Connecting to schedulers and other external flight sources

For many people, importing flights into MyFlightbook is a one-and-done process: you transcribe a logbook from paper or export it from another logbook, import that, and thereafter you enter each flight one-at-a-time.

But MyFlightbook has additional ways to pull flights from other sources on an ongoing basis.  As of this writing, MyFlightbook can connect to three separate airline scheduling systems (Leon, RosterBuster, and Flight Crew View), as well as debriefing services from CloudAhoy and FlySto, and you can pull flights from all of these except for FlySto (which is push-from-MyFlightbook only).

The process for each of these is the same: First, you must do a one-time authorization, which grants permission for MyFlightbook to access your information on the external site.  Then, whenever you want to import flights, you use the Import functionality on the website to import flights that fall within a particular date range.

Authorization

To grant authorization to MyFlightbook to access your data, use the website to to to Profile/Preferences and expand the section titled "Airline Scheduling Systems" or "Debriefing Services".

Next to the service you wish to use, follow the instructions to set up the authorization.  You will be taken to the service and asked to sign in there (if you're not already signed in) to prove that you are authorized to access the account.  The service should prompt you to confirm that you want to grant MyFlightbook access to your data.  You will then be redirected back to MyFlightbook.

If you later wish to revoke your authorization, you can do also from Profile/Preferences.

That's all there is to it!

Pulling flights

When you want to pull flights from the service, you'll again use the website.  Go to Logbook/Import, and you'll see options for the services that you have set up.  

Click on the appropriate service and you will be asked to specify a date range.  

Some services require both a start date and an end date, but for most these are optional; if you leave an optional start date unspecified, then it will pull in all flights up to the end date; if you leave an optional end date unspecified, it will pull in all flights after the start date, and if you leave both empty, then all data will be pulled.

The system will then try to pull in the matching flights, and will put them all into your pending flights (Logbook/Pending Flights), where you can review them, make any changes as needed, and then add them to your logbook proper.

Why do these flights to into Pending flights and not directly into your logbook?  There are two main reasons:

• Probably the most important reason is to avoid duplicate flights.  There is no reliable way to definitively say that flight X on, say, Flight Crew View is the same flight as flight Y on MyFlightbook, and therefore distinguish a new flight from an update (possibly accidental, and reverting data!) of an existing flight.  And it's very easy to accidentally import the same flight multiple times.
• Imported flights often need additional data or errors to be fixed before they can be committed to your logbook; Pending Flights can have errors that flights in your logbook are not allowed to have.  Two very common examples here are future flights that are in your schedule but are not yet flown, and flights that do not have a specific aircraft identified.  But you may also want to fill in your role in the flight, the amount of instrument flight or approaches performed or any number of additional details.

Note too that the system will automatically perform autofill on each flight according to your autofill settings (Profile/Preferences) on import.

MyFlightbook has a generalized architecture now for pulling in flights from an external source, so as new partners become available, they can be added with minimal effort.

Flight Coloring as an error checking tool

In the pharmaceutical world, it's called "off label use;" in social media, it's called "life hacks."  Regardless of the name, I love it when folks find a way to repurpose functionality that was designed for one problem to solve something for which it wasn't designed.

MyFlightbook has "flight coloring" functionality, whereby you can give a name to a search and highlight flights that match the conditions of the search with one color or another.  The idea was that you might highlight your checkrides, or you might highlight charity flights.

I confess I had not really thought about flights that might match several such searches, and therefore I hadn't thought about which color "wins" in such a scenario.  Why would I?

But the other day, a user asked me about this because he was using flight coloring to highlight his airline flights (so jet flights where he was SIC and was flying under Part 121) and wanted to find the flights where he had neglected to tag the flight as having been conducted under Part 121.  He had set up a saved search with one color to highlight all of the Jet/SIC flights, and another search with a different color for Jet/SIC flights that lacked the "Part 121 Flight" property.  

The (brilliant) idea here is that the different colors could help him visually identify inconsistencies in his logbook that he wanted to catch: if he logged a flight and forgot to tag it as part 121, it would show up differently, immediately showing him that he had forgotten something.

I love this idea and I think it can be applied to all sorts of consistency checks that pilots may want to do.  But alas, it only works if you know the answer to the question above: what happens if a flight matches multiple searches?  When I implemented flight coloring, I never really gave much thought to that; I just left it undefined, and when he asked, I thought it might even be non-deterministic which color wins.

Well, I took a look at the code to answer the pilot's question about this, and it is deterministic; since this is a great "off-label" use for the functionality, I think I will formally commit to preserving this functionality.

Specifically, the rule is pretty simple: to determine the color (if any) for a flight, I test a flight against any colored searches in alphabetical order by the name of the search, and apply the color of the first search that matches.

So in the scenario above, the pilot would define two searches:

• A query that checks for a flight that is in a jet and which has SIC time logged, and which does NOT have a part 121 property, with color A, and a title like "1. Jet/SIC - No 121"
• A second query that checks for a flight in a jet with SIC time logged, with color B, and a title like "2. Jet/SIC".

The title's are entirely arbitrary, but notice that the "1." prefix and the "2." prefix ensures that the no-121 search sorts ahead of other jet flights, and therefore is tested first.  

As a result, any flight that should have the Part 121 property will get color A while the other jet flights will get color B, ensuring that the errant entries get the correct color.  

Note that if the two searches were named in the reverse order then all jet flights with SIC would get color B because that (broader) search would be tested first, and that's not the behavior you want.

The key point here is that you want to go from subset to superset.  I.e., the first search (alphabetically) should yield results that are narrower than a subsequent broader search; otherwise, the broader search will eclipse the narrower one.

Support for local time on import

I've received many requests over the years to support local time when importing flights, particularly for airline pilots who have schedules that are provided in local time.

I've always pushed back on this because it's a genuinely hard problem to solve; see my earlier post about what was required.

Alas, perhaps I just needed to look harder.  I finally found the right google queries to lead me to a free library that will convert a latitude/longitude to a time zone descriptor that is sufficiently narrow that a second library can convert local time to UTC with reasonable reliability.

Finding the right tools was absolutely the hard part; integrating them was somewhat easier, so now on import there is an option that allows you to tell MyFlightbook that your input times (block out/in, engine start/stop, or flight start/stop) are in local time rather than in UTC.

I still advice using this option with care.  Allow me to explain why.

I can't do any meaningful computation on local times; everything has to be UTC for autofill to work.  Think about it: Boston to Chicago is a 2-hour flight by jet, but Chicago is an hour behind Boston.  So if you leave Boston at 10am, you arrive at 11am; if you leave Chicago at 10am, you arrive in Boston at 1pm.  Using local times would imply that it's three times as long to go eastbound than westbound!

But how and when do I convert from local to UTC?

• First, if you have a flight path (GPX, KML, CSV recorded by the app), then I already have time-stamped UTC data and I don't do any local time conversion.  There's no need - the flight path tells me everything I need, so the block/engine/flight times you provide can be safely ignored
• If you don't have a flight path, I look at the airports in your route.  If I don't find EXACTLY two airports that match distinct airports in the database, then I can't determine which airport was when, so I cannot do any local time conversion.  In this case, minimal autofill will happen, but you could still find some wonkiness: if you didn't specify a total time, then I will compute it as if everything were UTC.  So in the Chicago example above, you might get 1 hour or 3 hours instead of 2.  (If you've provided a total time, though, then it won't be overwritten).
• If you do, however, have exactly 2 airports in your route, then the system will:
• Compute the UTC time at departure and destination, using the airport's latitudes/longitudes and the block/engine/flight times as appropriate, converting them from their respective local times.
• Construct a synthetic great-circle path from A to B and evenly space out the samples across it, both in space and in time.
• Clear the provided Total Time and Night Time fields (and a few others) so that they can be recomputed from the path.
• "Fly" the synthetic path to determine things like night and total time, filling them in and computing engine start/stop, in UTC, based on the start/end of the path 

All of the last step above is the same as what happens when you provide UTC dates, except for the conversion from local time, but that's where the risk lies.  It's possible for these conversions to fail for a variety of reasons:

• The lookup of the time zone from the latitude/longitude may not hit a time zone
• The time zone returned by the lookup may not be found by the system that converts from local time
• Time zone boundaries and rules (especially daylight time!) change over time and may not be reflected correctly
• There are (rare) corner cases that are fundamentally problematic.  E.g., 1:30am on the date that DST ends is ambiguous because it occurs twice, and it is problematic on the date that DST begins because it doesn't happen at all!!

I should note that I decided against (at least for now) supporting local-to-UTC conversion when you press Autofill on the website or on the mobile apps.  The mobile apps were actually a really easy decision: you're not importing local times on the mobile apps.  They're either collecting data in real time (and they know their offset) or are working from GPX/KML files, which are all UTC.

But the website gets more complicated because you can specify a "preferred time zone", and that makes things very confusing.  Note that a "preferred time zone" is NOT a local time zone.  I live in Seattle, and I use Pacific Time as my preferred time zone.  All the preferred time zone means is that UTC dates are converted to and from PST for display.  So when I go out and shoot approaches from 10am to 1pm (=1800Z-2100Z, at least this time of year), it's stored under the covers as 1800Z-2100Z, but it's displayed as 10am-1pm.  

But there are at least two places where preferred time zones and local time zones collide.  One is if you have a flight that crosses time zones.  So if I fly from Boston to Chicago from 10am EST to 11am CST, that's stored under the covers as 1500Z to 1700Z, and it will be (correctly!) displayed for me in my preferred time zone of PST as 7am to 9am.  Notice that the preferred time zone is consistent across both departure and arrival!  So this gets to another problem which is that there's no easy way to indicate a non-preferred time zone for one field vs. another when doing data entry - they're all in one time zone.  So there's really no good way in the UI to indicate "local" time vs. preferred-time-zone time, much less departure-time-zone vs. arrival-time-zone.

The other is that the conversion to/from preferred time-zone is done "right now".  As I type this, it is January of 2024, so Pacific Time is 8 hours behind UTC.  Super - if I put in 10am, then under the covers it will become 1800Z.  But if I do this for a flight back in July, then it will do the same thing, but the time then was of course 1700Z because of DST.

That's probably all way more detail than you wanted to know, but I wanted to share some of the complexities here.

Enjoy the new feature - with care! - but it's still best to do everything in UTC.