Cancelled flights that were part of a deconfliction always show; the rest are hidden unless Include cancelled flights is ticked.
• Export to Excel downloads the filtered list with every detail, decision, change, and comment for SMS record keeping.

The Operations Role

Users in the Operations group file flights on behalf of pilots. They can approve flights, see Reviews and Records, manage the shared pilot list, and use the rest of AeroPoint (waypoints, NOTAMs, and so on). An admin can also be in Operations; Operations only changes how the deconfliction form's operator section works.

AeroStatus Ops Board

Companies using the AeroStatus dashboard also get an Ops Board page for the operations center TV: flights waiting for approval, airborne now, the next 12 hours and completed in the last 12 hours. It refreshes every minute and flags flights that start within 30 minutes and still need a decision. It is built to stay open around the clock: it keeps itself signed in, keeps the screen awake where the browser allows, and reloads every few hours to pick up updates.

1. Open Settings.
2. Select Database.
3. Company admins use the company backup section to create a company-scoped backup.
4. Superusers can create a full database backup and may see restore controls.
5. Download and store backup files according to your organization’s retention process.

Company backup UI copy indicates the backup includes company data, waypoints, NOTAMs, files, and excludes users/deconfliction data. Full restore is superuser-only and should be treated as destructive because it can overwrite current database state.

How Program Access Is Enforced

Program membership is enforced on every request, not just in the menus. Every page, export, and download checks your access for itself, so people in one program cannot reach another program's waypoints, NOTAMs, plates, layers, files, or county notes — even by editing a web address by hand. Contractor accounts are restricted to deconfliction on the server, not just hidden from the navigation. Access still comes from the groups your administrator puts you in, and losing group access takes effect immediately.