When to use Personnel, Aircraft and Company Recency

Recency in Air Maestro can be set up under three categories: Personnel, Aircraft, and Company. Each serves a different purpose, depending on whether you want to track requirements against individual people, specific aircraft, or the organisation as a whole.

Personnel Recency

Personnel Recency applies directly to individuals.

When creating a Personnel Recency, keep in mind the department choice you assign it to:

• If the recency is assigned to the General department, the recency is copied across all departments, meaning every user on the site receives it.

• If added to a single department, it will only show under that department’s Recency Setup page.

• If added to multiple departments, the recency will appear once under the General tab, with the relevant departments listed in brackets.

Users will receive the recency's department allocation that matches their Home Department or an additional department in their Roles/Groups section (located in their profile's Personnel Wizard).

If a specific person does not require the item, the recency can be hidden in that person's Recency page, under the Alter Status button.

Best for:

• Recency requirements that are tied to staff, such as medical checks, training, or certifications.

• Automatically tracking take-off and landing requirements, as well as pilot tasks (Command, Instrument, etc) using "Timesheet" Recency Type linked to Flight Records

Aircraft Recency

Aircraft Recency is tied to aircraft registrations.

• When created, an Aircraft Recency is duplicated across all aircraft in the system.

• Updates are tracked per aircraft. For example, marking a recency as current on Aircraft A does not update Aircraft B.

• If an aircraft does not require the item, the recency can be hidden in Aircraft Register > Aircraft Page (under magnifying glass) > Recency > Alter Status

Best for:

• Aircraft documents

• Onboard equipment – for example, life jackets, first aid kits, fire extinguishers, ELTs

• Maintenance-related trackers – expiry of oxygen bottles or other consumables specific to each aircraft

Company Recency

Company Recency applies at the organisational level and is managed in the Company Recency module. Unlike Personnel or Aircraft Recency, items created here are not duplicated across people or aircraft. 

• Each Company Recency item exists as a single record that is updated and tracked in the Company Recency module.

• If a Company Recency item relates to aircraft, you need to be clear in the naming (e.g. “Life Jacket – VH-ABC” or “Fuel Card – VH-XYZ”) to identify which aircraft it applies to, as the item does not duplicate. 
  If the item is not tied to a specific aircraft, the name can be kept more generic.

Best for:

• Company-wide documents such as insurance certificates, approvals, or regulatory documents

• Facilities or office equipment that require periodic checks

• Shared or centrally managed aircraft equipment