Account & Profile Management

This guide helps you understand your Flynapse account, what information you can see, and how to manage your profile. Learn about your roles, permissions, and how to access your account settings.

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Getting Started - Authentication & Onboarding

This section walks you through the complete process of creating your Flynapse account, logging in, and accessing your first AI copilot. Whether you’re a new user or returning to the platform, this guide covers everything you need to know.

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Creating Your Account

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Step 1: Registration

Accessing Registration:

1. Go to your Flynapse login page
2. Click “Sign Up” or “Create Account”
3. You’ll be taken to the registration form

Required Information:

• First Name: Your given name
• Last Name: Your family name
• Company: Your organization name (may be auto-filled from your domain)
• Email: Your work email address
• Password: Secure password (see requirements below)
• Confirm Password: Re-enter your password

Password Requirements:

• Length: 10-12 characters
• Uppercase Letter: At least one capital letter
• Number: At least one digit (0-9)
• Special Character: At least one special character (!@#$%^&*(),.?”:|<>)
• No Spaces: Password cannot contain spaces

Company Auto-Detection:

• If you’re accessing Flynapse through a company subdomain, your company name will be automatically filled in
• You can still edit this field if needed
• Make sure the company name matches your organization

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Step 2: Account Verification

Email Verification:

1. After submitting the registration form, check your email
2. Look for a verification email from Flynapse
3. Click the verification link in the email
4. You’ll be redirected back to the login page

If You Don’t Receive the Email:

• Check your spam/junk folder
• Wait a few minutes for delivery
• Contact your IT department if using a corporate email
• Try registering again if the email doesn’t arrive

Verification Code (Alternative):

• Some organizations may use verification codes instead of email links
• Enter the code you receive via email or SMS
• Click “Verify” to complete the process

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Step 3: First Login

Logging In:

1. Go to the Flynapse login page
2. Enter your email address
3. Enter your password
4. Click “Sign In”

What Happens Next:

• You’ll be automatically redirected to the copilots dashboard
• Your account will be set up with basic permissions
• You’ll see available copilots based on your organization’s setup

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Logging In

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Regular Login Process

Standard Login:

1. Email: Enter your registered email address
2. Password: Enter your password
3. Sign In: Click the sign-in button
4. Redirect: You’ll be taken to your dashboard

Remember Me:

• Check the “Remember me” box to stay logged in longer
• Useful for trusted devices
• Don’t use on shared or public computers

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Multi-Factor Authentication (MFA)

When MFA is Required:

• Your organization may have MFA enabled
• You’ll see an additional step after entering your password
• This adds an extra layer of security

MFA Process:

1. Enter your email and password as usual
2. You’ll see a “Multi-Factor Authentication” screen
3. Enter the 6-digit code from your authenticator app
4. Click “Verify” to complete login

MFA Setup:

• Your administrator will provide MFA setup instructions
• You’ll need an authenticator app (Google Authenticator, Authy, etc.)
• Follow the setup process to link your account

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Password Reset

Forgot Password:

1. Click “Forgot Password” on the login page
2. Enter your email address
3. Check your email for reset instructions
4. Follow the link to create a new password

New Password Setup:

1. Click the reset link in your email
2. Enter your new password (following the same requirements)
3. Confirm your new password
4. Click “Reset Password”
5. You’ll be redirected to login with your new password

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First-Time User Experience

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Initial Dashboard Access

What You’ll See:

• Copilots Dashboard: Overview of available AI assistants
• Your Role: Based on your organization’s setup
• Available Copilots: Only copilots you have access to
• Navigation Menu: Access to settings and other features

Copilot Access:

• MRO Co-Pilot: For maintenance and repair operations
• Pilot Co-Pilot: For flight operations and procedures
• AOCC Co-Pilot: For operations control center (if available)
• Crew Co-Pilot: For cabin crew operations (if available)

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Understanding Your Access

Permission-Based Access:

• You’ll only see copilots you have permission to use
• Access is controlled by your organization’s administrators
• Some copilots may show as “Coming Soon” if not yet available

Department-Specific Access:

• You may have access to specific departments only
• Your access depends on your role and department membership
• Contact your administrator if you need access to additional copilots

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Getting Started with Your First Copilot

Choosing a Copilot:

1. Look at the available copilots on your dashboard
2. Click on the copilot that matches your role:
   • MRO Engineers: Choose MRO Co-Pilot
   • Pilots: Choose Pilot Co-Pilot
   • Other Roles: Choose the most relevant copilot

Launching a Copilot:

1. Click the “Launch” button on your chosen copilot
2. You’ll be taken to the chat interface
3. Start by asking a simple question to test the system

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User Onboarding Process

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First-Time Setup

Account Activation:

1. Email Verification: Complete email verification process
2. Profile Completion: Ensure all required information is provided
3. Role Assignment: Administrator assigns appropriate roles
4. Department Assignment: Administrator assigns you to relevant departments
5. Permission Configuration: System configures your access based on roles

What Happens During Setup:

• Your account is created in the system
• Basic permissions are assigned based on your role
• You’re added to relevant departments
• Access to appropriate copilots is configured
• Welcome email is sent with next steps

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Administrator Onboarding

For Organization Administrators:

1. Organization Setup: Configure company information and settings
2. Department Creation: Set up departments for your organization
3. Role Definition: Create roles with appropriate permissions
4. User Invitation: Invite team members to join the platform
5. Access Configuration: Assign users to departments and roles

For Department Managers:

1. Team Setup: Add team members to your department
2. Role Assignment: Assign appropriate roles to team members
3. Permission Management: Ensure team members have necessary access
4. Training Coordination: Help team members get started with the platform

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New User Checklist

Before You Start:

• Complete email verification
• Review your assigned roles and permissions
• Understand which departments you belong to
• Know which copilots you have access to
• Have your administrator’s contact information

First Steps:

• Log in and explore the copilots dashboard
• Try launching your primary copilot
• Ask a simple question to test the system
• Review your account settings
• Familiarize yourself with the interface

Getting Help:

• Know who to contact for different types of issues
• Understand your organization’s support process
• Have access to training materials or documentation
• Know how to report problems or request changes

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Understanding Your Organization

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Organization Structure

Company Information:

• Organization Name: Your company’s official name
• Industry Type: Airlines, MRO, Training Organization, etc.
• Size: Number of users and departments
• Geographic Location: Primary operational regions

Department Structure:

• MRO Department: Maintenance, repair, and operations
• Pilot Operations: Flight crews and pilot training
• AOCC Department: Operations control center
• Cabin Crew: Flight attendants and cabin operations
• Administration: Management and support functions

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Role Hierarchy

Organization Level:

• Tenant Owner: Full access to organization settings and all features
• Organization Administrator: Manage users, roles, and departments
• Billing Administrator: Handle subscription and usage information

Department Level:

• Department Manager: Manage team members within their department
• Senior Staff: Advanced users with additional permissions
• Regular Users: Standard access based on their role

User Level:

• Engineer: Access to MRO Co-Pilot and maintenance documents
• Pilot: Access to Pilot Co-Pilot and flight procedures
• Operations Staff: Access to AOCC Co-Pilot and operations documents
• Cabin Crew: Access to Crew Co-Pilot and cabin procedures

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Access Control

Permission Levels:

• Organization-Wide: Apply to the entire organization
• Department-Specific: Apply only to specific departments
• Role-Based: Based on assigned roles and responsibilities
• Individual: Specific to your account and needs

Access Types:

• Read-Only: View documents and information
• Interactive: Use AI copilots and chat features
• Collaborative: Add comments and share information
• Administrative: Manage users, roles, and settings

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Security and Compliance

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Account Security

Password Security:

• Strong Passwords: Use complex passwords that meet all requirements
• Regular Updates: Change your password regularly
• Unique Passwords: Don’t reuse passwords from other systems
• Password Manager: Consider using a password manager for security

Device Security:

• Trusted Devices: Only log in from devices you trust
• Secure Networks: Use secure, trusted internet connections
• Regular Updates: Keep your devices and browsers updated
• Logout: Always log out when using shared or public computers

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Data Protection

Information Handling:

• Confidential Information: Treat all platform information as confidential
• Access Control: Only access information you’re authorized to see
• Data Sharing: Be careful when sharing information outside the platform
• Reporting: Report any security concerns immediately

Compliance Requirements:

• Industry Standards: Follow aviation industry security standards
• Company Policies: Adhere to your organization’s security policies
• Regulatory Requirements: Comply with relevant aviation regulations
• Audit Trail: Understand that all actions are logged and monitored

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Troubleshooting Common Issues

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Registration Problems

“Email Already Exists” Error:

• You may already have an account
• Try logging in instead of registering
• Contact your administrator if you can’t remember your password

“Invalid Company” Error:

• Make sure you’re using your work email address
• Check that your company is set up in the system
• Contact your administrator for company setup

Password Requirements Not Met:

• Review the password requirements carefully
• Make sure your password meets all criteria
• Try a different password if issues persist

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Login Problems

“Invalid Credentials” Error:

• Check your email address for typos
• Verify your password is correct
• Try resetting your password if needed

“Account Not Verified” Error:

• Check your email for verification instructions
• Click the verification link in your email
• Contact support if verification link has expired

“MFA Code Invalid” Error:

• Make sure you’re using the current code from your authenticator app
• Check that your device time is correct
• Try generating a new code

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Access Problems

“No Copilots Available” Message:

• Your account may not have been fully set up
• Contact your administrator to check your permissions
• You may need to be assigned to a department

“Access Denied” Errors:

• You may not have permission for that feature
• Check with your administrator about your role
• Make sure you’re logged in with the correct account

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Getting Help

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Self-Service Resources

In-App Help:

• Look for help icons (?) throughout the interface
• Check tooltips and help text on buttons and forms
• Review error messages for specific guidance

Documentation:

• Refer to this guide for step-by-step instructions
• Check other user guides for specific features
• Look for video tutorials in the help section

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Contacting Support

For Technical Issues:

• Contact your organization’s IT support first
• Check your internet connection and browser
• Try refreshing the page or clearing your browser cache

For Access Issues:

• Contact your administrator about permissions
• Ask about your role and department assignments
• Request access to additional copilots if needed

For Account Issues:

• Contact your administrator for account changes
• Ask about password resets and MFA setup
• Report any suspicious activity immediately

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Emergency Access

If You’re Locked Out:

• Try the password reset process
• Contact your administrator for immediate assistance
• Use alternative contact methods if your email is compromised

If You Can’t Access Your Copilots:

• Check that you’re using the correct login URL
• Verify your organization’s Flynapse setup
• Contact your administrator for access verification

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Accessing Your Account Information

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Finding Your Account Settings

From the Main Interface:

1. Click on your profile picture in the top-right corner
2. Select “Settings” from the dropdown menu
3. You’ll be redirected to your account settings

From the Copilots Dashboard:

1. Look for the user menu in the top-right corner
2. Click on your avatar or profile picture
3. Choose “Settings” from the menu options

Direct Navigation:

• You can also go directly to /settings in your browser
• The system will automatically redirect you to the appropriate settings page based on your role

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Understanding Your Settings Access

Role-Based Settings:

• Tenant Owners: Access to organization-wide settings
• Department Managers: Access to department team management
• Regular Users: Access to personal account information only

Automatic Redirects:

• The system automatically takes you to the right settings page
• You’ll see different options based on your role and permissions
• Some settings may not be visible if you don’t have the necessary permissions

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Your Account Information

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Personal Details

What You Can See:

• Name: Your display name (first and last name)
• Email: Your login email address
• User ID: Your unique identifier in the system
• Account Status: Whether your account is active

What You Cannot Change:

• Email Address: Contact your administrator to change
• User ID: This is system-generated and cannot be changed
• Account Status: Managed by administrators

Information Display:

• Personal details are shown in a clean, organized format
• Information is read-only for security reasons
• Contact your administrator if any information is incorrect

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Role Information

Your Assigned Roles:

• Role Names: All roles assigned to you
• Role Descriptions: What each role means
• Department Association: Which department each role belongs to
• Effective Date: When the role was assigned

Understanding Your Roles:

• You may have multiple roles with different permissions
• Roles determine what you can access in the system
• Some roles are organization-wide, others are department-specific
• Changes to your roles affect your permissions immediately

Role Examples:

• Tenant Owner: Full access to organization settings
• Department Manager: Can manage team members in your department
• Engineer: Access to MRO Co-Pilot and documents
• Pilot: Access to Pilot Co-Pilot and flight procedures
• Viewer: Read-only access to documents

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Department Membership

Your Departments:

• Department Names: Which departments you belong to
• Department Roles: Your specific role within each department
• Access Level: What you can do in each department
• Membership Status: Whether you’re an active member

Department Information:

• You may belong to multiple departments
• Each department may have different permissions
• Your access is combined from all your department memberships
• Contact your administrator if you need to join additional departments

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Permission Overview

What You Can Do:

• View Documents: Access to technical documentation
• Chat with AI: Use AI copilots
• Add Comments: Leave comments on documents
• View Users: See other users in your organization
• Manage Users: Add or modify users (if you have this permission)
• Manage Roles: Create or modify roles (if you have this permission)

Permission Sources:

• Permissions come from your assigned roles
• You get permissions from all your roles combined
• Some permissions are organization-wide, others are department-specific
• Changes to your roles immediately affect your permissions

Understanding Permission Levels:

• Organization Level: Apply to the entire organization
• Department Level: Apply only to specific departments
• User Level: Apply only to your individual account

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Account Settings by Role

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For Regular Users

What You Can See:

• Personal Details: Your name, email, and basic information
• Your Roles: What roles you have been assigned
• Your Departments: Which departments you belong to
• Your Permissions: What you can do in the system

What You Cannot Change:

• Personal Information: Contact your administrator
• Roles and Permissions: Managed by administrators
• Department Membership: Managed by administrators
• Account Settings: Most settings are read-only

How to Request Changes:

1. Contact your administrator for any account changes
2. Explain what you need changed and why
3. Provide any necessary documentation
4. Follow up if changes aren’t made promptly

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For Department Managers

Additional Access:

• Team Management: Manage users in your department
• Role Assignment: Assign roles to team members
• Department Settings: View department-specific information
• User Management: Add or remove team members

Team Management Features:

• View all team members in your department
• Assign roles to team members
• Remove users from your department
• Create department-specific roles

Department Settings:

• View department information and statistics
• See team member activity and usage
• Manage department-specific permissions
• Coordinate with other department managers

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For Tenant Owners

Full Access:

• Organization Settings: Manage entire organization
• User Management: Add, modify, or remove any user
• Role Management: Create, modify, or delete roles
• Department Management: Create, modify, or delete departments
• Billing Information: View usage and billing details

Organization Management:

• Set up and manage departments
• Create and assign roles
• Manage user access and permissions
• View organization-wide statistics and usage

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Understanding Your Access

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Permission Breakdown

Document Access:

• View Documents: Can read technical documentation
• Download Documents: Can save documents for offline use
• Add Comments: Can leave comments on documents
• Share Documents: Can share documents with team members

AI Copilot Access:

• Chat with AI: Can use AI copilots to ask questions
• View Chat History: Can see previous conversations
• Share Responses: Can share AI responses with others
• Export Information: Can copy or export AI responses

User Management (if applicable):

• View Users: Can see other users in the organization
• Add Users: Can invite new users to the system
• Modify Users: Can change user information and roles
• Remove Users: Can remove users from the system

Administrative Access (if applicable):

• Manage Roles: Can create, modify, or delete roles
• Manage Departments: Can create, modify, or delete departments
• Manage Organization: Can change organization settings
• View Billing: Can see usage and billing information

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Access Restrictions

What You Cannot Access:

• Information outside your assigned departments
• Features you don’t have permissions for
• Other users’ personal information (unless you’re an administrator)
• Organization settings (unless you’re a tenant owner)

Why Access Might Be Restricted:

• Your role doesn’t include certain permissions
• You’re not assigned to the relevant department
• Your organization has specific access policies
• Your account is pending approval or activation

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Troubleshooting Account Issues

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Common Account Problems

“Access Denied” Errors:

• Cause: You may not have permission for that feature
• Solution: Check your account settings for your permissions
• Prevention: Understand your role and its limitations

Missing Information:

• Cause: Your account may not be fully set up
• Solution: Contact your administrator to complete setup
• Prevention: Ensure your account is properly configured

Incorrect Role Information:

• Cause: Your roles may have changed or been misassigned
• Solution: Contact your administrator to verify your roles
• Prevention: Keep your administrator informed of role changes

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Getting Help with Your Account

Self-Service Steps:

1. Review your account settings carefully
2. Check your roles and permissions
3. Verify your department memberships
4. Try logging out and back in

Contacting Support:

1. Administrator: For role and permission issues
2. IT Support: For technical problems
3. Flynapse Support: For platform-specific issues
4. Department Manager: For department-related questions

Providing Information:

• Your email address and user ID
• What you’re trying to access
• Any error messages you’re seeing
• Your current role and department information

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Best Practices

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Managing Your Account

Keep Information Current:

• Notify your administrator of any changes to your information
• Update your contact information if it changes
• Report any discrepancies in your account information

Understand Your Access:

• Know what you can and cannot do in the system
• Ask for clarification if you’re unsure about your permissions
• Don’t try to access features you don’t have permission for

Security Best Practices:

• Don’t share your login credentials
• Log out when using shared computers
• Report any suspicious activity immediately
• Keep your password secure and change it regularly

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Working with Administrators

Requesting Changes:

• Be specific about what you need changed
• Provide justification for your request
• Follow up if changes aren’t made promptly
• Be patient with the approval process

Reporting Issues:

• Provide detailed information about problems
• Include error messages and screenshots if possible
• Explain what you were trying to do when the issue occurred
• Follow up to ensure issues are resolved

Staying Informed:

• Ask about new features and capabilities
• Request training on new functionality
• Stay updated on policy changes
• Participate in user feedback and surveys

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Manage your Flynapse account effectively and understand your role in the organization