Overview

Aeropole Oy is a Finland-based aviation company operating across multiple locations, with activities spanning pilot training, aircraft sales, and maintenance services. Aeropole operates as an EASA-approved training organisation under the oversight of Traficom, the Finnish Transport and Communications Agency.

In addition to flight training in Finland and Denmark, Aeropole is an official distributor of Diamond Aircraft in Finland, Denmark and Sweden. In Sweden, its activities focus primarily on aircraft sales and partnerships with existing Diamond flight schools and service centres. 

Across these markets, Aeropole coordinates training, flight operations, aircraft-related activities and financial workflows.

Challenge

Running a multi-site aviation business across multiple countries is inherently complex. Each part of the business carries its own workflows and stakeholder relationships, yet all of them are closely interconnected with flight activities affecting financial workflows and pilot qualifications influencing training and scheduling.

Without a unified system, keeping operations consistent and financially accurate across locations becomes difficult to scale and even harder to audit.

Objective

To provide a single platform for client onboarding and enrolment, training operations, flight and fleet management, and financial workflows across multiple locations.

Integrated Aviation Training Platform

Centralised operational portal

The platform brings administrators, employees, clients, and managers under one roof. Administrators have full control of the platform, while other roles operate within clearly defined access levels.

Client self-service portal

The platform also features a client self-service portal where students and aircraft renters can register, manage their profiles, upload documents, and track flights, sessions, fees, and aircraft use.

Qualification management is built into the system so that users can upload documents as proof of certification, which can then be reviewed and approved by the administrator. Expiry tracking and notifications help administrators identify qualifications that require review or renewal based on configured training requirements.

Flight operations management system

This workflow manages both training and rental flights. Instructors and renters enter daily operational data like fuel levels, auxiliary tanks, and aerodrome metrics. By tracking exact take-off and landing times, the system uses these markers to calculate total flight durations automatically based on the specific aircraft type configuration. To save time, it copies relevant details from the previous flight so users do not have to retype them.

Training session and course management module

To support structured training programmes, a dedicated module was built to manage every aspect of a trainee’s learning journey. Sessions span practical flight instruction, classroom theory, and other operational activities, all organised within a single, coherent structure.

Each session can be linked directly to flights, ensuring instructional hours are captured accurately and without manual effort. The system also distinguishes between dual training time and pilot-in-command time.

Course Completion Certificates (CoC)

Flight schools can set up both open courses and structured enrolment-based programmes, tailoring each one with specific requirements such as minimum flight hours and instructor assignments. As students progress, the system automatically tracks their progress against the defined course requirements.

Once the requirements have been met, a Course Completion Certificate can be generated directly from a configurable template. Once issued, the course record is locked to protect its integrity, though administrators can unlock it for making corrections.

Fleet and aircraft management system

Aircraft are organised by type, meaning shared characteristics such as operational parameters and pricing rules are defined once and automatically carried across every aircraft within that group, with pricing still adjustable at the individual aircraft level where needed.

Once an aircraft is added to the system, it stays linked to its original type, ensuring consistency is maintained across all operations without extra administrative effort.

Financial and billing management module

Every recorded flight automatically triggers a charge, which means billing workflows begin the moment an operation is logged with no manual prompting required. Financial teams can track each charge through its full lifecycle, from awaiting billing rates to ready-to-bill to transferred to external systems.

On the client side, prepaid wallet allows client balances and flight-related charges to be updated as activity is recorded.

Flexible Pricing & Rate Management

The platform accommodates a range of pricing models, including default unit pricing, rental pricing, and course-based structures. Aircraft rental rates can be configured across specific date ranges, while instructor and aircraft training rates are managed centrally and can be overridden at the course or enrolment level when needed.

Advanced Reporting & Data Exports

This module operates as an internal SQL console for administrators. Authorized users can run direct “SELECT” queries through the built-in editor to generate custom reports and export the results to Excel without relying on predefined filters.

Data Protection & System Reliability

To keep operations running without interruption, the platform performs regular backups of both the database and source code, protecting critical training records, operational data, and system configurations.

Key Lessons Learned

This project taught us that multi-site aviation platforms cannot rely on standalone modules. A single flight entry must simultaneously update aircraft-level data such as total airtime, total landings, fuel usage, maintenance hours, and calendar limits, while also feeding maintenance tracking and billing workflows. We also learned the importance of keeping operational and financial data consistent across multiple locations within one shared platform.