How to create Recency Items

Recency Items in Air Maestro are used to track time-sensitive requirements for aircrew, such as training, certifications, or operational currency. Setting up these items ensures compliance and simplifies ongoing tracking.

To create a Recency Item:

1. Go to Site Setup > Operations > Recency Setup
   
   
   
    

2. If you wish to add a Recency for Personnel, stay in the Personnel Recency Items tab.
   
   
   
   However, if the Recency Item is for Aircraft or Company - enter one of the other tabs.
   The options for adding recency will be very similar, with few minor differences.
    

3. Click Add to the right to add a new recency.
   
   
   
   
    

4. Select the Item radio button.
   
   Item Type is a default type for tracking recency items. You can learn how to create other types by checking our other guides: How to create Timesheet Recency Items (Personnel only) and How to create a Composite Recency Item
   
   Heading Type will create a folder that is intended to hold recency items, making it easier to group and categorise them.
   
   
   
   
    

5. Complete the other relevant fields leaning on the below explanations:
   
    

   • Name: The name of the Recency Item as it will appear on the Recency page.

   • Department: Select the relevant department (e.g., “Pilot” if the item applies only to pilots).

   • On Type Recency: Enables tracking the Aircraft Type the item was completed on.

   • Type Specific: Creates separate Recency Items for each Aircraft Type listed on the user’s Endorsements page.

   • Target Count: Number of times the item must be completed within the validity period.

   • Months Apart: Minimum number of months between records for them to be valid.

   • Increment to the Target Count as Items are Performed: Allows the item to be satisfied with one valid entry initially; expects the full Target Count once it’s reached.

   • Period: Set the validity duration in Days or Months. Leave blank for one-time requirements.

   • Caution: Number of weeks before expiry when a warning should be sent.

   • Renewal Window: Number of Days/Months before expiry during which an update will extend from the current expiry date.

   • Grace Period: Duration (in Days/Months) the item remains valid after expiry.

   • Drop Dead: Prevents login if the item expires and is not updated.

   • Manual Expiry Date: Allows manual entry of an expiry date.

   • Self-Updateable: Allows crew to update the item themselves.

   • Update Parent Item (Cascading): Updates this item and any linked parent items; uses the current expiry date to calculate the new expiry.

   • Allow Future Dates: Lets you enter a future Last Conducted date, which activates when that date arrives.

   • Display Window: Displays the Earliest (labelled "E") and Latest (labelled "L") an Item can be updated, taking into account the "Months Apart" and "Grace Period" settings

   • Fixed Renewal: Sets the Expiry date to be the anniversary of the item's first Expiry Date.

   • End of Month/Quarter/Third/Year: Offsets the expiry to the end of the selected calendar period.

   • Instrument Approach: Includes this record in logbook reports as an Instrument Approach.

   • Expiry Offset: Offsets expiry by the number of entered days (positive or negative).

   • Recency Scheduling: Allows the item to be scheduled from the Recency screen; you can require selection of Trainer and/or Location.

   • Update Item (Non-Cascading): Select another Recency Item to update with the same record (won’t affect parent items).

   • Default: Set visibility to Required, Optional, or Hidden.

   • Contacts: Select personnel responsible for this item.

   • Email Contacts when this Recency Item is Updated: Sends a daily email to selected contacts listing who updated this and other items with the setting enabled.

   • Documentation Type:

     • File Upload – Upload a document directly to the recency record.

     • Link to Repository – Share a URL (e.g., SharePoint) for external uploads.

     • Document Required for Each Item – Prevents saving without a document attached.
       
       
        

6. Click OK to save the Recency Item.

Each type of recency icon will have a different icon that will represent it.