Frequently Asked Questions
Getting started
Can I import our existing member list?
Yes. Go to Admin → Members → Import and upload a CSV. Download the template from that page to ensure your columns match. The import creates member records; you can send invitations separately.
What happens during the free trial?
Your organization gets full access to all features during the trial. No credit card is required. When the trial ends, member access is suspended until you subscribe — your data is never deleted.
Can we run Canopy alongside our current spreadsheet system?
Yes. Many organizations start with one module (scheduling or billing) while keeping their existing records in parallel. Import your historical data when you're ready to fully switch.
Which plan should we choose?
- Starter — best for small clubs getting started; covers core operations
- Professional — adds custom domains, priority support, and advanced reporting
- Enterprise — for multi-location schools or large clubs with complex billing needs
Not sure? Email support@flycanopy.com and we'll help you choose.
Members
A member didn't receive their invitation email.
- Confirm the email address — typos are the most common cause.
- Ask them to check their spam or junk folder.
- Resend the invitation from Admin → Members → [Member name] → Resend Invite.
If the problem persists, contact support@flycanopy.com.
Can members update their own profiles?
Yes. Members can update their name, phone, and emergency contact from My Profile (top-right menu). Admins control role, status, and billing settings.
What happens to a member's records if I remove them?
Member records (flights, training, transactions) are preserved. Removing a member only revokes their portal access — their history stays in your admin panel for reporting.
Can a member belong to multiple roles?
Each member has one role. If someone is both an instructor and an admin, give them the Admin role — it includes all instructor permissions.
Scheduling
Members can see the schedule but can't sign up.
Check: (1) the slot isn't full, and (2) the sign-up window is open (Settings → Scheduling → Sign-up window). Suspended or inactive members cannot sign up.
How do I create a flying day that doesn't follow the usual template?
Create it manually from Admin → Flying Days → Create Flying Day. You can customize everything regardless of your recurring template.
Can I prevent members from cancelling their own sign-ups?
Yes. Set a Cancellation cutoff in Settings → Scheduling. Members cannot cancel within X hours of the slot start time after that point.
Billing
How do I give a member a discount or credit?
From Admin → Members → [Member] → Transactions → Add Credit. Enter the amount and a note. The credit reduces their outstanding balance immediately.
A member paid cash — how do I record it?
Go to Admin → Invoices → [Invoice] → Record Payment, select Manual, and enter the amount and date. Or go to their Transactions tab and click Record Payment.
Can I issue a refund?
For Stripe or PayPal payments, issue the refund in the payment provider's dashboard. Then record the adjustment in Canopy from Admin → Members → [Member] → Transactions → Add Credit.
Academy (flight school)
Can I use Canopy Academy for Part 141 operations?
Yes. The syllabus builder supports the structured stage-based format required for Part 141. You define stages, lessons, and stage checks. You are responsible for ensuring your syllabus meets your FSDO requirements.
Can students log flights themselves?
Students cannot grade their own lessons — only instructors can. Students can view their logbook and progress but cannot edit entries.
Can two instructors work with the same student?
Yes. A student has one primary instructor, but any instructor can record sessions and grade lessons for any student they fly with.
Technical
Which browsers are supported?
The latest versions of Chrome, Firefox, Safari, and Edge. Internet Explorer is not supported.
Is there a mobile app?
Canopy is a web app that works on mobile browsers. There is no native iOS or Android app at this time. The portal is fully responsive and designed to work on phones and tablets.
Where is our data stored?
Data is stored in a managed PostgreSQL database (Supabase) hosted on AWS in US-East-1. See the Privacy Policy for details.
Can we export all our data?
Yes. Go to Admin → Settings → Export Data to download a ZIP file with all your organization's data as CSV files.
Still have questions?
Email us at support@flycanopy.com or see Contact & Support. We typically respond within one business day.