Pilot Registration

Control how pilots join your Virtual Airline - from automatic registration to manual review, plus settings for removals, merges, and rejoining.

Accessing Registration Settings

In Orwell, go to Settings → Pilot Registration. You need the View Airline Settings permission.

Basic Registration

Setting	Description
Login/Register Link Modifier	Your unique URL slug. Creates your registration link: vamsys.io/register/your-slug
Rules Page	If set, pilots must accept these rules during registration
Default to Imperial Units	New pilots default to imperial (lbs) instead of metric (kg) weight units

Registration Review

By default, pilots are automatically registered. Enable Review Registrations to manually approve each application before a pilot account is created.

How Review Works

1. Pilot submits registration through your register page

2. They receive the "Registration Received" email and see your custom review message

3. Application appears in Orwell → Pilots → Registrations

4. Staff reviews and accepts or rejects

5. Pilot receives appropriate email and (if accepted) their account is created

When review is enabled, configure Review Page Message for Pilots - this is shown after they submit their registration.

Reviewing Applications

Go to Orwell → Pilots → Registrations. You need the View Pilot List permission. The navigation badge shows pending application count.

For each application you can see:

• Applicant name and email (if email visibility enabled)

• Network IDs (VATSIM, IVAO, POSCON)

• Registration route (direct, PSA, etc.)

• Application and user registration dates

• Previous pilot accounts at your VA

• Total pilot accounts across all VAs

Accepting Applications

Click the green checkmark to accept. The pilot account is created immediately and they receive the "Registration Complete" email.

Rejecting Applications

Click the red X to reject. You must provide:

• Reject Reason (required) - Internal reason for your records

• Preset (optional) - Select from saved rejection presets to populate the public reason

• Reject Public Reason (optional) - Shown to the pilot. If left empty, no rejection email is sent

Registration Emails

Go to Settings → Registration Emails to customise email templates. Requires a Support Email to be set in Basic Settings.

Email	When Sent
Registration Received	When pilot submits registration for review (only if review enabled)
Registration Complete	When pilot account is created (immediate or after approval)
Registration Rejected	When application is rejected (only if public reason provided)

Available template variables: {first_name}, {last_name}, {username}, {login_url}, {support_url}, {support_email}, {reason} (rejection reason)

Email Content Tips

Registration Received:

• Set expectations - explain the review process and typical wait time

• Welcome them to the community even before approval

• Include {support_email} if they have questions

Registration Complete:

• Welcome them properly - this is their first impression

• Include {login_url} prominently

• Link to getting started guides or first flight instructions

• Mention Discord or other community channels

Registration Rejected:

• Use {reason} to show the public rejection reason

• Be professional and respectful

• Explain if and how they can reapply

Removal, Merges and Rejoining

Setting	Description
Removed Pilot Digest	Receive daily email listing pilots removed that day. Select a staff recipient.
Discard Data on Merge	When users merge accounts, discard PIREPs from the secondary pilot account.
Enable Pilot Account Reset	Allow pilots to reset their account, moving history to vAMSYS Robot.
Rejoining	Allow removed pilots to rejoin (unless permanently removed).
Reuse Username on Rejoin	Give rejoining pilots their previous username instead of a new one.
Restore Data on Rejoin	Restore PIREPs and bookings for rejoining pilots (username not included).

Alternative Entry Routes

Pilots can join your VA through:

• Direct registration - Your register page link

• Pilot Sharing Agreements - Pilots from partner VAs can join easily. See Pilot Sharing Agreements.

• MyNextAirline - vAMSYS VA directory where pilots can discover VAs. Links to your direct registration page.

Pilot Invites

Pilot Invites let staff directly create pilot accounts without the pilot going through registration. This is useful for VA migrations, bulk pilot setup, or creating transfer PIREPs for existing pilots.

Access Pilot Invites in HQ → Pilot Invites. You need the View Pilot List permission.

How It Works

When you create an invite, the system processes it within 20-30 minutes:

1. User account - If the email does not exist in vAMSYS, a new user account is created and login credentials are emailed to them

2. Pilot account - A pilot account is created at your VA, bypassing registration review

3. Transfer PIREP - If hours, points, or bonus points are specified, a manual transfer PIREP is created

Creating an Invite

Click Create Invite and enter:

Field	Description
First Name	User's first name (for new accounts)
Last Name	User's last name (for new accounts)
Email	Email address (used to find existing user or create new)
Hours	Hours to award via transfer PIREP (0 for none)
Points	Points to award via transfer PIREP (0 for none)
Bonus Points	Bonus points to award via transfer PIREP (0 for none)
Count Weight	How many PIREPs this transfer should count as (default: 1)

Use Cases

• VA Migration - Moving from another platform? Import pilots with their hours and points intact.

• Initial VA Setup - Create founding pilot accounts with appropriate starting ranks.

• Missed Transfer Window - Pilot missed the rank transfer deadline? Create an invite for their existing email with hours/points to award a transfer PIREP.

• Award Hours/Points - For existing pilots, create an invite with their email to award a transfer PIREP without affecting their account.

Important Notes

• Invites process within 20-30 minutes, not immediately

• Duplicate invites for the same email are prevented

• New users receive login credentials by email

• Existing vAMSYS users get a pilot account added without a new email

• Pilot accounts bypass registration review

• Banned users cannot be invited

Tips

• Share your register link - Include it on your website, Discord, and promotional materials.

• Review promptly - If using registration review, check applications regularly. Long waits lose pilots.

• Create rejection presets - Save time with pre-written reasons for common rejection scenarios.

• Consider your rejoin policy - Allowing rejoins with data restoration gives pilots second chances without losing history.

Related

• Pilot Sharing Agreements - Partner with other VAs for easy pilot transfers

• Activity Requirements - Set requirements for new and ongoing pilots