ClubNest Aviation

Your flying club. All in one place.

Simplify your flying club with one place for aircraft reservations, pilot memberships, documents, maintenance and flight billing. Your team coordinates the work. Members book and keep up through their own portal.

Admin and member portals included. See plans & pricing

ClubNestAviation workspace

Your club, connected

Less juggling. More clarity.

Keep your fleet, your people and the next flight in view.

ReservationsPilot recordsFlight billing
Aircraft & reservationsIllustrative example
Cessna 172Alex Morgan · 9:00–11:00
Reserved
Piper ArcherRecurring service · maintenance hold
On hold
Cessna 182Jordan Taylor · backup request
Pending

Sample records. Pending and backup requests do not reserve an aircraft.

One workspace for your team. One familiar portal for your pilots.
One club. One connected place.✓ Reservations & dispatch✓ Maintenance & flight billing✓ Pilot memberships & documents
AVIATION PRICING

One flat price for your club.

Your club, your members, and all the tools to bring them together.

One connected workspace, with the essentials included.

  • Reservations & pilot access
  • Dispatch & flight billing
  • Fleet & maintenance records
  • Membership & club life

Administrator accounts and your member portal included.

Up to 2,500 members2 GB total storage750 email sends / month

Start with a 10-day free trial.

Card required. Billing starts after your trial; cancel in organization Billing before it ends to avoid a charge. Prices in USD. No ClubNest fee on member dues; provider fees apply.

Try ClubNest free for 10 days

Storage, support & billing details

Storage & email

Storage is total capacity, not an allowance that renews each year. One email to one recipient counts as one send. Storage and email add-on checkout is not yet available; contact us about additional capacity.

Support & importing

Direct support through your admin portal and self-service CSV importing are included. Data cleanup, custom migration and training are quoted separately. Contact us for more than 2,500 members.

Existing subscriptions

Your current plan and allowances stay in place unless the workspace owner explicitly chooses a plan change.

Built for Aviation

Everything your flying club needs to stay connected.

Replace scattered calendars, spreadsheets and paperwork with connected club records. From a member’s reservation to the final meter reading, keep everyday aviation administration together.

Aircraft scheduling

Choose a plane and date directly in the Home calendar, then enter start and end times. Your club’s booking rules guide the next step.

Dispatch & flight records

Connect reservation checks, dispatch acknowledgements and final meter readings to one flight record.

Rates & flight billing

Keep aircraft and instruction rates, flight invoices and member balances connected from dispatch to return.

Maintenance & squawks

See open squawks, maintenance holds and recurring service requirements before coordinating the next flight.

Pilot memberships & cards

Keep pilot profiles, membership status and renewal records together, with branded cards members can print.

Documents & agreements

Request club documents, let members complete enabled online forms and follow each record through review.

Your member portal

Give pilots one place for reservations, membership, events, payments and conversations with the club.

A connected admin team

Coordinate follow-up and private board conversations with individual accounts and shared organization records.

Features depend on organization settings and account permissions. Pending and backup requests do not hold an aircraft. Dispatch and final flight returns are administrator operations.

View feature details & requirements

Aircraft scheduling

Select an aircraft, browse the Home month calendar and inspect reserved times. Submit a flight with an optional instructor. Conflicts, recorded qualifications, maintenance holds and organization booking rules are checked before saving. Immediate booking or approval depends on organization settings. Pending and backup requests do not reserve an aircraft; other pilots’ personal details stay private. Location calendars, weekly reservations and notice, booking-window and duration policies are available. Administrators label newly confirmed bookings as guaranteed or courtesy; courtesy allocations may be adjusted by staff. Home puts the administrator-selected home airport and observed NOAA weather above the booking calendar. Administrators can require recorded aircraft checkouts for all aircraft, selected aircraft or none; other eligibility and maintenance checks still apply. Pilot authorizations, airport preferences, instructor availability settings and private calendar subscriptions are in Profile; flight history and invoices remain in Payments. Calendar-provider refresh times apply. Weather reports may be delayed or unavailable and do not replace a complete preflight briefing.

Dispatch & flight records

Administrators reserve and dispatch within the permitted departure window, then finalize returns. Dispatch rechecks recorded eligibility, maintenance and active flights. The dedicated Instructors section brings recorded authorizations, staff-assigned work schedules, instructor-managed availability and open schedules together. Monthly completed instruction hours and current-rate compensation estimates support contractor-payment preparation; ClubNest does not issue payments or file 1099 forms from this section. Historical flight imports preserve supplied records without changing aircraft meters or creating new charges.

Rates & flight billing

Effective-dated aircraft and instruction rates are locked to the dispatched flight. Finalized returns create open invoices from meter usage and those locked rates. Configure taxes and document invoice adjustments. Members can review recorded invoices, payments, flight history and outstanding balances. Collect online payments through your organization’s connected provider.

Maintenance & squawks

Track recurring calendar and tach-based service plans, authorized completion records and utilization forecasts alongside enforced deadlines and grounding reports. The dedicated Maintenance section supports member reports, aircraft holds, repair assignments and technician contacts by location, aircraft type and specialty. Optional forwarding sends new reports to the selected maintenance contact through enabled club email delivery; sandbox workspaces suppress outbound delivery. Members see recorded inspection dates and status within the Home reservation workflow. Operational checks support the operator’s procedures; pilots and operators remain responsible for airworthiness and flight preparation.

Pilot memberships & cards

Maintain pilot records, notes, membership details and recorded authorizations. Members can print front and back membership cards with your organization branding. Administrators choose type, number, status, expiration and optional contact details. One login can connect to multiple organizations; leaving a workspace ends portal access while preserving historical records and existing dues, payments and reservations. Owners must transfer ownership first.

Documents & agreements

The Document Hub separates Library, Requests, Review and History, with collections for club files, operations, membership and safety. Completed PDFs retain the signer, UTC completion time, authenticated account, consent, document fingerprint and form revision; signing-time email, browser and hosting-proxy IP evidence are included when recorded. Historical completions are not backfilled. Members can view documents, sign enabled online forms with administrator-defined text, date, checkbox, initials and signature questions, and upload from files, photos or their camera when uploads are enabled. Completed agreements provide stamped PDFs with signer, completion time and record references beneath completed field rows. Private completed copies are accessible from the member’s profile and the administrator’s member contact. Track Sent, Reviewed when a member opens a document, and Finalized after administrator review. Adjust individual requirements and restore deleted records while preserving signed evidence. Across every organization type, Document Setup provides one upload, field placement and delivery flow. Choose one member, selected members, all active members or new members only; current-member delivery can also include future joining members. Reference files need no signature and can be available to all active and joining members. Include required forms and reference files in new-member onboarding. Model Aviation clubs can also configure individual reminders and overdue inactivity controls. When required documents are selected for new-member onboarding, ordinary Add Person invitations and joining flows keep membership pending until the member confirms their account email, accepts the joining terms, completes required documents and any membership dues are confirmed paid. Enabled online agreements need the member’s submitted completion or an explicit administrator waiver; reference-only files do not delay activation. Existing memberships keep their current status. Email delivery depends on club settings; sandbox emails stay blocked.

Your member portal

Home, Membership, Events, Documents, Payments, Community, Messages, Support and Profile keep everyday tools within reach. Elections appear when voting is enabled. Pilot authorizations are in Profile, flight history is in Payments, service and volunteer activities are under Membership, and parent safeguards are within Profile. Search community conversations by sender or message and filter unread activity. Named replies, timestamps and new-message markers help members follow discussions; moderation and youth controls still apply.

A connected admin team

Administrators share titled private group conversations with named, timestamped messages. Keep attachments and private files in the admin library with organization retention applied; members cannot access the admin room. A consistent navigation list keeps records, reports, community and member contacts accessible. Aviation and Model Aviation start with a compact Overview and work queue; other organization types retain their dashboards. Searchable settings and profile details are available on demand. Assign tasks, manage club events and retain continuity as responsibilities change.

Available in your workspace

Aircraft scheduling, member self-booking, dispatch, maintenance and flight billing are available alongside your club’s membership tools.

  • Reservations & pilot access

    Enable member booking from Home or review requests before approval. Apply notice, booking-window, duration and eligibility rules, with location calendars and backup requests.

  • Dispatch & flight billing

    Use dispatch acknowledgements, instructor schedules and final meter readings. Effective-dated aircraft and instruction rates, configured taxes and documented invoice adjustments stay connected to flight records.

  • Fleet & maintenance records

    Track squawks, grounding reports and recurring calendar or tach-based service plans. Authorized completion records and utilization forecasts support your maintenance procedures.

  • Membership & club life

    Keep pilot profiles, documents, printable membership cards, balances and communication in the same workspace. Administrators have a private room and members use their own portal.

Online payments require a connected payment provider; email delivery requires a configured integration. Third-party operations connections require separate provider access. Recorded qualifications and operational checks support your procedures; they do not certify airworthiness, pilot currency or a safe flight.

Explore all ClubNest features

Two portals. One organization.

A clear place for everyone.

Your team coordinates the work. Your members keep up with their own next steps. Explore what that looks like in ClubNest Aviation.

Aircraft & scheduling

Plan the next flight

Reserve aircraft with checks for conflicts, recorded qualifications and maintenance holds.

Dispatch & flight invoices

Connect dispatch to the return

Record dispatch and final meter readings, then create an invoice using the locked flight rate.

Pilot records & documents

Keep the paperwork with the pilot

Keep pilot records and balances together. Prepare forms and reference files in Document Setup, collect enabled signatures and retain completed PDFs.

Club coordination

Keep your team connected

Coordinate private administrator conversations, club events and assigned follow-up from shared organization records. Instructors organizes authorizations, shifts, open availability and monthly recorded instruction hours. Maintenance organizes request review, holds, repair assignments and technician contacts.

Features depend on your organization’s settings and your account permissions.

Start with what you have

Your next chapter starts with your current records.

Import supported contacts through the existing reviewed CSV workflow. Import aircraft with mapped names, registrations, current meters and rates in the Aviation setup section. Historical flights can be imported in reviewed batches with stable source references. Reservations, qualifications and maintenance are configured in their dedicated sections; they do not transfer through the contact importer. Review and map contact CSV columns and match membership names to existing plans before importing, or explicitly choose no plan. Historical joining dates are retained on new contacts without enabling later date edits. Pending maps to Applicant, Suspended to Inactive and Expired to Lapsed; original CSV values remain in administrator import history, including ignored columns. A name, email address or member number is enough to identify a contact; blank optional fields stay blank. Valid rows import independently, with created, updated, skipped and failed totals and row-level reasons. Existing email addresses, member numbers and identical previously imported rows are skipped without overwriting records. Complete the organization’s required contact-card fields before saving a later profile edit. Authorized administrators can review recorded changes and import sources in contact history. Recorded aviation credentials are not automatically verified.

  1. Bring your contacts

    Export a CSV from your spreadsheet or current system. Keep an original copy.

  2. Review and configure

    Map supported fields, check sample records and set up your memberships and organization tools.

  3. Welcome your people

    Invite administrators and members to their own accounts, with the access each person needs.

See how contact importing works

Your organization’s space

Shared work. Individual access.

Your workspace brings people together with access based on their organization and role.

Read about security

A few helpful answers

Before you make the move.

Can administrators reserve and dispatch aircraft today?

Yes. Administrators can reserve aircraft, dispatch within the permitted departure window and finalize returns. Reservations check conflicts and recorded qualifications; dispatch rechecks maintenance, eligibility and active flights. Members can request or book enabled aircraft through Reserve aircraft; the same reservation records are visible to administrators. Aircraft without member booking enabled remain viewable, with booking unavailable. Dispatch and final flight returns remain administrator operations.

Does ClubNest replace the pilot’s safety responsibilities?

No. Pilots and operators remain responsible for airworthiness, currency, weather, flight preparation and applicable operating requirements. Operational records support your procedures; they do not certify that a flight is safe or legally authorized.

Can we move our existing flying club records?

Start with reviewed contact and aircraft CSV imports. The historical flight importer preserves supplied flight records without changing aircraft meters or creating new charges. Review current qualifications, maintenance, reservations and starting balances before switching operational systems.

How does pricing work?

$399/year or $45/month for up to 2,500 members, 2 GB total storage and 750 email sends per month. Start with a 10-day free trial at subscription checkout. Existing subscriptions retain their current terms unless the owner explicitly changes plans.

Your organization. Your ClubNest.

Give your flying club a shared home.

Bring reservations, pilot records, maintenance and billing into one simple workspace. Your team and your members each have their own portal.