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Syndik8

Upload your pilot medical and licence

This tutorial walks you through uploading your pilot documents (your aeromedical certificate and your Part-FCL licence) onto Syndik8. The medical has an extra step compared to ordinary documents because it’s health data, and Syndik8 stores it only on your explicit consent. By the end you’ll have both documents on file, expiry reminders running for the medical, and your syndicate’s admins able to see at a glance that you’re current. Plan on about ten minutes, including reading the consent screen carefully (we want you to).

You’ll need:

  • A photo or PDF of your medical certificate, with its expiry date visible.
  • A photo or PDF of your pilot licence.
  • To be signed in to Syndik8. You don’t have to be an admin of anything; pilot documents are personal.

Step 1: Open My documents

Section titled “Step 1: Open My documents”

In Settings, find the Pilot documents section and tap My licences and medicals. You’ll see two tiles: Medical and Licence. Both start in Not uploaded state.

These two tiles are the only place pilot documents live. They are deliberately separate from the syndicate library: your medical is yours, not the syndicate’s, and members of your syndicate cannot see it.

Step 2: Upload your medical

Section titled “Step 2: Upload your medical”

On the Medical tile, tap Upload.

Because this is your first medical upload, the Medical consent screen opens before anything else.

Read it properly. It says, in plain language:

  • What will be stored: the certificate file, the expiry date you enter, a timestamp recording your consent, and the version of the consent wording you accepted.
  • What won’t be stored: date of birth, medical class (Class 1, Class 2, LAPL, PMD), limitations on the certificate, clinical commentary, or who examined you.
  • Who sees what: only you see the file itself; admins of your syndicate(s) see a chip telling them “yes, has medical; expires on this date” and nothing more.
  • Your continuing responsibility: you remain pilot-in-command and Syndik8 does not interpret medical content. See Pilot-in-command responsibility.
  • Your rights: you can withdraw consent at any time by deleting your medical; the medical and the consent record are both removed (see Withdraw medical consent).

If anything on the screen gives you pause, tap Decline; the upload is aborted, no file is touched, and no record of you having seen the screen is kept. To continue, tap Accept.

Behind the scenes, accepting records the time of your consent and which version of the wording you accepted, against your account. The next steps depend on this: the server will refuse to store a medical for you without it.

Step 3: Pick the certificate file

Section titled “Step 3: Pick the certificate file”

The upload screen opens. Tap Choose file and pick the certificate from your device: a PDF from your aeromedical examiner, a photo of the paper certificate, or a scan. Files must be PDF, JPEG, PNG, or WebP and no larger than 20 MB.

The Title fills in automatically with the document-type name (“Medical”). Edit it to something more specific if you like, for example Class 2 Renewed Apr 2026.

Step 4: Pick the expiry date

Section titled “Step 4: Pick the expiry date”

The Expiry field is mandatory for medicals. Tap it; a date picker opens. Pick the date printed on your certificate.

This is the date that drives the renewal reminders. Get it right, but don’t agonise. If you mis-set it, replace the file later and correct the date in the same step.

Tap Upload.

You’ll see a Document uploaded. confirmation and return to My documents. The Medical tile now shows the title, the expiry date, and a coloured chip telling you how comfortably current you are.

Step 5: Add your pilot licence

Section titled “Step 5: Add your pilot licence”

Tap Upload on the Licence tile.

There’s no consent screen this time; the licence is ordinary personal data, not health data. There’s also no expiry field: Part-FCL licences are indefinite. (Ratings on them expire, but Syndik8 doesn’t track ratings.)

Pick the file, edit the title if you like, tap Upload. The Pilot licence tile flips to Uploaded.

Step 6: Confirm what your admins see

Section titled “Step 6: Confirm what your admins see”

Switch syndicates if you have several. Open your admin’s view of the Members tab (you’ll need to either ask an admin to look, or sign in as one if you’re an admin yourself).

Each member row carries an attention chip in the documents column. Yours now shows the medical with its expiry date, and the licence with the date you uploaded it. The chip is the only thing admins see about your pilot documents; they cannot tap through to view the file, and the medical class and clinical content are not visible to them anywhere.

Step 7: Set a reminder in your head, too

Section titled “Step 7: Set a reminder in your head, too”

Syndik8 will remind you at 60, 30, and 7 days before the medical expires, and again on the day it lapses. The reminder is delivered to your account, not to your admins. Your admins see the expiry on their members tab but they are not on the hook for renewing your medical: you are.

If you’ve enabled email notifications in Settings → Notification preferences, the same reminders also reach your inbox. Otherwise they live in the in-app bell.

You’re done

Section titled “You’re done”

Your medical and your pilot licence are on file. The medical will remind you of its own renewal, the licence sits quietly. Your syndicate’s admins see the right amount about both (currency, not contents), and the rest of your fellow members see nothing.

If you change your mind, you can:

  • Replace either document with a renewed copy via My documents → Replace.
  • Delete either via My documents → Delete. Deleting your medical also withdraws consent and clears the consent record. You’ll see a warning before you confirm. See Withdraw medical consent.

Useful follow-ups: