Helipass has reached the final phase of its transition to Microsoft Entra, introducing a new and more secure login experience for all users. Over the past several months, multiple updates have been implemented to prepare for this change—including email validation, duplicate account cleanup, password migration, and account synchronization into the Entra system. These foundational updates ensured users were ready for a seamless transition into the new authentication platform.

The new Entra sign-in process has now been released to all Helipass regions and is now fully transitioned to the new Microsoft Entra login experience.

What's new?

• New login page that redirects users to the Microsoft Entra portal
• Users now log in using email address + password (usernames are no longer supported)
• Passwords for recently active users have already been migrated
• Users who did not log in during migration can reset their password via Entra
• SSO users (Apple, Google, etc.) are unaffected and can continue as normal

Why it matters?

The completion of this transition represents a major step forward in security, reliability, and scalability. Microsoft Entra provides enterprise-grade authentication, improving protection against unauthorized access while simplifying the login experience. By standardizing login credentials around email addresses, Helipass also reduces confusion and aligns with modern identity management practices.

As rollout continues, users should expect a smoother and more secure login experience. If any issues arise, Helipass Support is available to assist during the transition.

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Scheduled Events Can Now Follow Reservation Transfers
Schedule View users often build events first and then associate those events with Requests and Trips as travel plans are finalized. Over time, schedules change and passengers may need to be transferred to a later arrival or departure date. While users could already transfer an individual passenger to a different Request or update the Deliver By Date for an entire Request, the associated Scheduled Events still required manual updates afterward.

To help keep schedules and reservations aligned, Helipass has introduced a new workflow that connects these actions together. Now, users will be prompted asking them if they wish to also update the arrival or departure event for the passenger(s) being transferred.

What's New?

• Users are now prompted when:
  • Transferring a passenger to a different Request
  • Updating a Request's Deliver By Date
• The system asks whether associated Scheduled Events should also be updated
• Event dates can automatically move to match the updated reservation dates
• Supports both individual passenger transfers and bulk Request date changes

Why It Matters?

Maintaining alignment between reservations and scheduled events has historically required additional manual work. When reservations were updated but events were not, users could end up with mismatched arrival and departure dates that caused confusion during planning and execution. This new functionality helps eliminate those discrepancies while significantly reducing the time required to manage schedule changes. By allowing reservation changes to drive corresponding event updates, users can focus on managing travel plans rather than reconciling discrepancies later.

This enhancement helps keep reservations and scheduled events synchronized, reducing manual updates and improving confidence that schedule data accurately reflects current travel plans.

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Schedule Event Details Popup
Helipass has added a new way for Schedule View users to quickly access detailed information about events directly from the gantt. Previously, users often had to navigate between multiple areas of the system to gather all the information associated with a scheduled event, its reservations, and the passenger's compliance details. This made it more challenging to quickly understand what an event represented or determine if action was needed. With this new enhancement, users can simply click on any event bar within the gantt to open a detailed summary modal containing all the key information in one place.

What's New?

Click any gantt event bar to open an Event Details modal.

• View passenger information, including:
  • Event dates
  • Name
  • Company
  • Project
  • Position
  • Activity
  • Label
• Shift details and individual shift date ranges
• Associated arrival and departure reservations
• Compliance status information alongside reservation details

What It Matters?

This enhancement significantly reduces the amount of navigation required when reviewing schedules. Users no longer need to jump between Schedule View, reservation records, and compliance screens to understand a passenger's situation. By consolidating event information, reservation details, and compliance visibility into a single view, planners can make decisions faster and identify potential issues before they impact operations.

The new Event Details modal brings valuable context directly to the Schedule View gantt, helping users spend less time searching for information and more time managing their schedules effectively.

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Additional Details On the Personnel Event List Modal
The Personnel Event List has long provided Schedule View users with a way to see all events associated with a specific passenger. While useful, it previously lacked visibility into reservation planning progress and other key event details. Users often had to leave the modal and navigate elsewhere to determine whether reservations had been created or what specific purpose an event served. Recent enhancements have expanded the information available in this view, making it a much more powerful planning tool.

What's New?

• View whether each event is linked to a:
  • Request
  • Manifested trip
• Open reservation profiles directly from the Personnel Event List
• Quickly access linked Requests and Trips
• Added visibility into:
  • Activity
  • Activity Scope

Why It Matters?

These improvements give schedulers and planners a more complete picture of event readiness without leaving the modal. Knowing whether reservations have already been created helps teams identify gaps in planning, while Activity and Activity Scope provide additional context for understanding the purpose of each event. This reduces unnecessary navigation and helps users manage passenger schedules more efficiently.

With reservation visibility and expanded event information, the Personnel Event List is now a more comprehensive tool for managing passenger scheduling and travel planning.

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Scheduled Events Now Visible in Personnel Profiles
Passenger profiles have traditionally focused on displaying reservation activity such as Requests, Check-Ins, and Trips. While this provided visibility into confirmed travel plans, it left a gap when future scheduled events had been created but reservations had not yet been built. As a result, upcoming work assignments could remain hidden until reservation planning was completed.

Helipass has now expanded the Personnel Profile to include these upcoming scheduled events, giving users earlier visibility into future plans.

What's New?

• Upcoming scheduled events now appear within the Personnel Profile
• Events can be viewed even when no reservation exists yet
• Work location information is displayed for unlinked events
• Reservation details automatically populate once reservations are created and linked

Why It Matters?

Providing visibility into future events before reservations exist helps prevent planning activities from slipping through the cracks. Supervisors, coordinators, and planners can identify upcoming assignments earlier and proactively address travel or compliance requirements before they become urgent. This creates better alignment between scheduling and reservation management processes.

This enhancement bridges the gap between scheduling and travel planning, helping teams stay ahead of upcoming work assignments and passenger movements.

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New Created Events Added to Existing Data Rows
Creating new events and crew events has historically introduced a challenge for Schedule View users. When new events were created through the Create Events or Create Crew Events workflows, Helipass would generate additional personnel rows on the schedule, even if an identical row already existed. Over time, this produced duplicate entries that made schedules harder to manage and interpret.

Helipass has updated this process to intelligently reuse existing rows whenever possible.

What's New?

• New events automatically use existing personnel rows when event details match
• Duplicate personnel rows are no longer created unnecessarily
• Works with both Create Events and Create Crew Events workflows
• Existing schedule organization is preserved

Why It Matters?

Reducing duplicate rows makes schedules cleaner, easier to understand, and faster to maintain. Users no longer need to spend time searching for the correct personnel row before adding future events. This streamlines schedule building and improves visibility for everyone reviewing the gantt.

By automatically placing matching events on existing personnel rows, Helipass helps users build and manage schedules more efficiently while keeping gantts organized.

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Ability to Overwrite Existing Crew Events with New Events
Many organizations periodically adjust crew rotations to accommodate operational needs or holiday schedules. Historically, making these changes in Schedule View required considerable manual effort. Users first had to identify and delete conflicting events before building replacement schedules, a process that could consume significant time and introduce opportunities for error.

To simplify this workflow, Helipass has introduced a new Crew Schedule Change tool within the Create Crew Events process.

What's New?

• New Crew Schedule Change option available in Create Crew Events
• Existing conflicting events can be automatically removed
• Linked reservations are removed alongside the associated events
• Replacement events are created immediately as part of the same process
• New events are placed on existing personnel rows when details match

Why It Matters?

This feature dramatically simplifies large-scale schedule changes, such as annual crew swaps or rotation adjustments. Instead of manually deleting existing schedules and rebuilding them piece by piece, users can update an entire crew's future schedule in a single workflow. This saves time, reduces errors, and makes schedule maintenance far more manageable.

The new Crew Schedule Change capability provides planners with a faster and more efficient way to manage major rotation changes, helping ensure schedules remain accurate while reducing hours of manual effort.

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Bug Fix - Passenger Swapping from Personnel Event List No Longer Causing Load Loops
The Personnel Event List provides Schedule View users with a convenient way to review and manage multiple events for an individual passenger. One important function available through this modal is the ability to conduct passenger swaps when a different person will be performing the work associated with future scheduled events. Users reported that attempting to perform a passenger swap from this area would fail, causing the page to become stuck in an endless loading state.

What was happening?

• Passenger swaps initiated from the Personnel Event List failed to complete
• The page would enter a continuous loading loop
• Users were forced to perform individual updates outside of the modal

What was fixed?

• The swap functionality within the Personnel Event List was corrected
• Users can once again swap passengers across one or multiple events directly from the modal
• The loading loop issue has been eliminated

With this functionality restored, Schedule View users can efficiently perform passenger swaps across multiple events at once, saving significant time when schedules need to be adjusted.

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Bug Fix - Duplicate Request Reservations Created When Compliance Override Was Used
Schedule View users can create Requests directly from scheduled events, streamlining the process of turning future plans into travel reservations. A bug was discovered when tenants had the "Show Compliance Warnings When Adding Passengers to a Request" setting enabled. In specific situations, passengers who were already compliant would be added to a Request twice whenever another passenger in the same selection triggered a compliance warning.

What was happening?

• Compliant passengers were initially added to the Request
• A compliance warning appeared for non-compliant passengers
• If the user approved the override, all passengers were added again
• Duplicate reservations were created and required manual cleanup

What was fixed?

• Passenger additions are now processed correctly when compliance overrides are approved
• Existing compliant passengers are no longer added a second time
• Requests now contain only the intended reservations

This fix eliminates duplicate reservation creation and prevents users from spending time manually removing extra reservations after creating Requests from Schedule View.

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Bug Fix - Requests Appearing on the Wrong Day Due to UTC Conversion
Following Helipass' continued UTC time zone enhancements, a small number of Schedule View users encountered an issue where certain Requests would not appear on the expected day. This occurred when a Request's Deliver By Date and Time was set to late in the evening and converted into the following day based on UTC calculations. As a result, users could have difficulty finding or associating passengers with Requests on the intended schedule date.

What was happening?

• Requests with late-evening Deliver By times could shift to the following day
• Requests sometimes appeared on an unexpected date within Schedule View
• Users could be prevented from adding passengers on the date they expected

What was fixed?

• Request date calculations were updated to properly respect the user's configured time zone
• Schedule View now displays Requests on the intended day
• Deliver By dates remain aligned with local scheduling workflows

Requests now appear on the correct day regardless of UTC conversions, reducing confusion and ensuring Schedule View users can reliably plan and manage passenger movements.

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Bug Fix - Error Notifications Constantly Appearing on the Worksite Page
The Worksite page relies heavily on the Left Planning Panel to help users manage arrivals, departures, and trip movements throughout the day. Recently, users reported repeatedly seeing error messages appear in the upper-right corner of the page whenever Trip Movements were updated or refreshed. While these messages did not impact functionality or data integrity, they created unnecessary concern and confusion for users who were unsure whether something had actually gone wrong.

After reviewing the issue, the Helipass team identified the source of the false error notifications and implemented a fix to prevent them from appearing when no actual problem exists.

What was happening?

• Error notifications appeared whenever Trip Movements were refreshed
• Messages displayed even though the operation completed successfully
• Users were frequently presented with error alerts despite the page functioning normally

What was fixed?

• The underlying issue causing the false error messages was identified and corrected
• Trip Movements can now refresh and update without generating unnecessary notifications
• Error messages will only appear when a legitimate issue requires user attention

With this fix in place, Worksite users can work more confidently without being distracted by unnecessary error notifications. The page now provides a cleaner experience and more meaningful feedback when issues actually occur.

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Bug Fix - Future POB Assignment Report Breaking Due to Daylight Savings Time
The Future POB Assignment Report is an important planning tool that helps Worksite users review upcoming passenger assignments and accommodations. Because the report supports both historical and future date ranges, users often rely on it when preparing for upcoming crew rotations and long-term planning activities.

Following the roll out of Helipass' UTC and time zone enhancements, an issue was identified where the report would fail whenever the selected date range included a Daylight Savings Time transition. This issue prevented users from generating the report entirely if the affected date fell within the reporting window.

What was happening?

• The report failed to generate when the selected date range included a Daylight Savings Time change
• Users were unable to download the report during affected date ranges
• Historical and future reporting periods that crossed the time change boundary were impacted

What was fixed?

• Report logic was updated to better handle Daylight Savings Time transitions
• Date calculations now properly account for time changes within the reporting range
• The report can be generated successfully regardless of whether a time change falls within the selected dates

With this update, Worksite users can confidently generate Future POB Assignment Reports across any date range without worrying about Daylight Savings Time transitions causing failures. This improvement helps ensure uninterrupted access to critical planning information throughout the year.

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Extra Weights for Life Jackets Can Now Be Included On Trip Manifest
Every passenger traveling on a helicopter flight is required to wear a life jacket equipped with survival equipment. While these life jackets are an important safety requirement, they also contribute additional weight that must be considered when planning flights. Historically, this weight was not automatically included in Helipass weight and balance calculations, requiring operators to account for it separately.

To help ensure more accurate payload calculations, Helipass has introduced a new configuration option that allows tenants to automatically include life jacket weight as part of passenger totals on the manifest.

What's New?

• New Show Extra Weights setting available in Advanced Settings
• Administrators can enable an additional weight value for each passenger
• Default values of 5 lbs or 3 kg can be applied per passenger
• Extra weights are displayed directly on the manifest
• Extra weight is automatically included in payload and weight calculations

Why It Matters?

Accurate weight and balance calculations are critical for safe flight operations. By automatically accounting for the weight of passenger life jackets and survival equipment, operators can reduce the risk of underestimating payload requirements. This enhancement helps ensure that all required gear is reflected in the flight planning process without requiring additional manual calculations from the planning team.

This enhancement provides a simple yet effective way to improve weight accuracy and support safer flight planning decisions across all operations.

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Passenger Weight Threshold Warnings Added to Flight Planning
Certain aircraft configurations include boarding equipment, such as stairs or access platforms, that have specific weight limitations. When a passenger exceeds those limits, additional accommodations or boarding procedures may be required. Without a warning system in place, operators could potentially overlook these situations until late in the planning process.

To help address this need, Helipass has introduced a configurable passenger weight threshold warning that alerts users whenever a passenger exceeds a defined weight limit.

What's New?

• New Enable Passenger Weight Threshold Warning setting in Advanced Settings.
• Administrators can configure a weight threshold for passengers
• Warning indicators appear on:
  • The Trip Plan page
  • Printed manifests
• Alerts are generated whenever a passenger exceeds the configured threshold

Why It Matters?

Providing advance notice of weight-sensitive passengers helps operators identify potential issues early and make any necessary accommodations before the trip departs. This reduces last-minute delays, improves operational planning, and supports safe boarding procedures for aircraft with equipment-specific weight restrictions.

With configurable weight threshold warnings, flight crews and planning teams gain greater visibility into passenger-specific considerations that may impact flight readiness and safety.

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Creation of Passenger and Cargo Reservation Type Management Tool
Passenger and Cargo Reservation Types are frequently used throughout Helipass to categorize travel and cargo movements. Historically, any additions, modifications, or cleanup of these reservation type lists required assistance from the development team. While effective, this process often created unnecessary delays whenever updates were needed.

To improve flexibility and responsiveness, Helipass has introduced a new administrative management tool that allows Reservation Types to be maintained without requiring development involvement.

What's New?

• New Reservation Type management area added to Administrative Utilities
• Supports management of:
  • Passenger Reservation Types
  • Cargo Reservation Types
• Reservation Types can now be added, updated, or maintained through a simple administrative interface
• Eliminates the need for developer involvement when making routine changes

Why It Matters?

Reservation Type lists evolve over time as customer workflows and business requirements change. By providing administrative tools to manage these values directly, updates can be completed much more quickly and efficiently. This allows the Helipass team to respond faster to customer requests while reducing unnecessary development overhead.

The new Reservation Type management tool simplifies administrative maintenance and provides a more scale-able approach for keeping passenger and cargo reservation categories up to date.

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Bug Fix - Nightly Compliance Status Refreshes Restored
Helipass is used to plan passenger travel days, weeks, and sometimes months in advance. Because compliance requirements can change over time, the system performs nightly compliance checks for passengers on upcoming Requests and Trips to ensure their status remains current. These nightly evaluations are important because training records, certifications, identification documents, and external compliance integrations can all change between the time a reservation is created and the day the passenger travels.

It was recently discovered that these automated nightly compliance refreshes were no longer running as expected, resulting in passengers maintaining outdated compliance statuses until they attempted to check in.

What was happening?

• Future Requests and Trips were not receiving nightly compliance rechecks
• Passenger compliance statuses could remain green even after a qualification expired
• Compliance issues were often not discovered until the passenger arrived to check in
• Less time was available for coordinators to obtain waivers or resolve compliance concerns before departure

What was fixed?

• The issue preventing nightly compliance refreshes from executing was identified and corrected
• Future Requests and Trips are once again receiving automatic compliance updates
• Passenger statuses now properly refresh as compliance information changes

With nightly compliance checks restored, travel planners and coordinators will have earlier visibility into potential compliance issues. This additional lead time helps reduce delays at the service port and gives teams a better opportunity to resolve issues before a passenger arrives for check-in.

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Bug Fix - Free Text Cost Codes Causing Request Issues
Many Helipass tenants rely on Cost Codes to properly track and categorize passenger travel. When creating a reservation, some tenants allow their users to select an existing Cost Code or create a new one through free text entry.

It was brought to our attention that reservations utilizing newly created free text Cost Codes could occasionally cause the Request to enter an unusable state. After investigating the issue, the development team identified a timing conflict occurring during the save process whenever a new Cost Code was created and immediately associated with a reservation.

What was happening?

• Users could encounter issues when creating passenger reservations with a new free text Cost Code
• Requests could become unavailable or fail to save correctly
• Manifest and reservation workflows could be impacted by the failed Cost Code association

What was fixed?

• The order of operations during the save process was updated
• Newly created Cost Codes are now successfully saved before being linked to reservations
• Reservation and manifest workflows now process free text Cost Codes correctly

Users can once again create and utilize free text Cost Codes without worrying about reservation failures or Request issues. This fix improves reliability for organizations that frequently create new Cost Codes as part of their travel planning process.

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Bug Fix - Passenger Deletions on Manifest Not Persisting
Managing passenger manifests often requires adding, updating, and removing reservations as travel plans change. Following a recent release, users reported an issue where passengers appeared to be successfully removed from a manifest, only to reappear after refreshing the page. This behavior created confusion and made it difficult for users to confidently manage trip rosters. Given the impact to day-to-day manifest operations, the Helipass team expedited investigation and resolution of the issue.

What was happening?

• Passengers appeared to be removed from the manifest within the user interface
• After reloading or revisiting the page, the passenger would still be present on the trip
• Users were unable to reliably remove passenger reservations when plans changed

What was fixed?

• The issue preventing passenger reservation deletions from saving correctly was identified and corrected
• Passenger removals now persist properly after saving
• Manifest data now accurately reflects user actions when reservations are removed

Users can once again manage manifests with confidence, knowing that passenger removals are being properly processed and saved. This restores the expected flexibility needed when adjusting trip manifests and passenger travel plans.

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Enhanced API Access Controls for Third Party Integrations
Helipass has expanded the capabilities of its API integration framework to provide tenants with greater control over how their data is shared and accessed. Previously, API access operated under an all-or-nothing model, meaning anyone granted API credentials could access all data available through the tenant's API environment. While this approach worked for internal integrations, it limited the ability for customers to confidently work with external vendors and service providers that only required access to a subset of data.

To address this, Helipass has introduced a new API access model that allows permissions to be segmented and managed at a much more granular level. This enhancement provides the flexibility needed to support a growing ecosystem of integrations while maintaining strong security controls.

What's New?

• API access can now be separated into multiple providers
• Individual providers can be granted specific permissions based on business needs
• Tenants can control which data sets are available to different third-party integrations
• Supports more secure and controlled access for external vendors and partners
• Eliminates the need to provide full API visibility when only limited access is required

Why It Matters?

As organizations continue to integrate Helipass with other business systems, maintaining proper data governance becomes increasingly important. This enhancement allows tenants to confidently work with third-party vendors while ensuring access is limited to only the information required for that integration. By moving away from the previous all-or-nothing approach, organizations gain stronger security controls, better oversight of shared data, and more flexibility when building connections between systems.

This update also opens the door for future integrations that may have previously been considered too risky due to broad API access requirements. With more granular permissions in place, customers can expand their connected workflows while maintaining confidence that sensitive data remains protected.

The new API provider permissions model gives tenants significantly greater control over how their Helipass data is shared. By enabling secure, role-based access to specific API resources, Helipass continues to strengthen its integration capabilities while supporting the security and compliance expectations of modern organizations.

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