Document library: overview
What it is
Section titled “What it is”The document library is a single screen per syndicate that lists every PDF, photo, or scan attached to the syndicate or any of its assets. It is grouped into sections so you can see at a glance which document belongs to which owner: syndicate-level first (insurance arrangements, the syndicate agreement, house rules), then one section per asset (Airworthiness Review Certificate, Certificate of Registration, radio licence, Pilot’s Operating Handbook).
A separate, pilot-only screen called My documents holds your medical certificate and pilot licence. Those documents belong to you, not to any syndicate, and never appear in the syndicate library. See Pilot documents.
Who can use it
Section titled “Who can use it”- Members: read-only access to every document in the syndicate library, plus full control of their own pilot documents.
- Admins: can additionally upload, replace, edit, and delete syndicate-level and asset-level documents. Per-section “+” buttons appear only for admins.
A syndicate’s documents are visible to every member of that syndicate. There is no per-document visibility toggle.
Where to find it
Section titled “Where to find it”In the app:
- Open the syndicate.
- Tap Documents on the dashboard, or open any asset and tap the Documents stat tile to land on that asset’s section.
Routes:
| Screen | Route |
|---|---|
| Library (all sections) | /syndicates/:syndicateId/documents |
| Library focussed on an asset | /syndicates/:syndicateId/documents?focus=asset-<assetId> |
| Document viewer | /syndicates/:syndicateId/documents/:documentId |
| Upload | /syndicates/:syndicateId/documents/upload |
| My documents (pilot) | /settings/documents/mine |
Sections of the screen
Section titled “Sections of the screen”Each section corresponds to one owner (the syndicate or a single asset).
| Header element | What it does |
|---|---|
| Section title | The owner’s name. For asset sections, the asset registration. |
| + button (admin only) | Opens the upload screen with this section’s owner pre-selected. There is no global add button; the affordance lives on the section it applies to. |
| Available offline badge | Shown on the syndicate section and on every asset section when the syndicate has exactly one asset. Indicates the section’s documents are cached on the device unconditionally. See Offline document cache. |
| Per-asset offline Switch | Shown on each asset section in multi-asset syndicates, on iOS and Android only. Off by default. Turning it on caches that asset’s documents on the device. |
Each document row inside a section is deliberately spare: an owner icon, the document’s title, its type on the line beneath, and a chevron. Expiry dates and upload dates are not listed here; open a document to see or change its expiry.
On iOS and Android the row additionally carries an offline mark immediately before the chevron, saying whether that file is on this device right now: a tick for Saved on this device, an outline cloud for Not saved on this device, a question mark for Offline status unknown. It is a narrower claim than the section header’s Available offline badge, which describes the rule covering the section rather than whether a given file has finished downloading, and the two can honestly disagree while a download is in flight. See Offline document cache.
Tap a row to open the document viewer.
Behaviour rules
Section titled “Behaviour rules”- One library per syndicate. The library is the single source of truth; there is no separate “asset documents” page. Opening an asset’s Documents stat tile deep-links into the library with that asset’s section highlighted.
- No per-document visibility. Every member of the syndicate sees every document in the library. Sensitive documents that are not meant for the whole syndicate (for example, a member’s medical certificate) belong on My documents instead, where they are owner-scoped and admins cannot see the file.
- Empty sections are still shown. A section without any documents yet still renders its header so admins can see the + button. Members see the empty section so the library structure stays predictable.
- The library never says it is empty while it is still being read. “This syndicate has no aircraft” is a different answer from “the aircraft have not arrived yet” and from “the aircraft could not be read”, and the screen now tells the three apart. The syndicate’s own section appears as soon as its documents do, since it depends on no aircraft; the per-asset sections wait, showing a loading indicator where they will be. If the aircraft cannot be read, that space carries a short message saying so and a Retry control, because that is the state that never corrects itself on its own. The whole-library “no documents” message appears only when the aircraft list has come back genuinely empty and the syndicate holds no documents of its own. A refresh that fails after a good read keeps the aircraft already listed rather than dropping them.
- Replacement creates a new record. Replacing a document creates a new record atomically and removes the old one; there is no version history. See Replace a document.
- Web shows neither badge nor toggle, and no row marks. The offline cache only exists on iOS and Android, so on web every offline affordance is hidden entirely, per-section and per-document alike. A mark on web would be a claim about storage that does not exist there.
For why the library is one consolidated screen rather than per-asset views, see How offline document caching works.