Pilot scheduling, reinvented

Pilot Scheduling Software Built for Charter Aviation

Q: What is pilot scheduling software?

Pilot scheduling software automates the process of finding, notifying, and confirming flight crew for upcoming trips. Instead of making individual phone calls, operators post a trip once and the software broadcasts it to all eligible pilots simultaneously, capturing responses and confirmations in a real-time dashboard.

Q: Is CrewBench built for small charter operators?

Yes — CrewBench was designed specifically for charter and on-demand aviation, including small teams running 1–5 aircraft. The free plan supports up to 3 trips per month with unlimited pilots, which is enough to evaluate the product before committing. Most operators upgrade to Pro within the first month.

Q: Do pilots need to download an app to respond?

Pilots can use the CrewBench iOS & Android app for the best experience, including proactive availability updates and trip history. Alternatively, they can respond via a one-tap magic link sent by SMS or email — no account or download needed. Both options update your dashboard in real time.

Q: How is CrewBench different from general scheduling software?

Unlike general workforce schedulers (Calendly, When I Work, etc.), CrewBench is purpose-built for aviation crew. It understands type ratings, medical currency, seniority order, and Part 135 audit requirements. You will not be forcing a generic scheduling tool to fit an aviation workflow.

Q: Can I see which pilots responded and which did not?

Yes. CrewBench shows every pilot's response status — available, unavailable, or no response — in real time on your trip dashboard. You can see exactly who was notified, when, and how they responded. That data is also available for audit exports if required.

Stop chasing pilots by phone. CrewBench notifies your entire bench in one click, captures responses instantly, and gets your crew confirmed before the trip goes cold.

Start free — no card needed See how it works

< 5 min Average crew confirmation

89% Average trip fill rate

App + SMS iOS & Android app available

The problem

Scheduling pilots by phone is costing you trips

Most operators still schedule pilots the same way they did in 2010. Three calls, a voicemail, a text to the wrong number. There is a better way.

📞

You're making the same calls every time

Every new trip means hunting through your contacts, leaving voicemails, and waiting. Meanwhile the charter is going to someone else.

⏰

Last-minute trips are the hardest to fill

When a trip pops up with 4 hours' notice, you need simultaneous responses from multiple pilots. Phone trees do not scale to that.

🗂️

No system means no visibility

Which pilots are available next Thursday? Who has the right type rating? Without scheduling software, you are guessing — and guessing wrong has consequences.

The solution

Scheduling software that works at the speed of charter

CrewBench automates the notification and response process so you can focus on running trips, not chasing crew.

One-click crew broadcast

Post a trip and every qualified pilot on your roster gets an SMS and email simultaneously. Responses come back in real time — no follow-up required.

Role and type-rating filters

Need a Captain on a Citation XLS? Filter by role, aircraft type, or base before you send. Only qualified pilots get notified — no wasted messages.

Pilot response in seconds

Pilots tap Available or Unavailable directly from the SMS link — no login, no app download required. Your dashboard updates the moment they respond.

Availability calendar

See at a glance which pilots are free across the week before you post anything. Stop calling pilots who are already committed elsewhere.

CrewBench customer

Real operator stories

"I used to spend 45 minutes filling every single trip. Now I post it in CrewBench and I usually have two confirmed pilots before I have finished my coffee. The time savings alone are worth the switch."

James R. Chief Pilot · Miami

FAQ

Common questions about pilot scheduling software

What is pilot scheduling software? +

Pilot scheduling software automates the process of finding, notifying, and confirming flight crew for upcoming trips. Instead of making individual phone calls, operators post a trip once and the software broadcasts it to all eligible pilots simultaneously, capturing responses and confirmations in a real-time dashboard.

Is CrewBench built for small charter operators? +

Yes — CrewBench was designed specifically for charter and on-demand aviation, including small teams running 1–5 aircraft. The free plan supports up to 3 trips per month with unlimited pilots, which is enough to evaluate the product before committing. Most operators upgrade to Pro within the first month.

Do pilots need to download an app to respond? +

Pilots can use the CrewBench iOS & Android app for the best experience, including proactive availability updates and trip history. Alternatively, they can respond via a one-tap magic link sent by SMS or email — no account or download needed. Both options update your dashboard in real time.

How is CrewBench different from general scheduling software? +

Unlike general workforce schedulers (Calendly, When I Work, etc.), CrewBench is purpose-built for aviation crew. It understands type ratings, medical currency, seniority order, and Part 135 audit requirements. You will not be forcing a generic scheduling tool to fit an aviation workflow.

Can I see which pilots responded and which did not? +

Yes. CrewBench shows every pilot's response status — available, unavailable, or no response — in real time on your trip dashboard. You can see exactly who was notified, when, and how they responded. That data is also available for audit exports if required.

Pilot Scheduling Software Built for Charter Aviation

Scheduling pilots by phone is costing you trips

Scheduling software that works at the speed of charter

Common questions about pilot scheduling software

Related solutions

Pilot scheduling that takes seconds, not hours