How to use G-WOWO

G-WOWO is the online booking diary for the group’s Cirrus SR22 G7+ (Archer Six Ltd). It replaces the old SuperSaaS diary. You use it to see who has the aircraft when, to book your own slots, after you fly to fill in the journey log, and to report anything wrong with the aircraft as a squawk.

It lives at g-wowo.gud.dog and works on a phone, tablet or computer — it’s a website, with nothing to install.

1. Signing in

Access is invite-only. The admin adds your email first and you get an invitation email telling you how to get in; if your email isn’t recognised you’ll be told to contact the admin. On the sign-in screen you have two ways in:

• Continue with Google — best if your invited email is a Google/Gmail address. One tap, no password to remember.
• Email me a sign-in link— type your email and we send you a one-time link. Open it on the same device and you’re in.

There is no password to set or forget. You stay signed in on that device until you sign out.

2. The calendar (the home screen)

The same top bar appears on every page: Calendar (the diary), Journey log (the permanent flight record), Squawks (anything wrong with the aircraft) and Maintenance (the service forecast — everyone can see them all); and — for admins — a Pilots button. Two small icons sit in the top-right corner of every page: Documents(the flight group rules and the ramp-check paperwork, mirrored live from the group’s Google Drive) and Help (this guide), next to your photo and name — tap those for your profile, which is also where you sign out.

Two ways to look at the diary — switch with the Month / List buttons at the top of the Calendar page:

• Month — a month grid; each day is marked Booked (a flight) and/or Service (maintenance). A trip spanning several days is marked on every day.
• List — every upcoming booking in date order, with full details.

Each booking shows the date and the slot (Full day, Morning or Afternoon), who has it (the pilot in command), the route, POB (persons on board), any estimated flight time and notes. A small coloured tag shows the naturewhen it isn’t a plain private flight (Training, Check or Positioning). Maintenance or hangar blackoutsshow as amber entries — the aircraft isn’t available then. You can only edit or cancel your own bookings (admins can touch any).

3. Making a booking

Press + New booking (top right of the calendar). A form pops up. Fill in:

• Date and Slot — pick the day and whether you need the Full day (the default), just the Morning, or just the Afternoon. A morning and an afternoon booking can share a day. A short handover buffer between bookings is allowed for automatically.
• End date — only for a multi-day trip; leave blank for a single day. Set it and you book full days from the start date through that date.
• Estimated flight time (hours)— optional. Roughly how long you’ll actually be flying; it feeds the maintenance forecast, so add it when you know (it can be filled in later). It is notthe same as how long you’re booking the aircraft for.
• Route — optional and purely informational: it’s a plan for the group’s information, not a commitment, and you can change or ignore it (weather, etc.). List the airports in order, the first being where you start, e.g. EGMD, LFPB, LFMD, LFKC, EGMD. Leave it blank if you like.
• Passengers — 0 to 3.
• Nature of flight — Private, Training, Check (a test or proficiency flight) or Positioning(a ferry leg, e.g. to or from maintenance). This matches the “Nature” column on the paper journey log.
• Notes — anything useful for the group.
• The confirmation tick (required for a Pen booking)— you must confirm that, as pilot in command, you’re current and legally qualified, and that responsibility for the flight’s legality and safety stays yours. The booking won’t save without it. A pencil is a non-binding note, so it doesn’t ask.

Then choose how to save it. Book makes a firm booking in pen: it holds the slot and others plan around it. ✎ Pencil it in instead makes a tentative note: it shows your intention on the calendar but holds nothing — anyone can still book the slot. When you edit a booking later, the same two buttons adapt: a pencil offers Firm it up — book in pen (if the slot is still free), and a pen booking can be relaxed back to a pencil. The system checks availability live.

What can stop a booking going through:

• A clash— the slot overlaps another booking (including the handover buffer), or falls in a maintenance/hangar blackout. A double-booking simply can’t happen.
• The advance-booking limit — beyond the next 7 days you may hold at most two firm bookings, covering at most six daysin total. Anything within the next 7 days is unlimited, and as a held booking comes inside the week it stops counting — so last-minute flying is never rationed. Pencils never count. If you’re at the limit, cancel an advance booking, pencil it in instead, or book within the week.
• Service protection — when a service is nearly due, a firm booking that would get in its way is refused (a pencil never is). The exact rules are under The booking rules below; the message always says to contact an admin, who can schedule the service or override.
• A grounding squawk — if someone has reported a fault serious enough to ground the aircraft, firm bookings are paused until an admin clears it. You can still pencil in a hopeful slot for after the fix. See Squawks below.

When it saves, you (the pilot in command) get a confirmation email.

4. Editing or cancelling a booking

On your own bookings you’ll see small Edit and Cancel controls.

• Edit reopens the form with your details filled in. Change what you need and Save changes. The same checks apply.
• Cancel asks you to confirm, then frees the slot for everyone. You get a cancellation email.

You can’t move a booking’s start into the past.

5. The journey log

The journey log is the group’s permanent record of every flight— its own section in the top bar, kept to the CAA / ICAO journey-log standard. It is separate from bookings on purpose: bookings are just plans (and get cancelled), whereas the journey log is the lasting record of what actually flew. A log doesn’t need a booking at all — record an engineer or maintenance test flight directly.

Open Journey log and press Add journey log. Record the date and nature of flight (Private, Training, Check, Positioning or Maintenance/test), the aircraft (G-WOWO), the pilot in command and any other crew, from / to aerodromes, off and on blocks times, Hobbs and Flight (tach) start/end, fuel, landings, persons on board and any remarks; then tick to sign it offas complete and accurate. You don’t attach it to a booking — a log lines up with the right booking automatically by date and pilot, so a booking shows ✓ Logged once its flight has been recorded. Each entry in the list shows just the essentials; tap it to see the full detail or to edit it.

Some flights are captured automatically from the aircraft’s ADS-B broadcasts and appear as an ADS-B draft with the times already filled in — open it, complete the remaining fields and sign it off.

While filling in a journey log you’ll see “Anything wrong with the aircraft?” — tick it to raise a squawk for that flight in the same go (see below). Your log always saves first.

6. Squawks — reporting a fault

The Squawkspage is how the group flags anything wrong with the aircraft — from a flat landing light to something that grounds it. Anyone can raise one in under a minute, with a photo. It replaces the old shared spreadsheet, and it’s also where the next pilot checks what they’re walking out to.

Raising one asks a single plain question — should the plane still fly?

• Fine to fly — needs looking at (advisory): logged for awareness; not sure? pick this, an admin can upgrade it.
• Flyable, but only within a limit (e.g. “autopilot u/s” or “daytime only”): the restriction travels with every booking screen.
• Should not fly until checked (grounding): this pauses new firm bookings for everyone and emails the group. Anyone can raise it — a needless grounding costs a phone call; a fault flown on costs far more.
• Just a quirk or tip (a note): shared know-how, e.g. “the door needs a firm push” — no alerts, never counted as a fault.

Clearing a squawk is deliberate: you can close your own advisory or note, but only an admin lifts a limitation or a grounding (and a grounding clear records the RGV work-order reference). This log is how the group talks about the aircraft — it is notthe aircraft’s official airworthiness record, and the pilot in command always makes the final fit-to-fly decision.

RGV (the maintenance organisation) sees this log too: any member can share the private read-only squawk sheet link with them (it sits at the bottom of the Squawks page) — handy when you ferry the aircraft in. No sign-in needed, and it shows squawks only, nothing else from the app.

7. The booking rules the system applies

The app keeps the diary honest, nothing more. At booking time it enforces:

• No double-bookings and no overlap with the handover buffer between flights. (A pencil holds nothing, so it never clashes with anything except a maintenance blackout.)
• No bookings during a maintenance/hangar blackout — not even a pencil.
• The advance cap — beyond the next 7 days: at most 2 firm bookings and 6 booked days per pilot. Within the week, unlimited. Pencils don’t count.
• No flying past an hours service — a firm booking is refused if its estimated flight time, on top of the booked flights before it, would carry the aircraft past the flight hours at which the next hours-based service is due (it would overrun the service).
• A pause when a service is imminent but not yet booked— when the next hours-based service is close (its booking window opens within two weeks) and no service visit is in the diary yet, new firm bookings before the end of that window are paused — so more flights can’t keep pushing the service back. Contact an admin to get it scheduled.
• The annual is a calendar limit— if the annual isn’t booked yet, bookings on or after its due date are refused until it is. Once the visit is in the diary you can fly right up to it and from the day it ends (if the visit finishes after the annual’s grace deadline, the days in between are blocked too — the aircraft is grounded in that gap).
• No new firm bookings while grounded — an open grounding squawk pauses them until an admin clears it (see Squawks above).
• Suspended accounts can view the diary but can’t book.
• In a genuine emergency the owner (an admin) can overridea booking — it’s cancelled with a stated reason and the pilot is emailed. Used sparingly, by agreement.

The service rules and the grounding pause apply to firm (Pen) bookings only — a pencil is just a note, so it’s always allowed.

8. Your profile & G-WOWO currency

Tap your name in the top bar to open your profile: set a photo, your name and phone, change your sign-in email (we send a confirmation link to the new address — the change only takes effect once you click it), and list your pilot qualifications (licence, ratings).

Your profile also tracks G-WOWO currency— the flight-group’s own requirements for flying the aircraft:

• Proficiency check — a check on G-WOWO with Gary Merchant every 6 months, arranged with them directly. You record the date yourself on your profile (honour system).
• Rolling recency— at least 1 flight hour on type every 90 days. Worked out automatically from the journey logs, so there’s nothing to enter.
• IFR — an instrument rating (IR / IMC) plus a G-WOWO IFR checkout, which every pilot in the group is expected to hold. You record the checkout date yourself.

Each shows green / amber / red on your profile and the Pilots page. If one isn’t satisfied you’re not current: you can still book, but you’ll be asked to tick an acknowledgement that you’ll put it right before you fly as PIC. This is the group’s own standard — your medical and legal currency remain your own responsibility as pilot in command, which is what the booking tick confirms.

9. Getting bookings into your own calendar

The diary can feed your phone/computer calendar (Google, Apple, Outlook) so G-WOWO flights show up alongside the rest of your life. It’s one-way: it shows the bookings, it doesn’t let your calendar app change them. Open your profile (your photo, top-right) to find the subscribe link with a Copy button, then add it as a subscribed/Internet calendar. It updates itself.

10. Email you’ll receive

• Booking confirmation when you create a booking.
• Cancellation notice when one is cancelled.
• A reminder about 24 hours before a flight you’re pilot in command for.

While the group is being set up, emails are limited to known addresses; the admin will confirm when reminders are switched on for everyone.

11. For the admin

Admins get a Pilots button in the top bar — the group roster and everything to manage it:

• Invite a pilot by email and role (Pilot / Admin / Read-only); set roles; and suspend or reactivate. Inviting sends them an invitation email automatically, and you can resend it.
• Audit log (linked from the Pilots page) — an append-only activity log, plus Bookings CSV, Squawks CSV and Audit CSV for your records.

Blackouts (blocking the aircraft for a booked service, hangar work, etc.) are managed on the Maintenancepage — admins get the controls there; they show on everyone’s calendar and prevent bookings in that window.

Admins can also book, edit and cancel on anyone’s behalf, fill in any pilot’s journey log, and aren’t subject to the advance-booking cap or the service-protection rules — use that responsibly.

Quick reference

Rules in one line:beyond the next 7 days, at most 2 firm bookings and 6 booked days per pilot (pencils don’t count); within the week, unlimited; no double-bookings or maintenance clashes; and a firm booking that would overrun a due service — or fly on past the annual’s due date — waits until the service is scheduled. Being current and legal for the flight is the pilot in command’s responsibility, confirmed at booking.