Overview
An Instructor Hours Report provides a clear view of how instructors are spending their time, helping flight schools track instructional activity. It supports operational planning by highlighting instructor availability, training throughput, and overall utilization. The report also strengthens oversight for compliance and quality by documenting instructional hours for audits and identifying trends that may impact student progress or safety.
Why It Matters
It matters because instructor hours directly drive training capacity, revenue, and safety. Understanding how instructors spend their time helps a flight school ensure fair workloads, accurate payroll, efficient scheduling, and consistent student progress. It also provides essential visibility for operational planning and regulatory compliance, making it a key tool for running a safe, efficient, and financially healthy training operation.
Steps to Build Report
Use the Flight/Class Detail Report in FSP Reporting:
Access Reporting: Log into Flight Schedule Pro and go to Reporting
Select Create -> Build Analysis
Select a Dataset: Choose “Flight/Class Details”
Configure Parameters:
Include Fields (Additional as desired): Flight Date, Instructor, Total instruction, Total Ground Instruction, Total Flight Instruction
Filter Parameters
Set a date range filter to ensure only activity within the required timeframe is included.
Filter by instructor
Filter by Instructor Not = (blank)
Filtering ensures only valid, relevant data appears in the report.
Group by Instructor
Click the header of the Instructor field and select Group to consolidate activity by instructor.
Grouping combines all flights and classes for each instructor, creating a clear and organized set of data.
Aggregate the Data
Select the field you want to aggregate (ex: Total Instruction)
Apply the Sum function to calculate each instructor’s total hours.
This provides clear totals for flight instruction, ground instruction, and overall instructional time.
Save the report.
Actions to Take
Once the report has been built and you have the data needed, export the report in FSP to an Excel file.
Best Practices for Instructor Hours Reporting
Ensure Data Accuracy at the Source
Confirm instructors are consistently added to reservations and actuals.
Encourage staff and instructors to close out flights promptly to maintain accurate time logs.
Use Consistent Date Ranges
Standardize reporting periods (ex: weekly, monthly, per pay cycle) to make comparisons easier and trends more visible.
Use Filters Efficiently
Apply instructor filters when auditing an individual’s hours.
Use “Instructor Not = (blank)” for quality control to avoid unassigned or incomplete entries.