An organisation account is how an operator, a school or a club pays for Desk on behalf of its pilots: it holds a block of seats, and each seated member passes the subscription gate without a personal subscription. The console that manages it is deliberately narrow. Its foot line on every page is the framing: "Seats, roles and billing only. Pilot EFB does not show your organisation any pilot's records, and it does not plan, dispatch or authorise anything."
Find your way around
For a pilot, an organisation shows up in two places: the invitation page, and Settings > Subscription once seated. For an admin or manager, an Organisation entry joins the foot of the sidebar next to Community and Settings, and opens a console with its own rail:
| Rail row | Who sees it | What it holds |
|---|---|---|
| Overview | Admins and managers | Seats in use, members, subscription, pending invites, a Needs attention list and recent activity |
| Members | Admins and managers | Every member with role, seat state (Seated or No seat) and join date; role changes, seat assignment, removal |
| Invites | Admins and managers | Pending and recently resolved invitations; new invitations by email |
| Audit log | Admins and managers | Every change made through the console, newest first; rows are never edited or removed |
| Billing | Admins only | The subscription that funds the seats, the seat count, invoices |
| Organisation settings | Admins only | Name, your own membership, deletion |
The three roles
| Role | Can |
|---|---|
| Admin | Manage everything, including billing, settings and other admins |
| Manager | Invite members and manage seats; cannot see billing or settings |
| Member | Hold a seat and use the app; sees nothing of the organisation console |
Invitations carry a role. Only an admin can invite admins or managers.
How to accept an invitation
- Open the link from the invitation email. Signed out, the page asks you to sign in or create an account first: "Sign in or create an account to accept your organisation invitation."
- Read the transparency block above the button. It says: "If you accept, this organisation's admins and managers can see your name, email address, role, seat status, the date you joined, and a crew code if the organisation assigns one. They cannot see your logbook, duty records, flight folders, weather or NOTAM activity, settings, or any other content. Leave the organisation at any time from Settings - your account and your data stay yours."
- Click Accept and join (or Not now to leave the link unused). The caption beneath says that accepting joins the organisation and opens the app, with "no payment needed".
- Wait for Invitation accepted; "This page updates by itself." An invitation takes a seat only when it is accepted; if more invitations are outstanding than seats remain, the earliest acceptance wins.
If you already pay for Desk yourself, your personal subscription is unchanged and takes precedence - "the organisation seat stays free for another member until you need it."
How to see what your seat provides
- Open Settings > Subscription.
- The billing card reads Provided by your organisation, "Nothing to pay while you hold this seat", with your role and join date, and the fact strip says Ends if your seat is unassigned.
- Two actions sit on the card: Subscribe personally, which opens checkout for a subscription of your own, and Leave organisation.
If your seat is unassigned or you are removed, Desk shows the subscription screen with Your organisation seat has ended: you are still signed in, your logbook, duties and settings are still on this account, and an Export logbook and duties (CSV) button is offered without a subscription.
How to invite pilots (admins and managers)
- Open Organisation > Invites and click New invitations.
- Paste one or more Email addresses and pick the Role for these invitations.
- Click Send 1 invitation (the button counts the addresses). Each address gets a single-use link, and a pending invitation does not reserve a seat. Resend or revoke from the Pending list.
How to assign, free or move a seat (admins and managers)
- Open Organisation > Members.
- On a row, choose Assign a seat to ... or Unassign the seat of .... A freed seat is held for that person for 24 hours before it can be reassigned, and unassigning ends the Desk access it provides straight away while the member's own records stay untouched.
- Change role on a row sets Admin, Manager or Member. You cannot change your own role or remove yourself here - the last admin must make another member an admin first.
- Bulk actions - Assign seats, Unassign seats, Remove members - report an outcome per person.
Changes reach member accounts within about a minute, and every one of them is written to the Audit log.
How billing works (admins)
Seats are billed to the organisation on one Stripe invoice, at the price agreed with Pilot EFB; the Billing page shows Price as "Agreed per organisation" and how the subscription is billed. View invoices and payment details opens the Stripe portal for invoices, payment method and billing address. Seat count changes are not made in the portal: click Request more seats, enter the Seats needed in total, and Pilot EFB confirms the change and invoices the difference by email. "To change your plan or cancel, contact support@pilotefb.com."
What the organisation cannot see, and what you keep
- Seats, roles and billing only: who holds a seat. Every pilot's logbook, duties, flight folders, weather and NOTAM activity and settings stay private to them.
- Not dispatch, crew control, rostering or compliance management. Your existing tools keep running those; Desk sits beside them.
- Not a certified Electronic Flight Bag. Each seat is the same personal, informational Desk every subscriber gets.
What every pilot keeps: their own account and email, on the same consumer terms as every other pilot; their own data - a seat that ends never deletes anything, and export stays available; and the right to leave from Settings at any time, or to subscribe personally instead.
How to leave an organisation
- Open Settings > Subscription and click Leave organisation (an admin uses Organisation settings > Leave organisation).
- Read the confirmation: leaving "releases your seat and ends the Desk access it provides. Your logbook, duties and settings are not touched. You can be invited again later."
- Type LEAVE and confirm.
Troubleshooting
The invitation page says the link is not valid. Links are single-use and expire. "Ask your organisation's admin to send a new one."
Accepting is refused because my account already belongs to an organisation. An account holds one membership at a time. Leave the current organisation from Settings before accepting a new invitation.
I manage the organisation but Desk shows me the subscription screen. A seat, not a role, is what the gate reads. The band reads "You manage ..., but hold no Desk seat": open the console from there, assign yourself a spare seat from Members, or subscribe personally.
A member was assigned a seat but still sees the subscription screen. Changes reach accounts within about a minute on the web and on the phone's next launch. Ask them to reload; the Audit log confirms the assignment.
Where next
- Plans, trial and billing - the personal subscription a seat stands in for.
- Settings and sync - the account, devices and sync rows the seat does not touch.
- Overview - the desk a seated member lands on.