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Problem
Poor Inventory Tracking and Inefficient Process Management
F AIR, one of Central Europe’s largest flight schools, has become a trusted training partner for airlines such as Smartwings, VietJet, and others, delivering tailored cadet programs that guide students from their first flight to commercial readiness. With pilot trainees coming from across Europe, Asia, and the Middle East, F AIR operates with a global mindset. All programs comply with EASA standards, ensuring international career opportunities for our graduates. As demand grew and the school scaled its pilot training programs, F AIR faced increasing operational inefficiencies.
The company relied heavily on manual tools like Excel to track trainee progress, document compliance, and communicate across departments. This made coordination between the commercial and operations teams complex—especially for long-term training programs lasting up to three years.
Client onboarding, documentation management, and inter-departmental handoffs (e.g., from sales to operations) were disjointed, often relying on Teams notifications and redundant data entry. Integrating student contracts, flight data, and compliance submissions with the Civil Aviation Authority required significant manual intervention, causing delays and limiting scalability.
As Matěj put it, “We were trying to digitalize all processes—from signed contracts to tracking training milestones. But our tools weren’t talking to each other, and we were constantly reinventing the wheel.”
Q1
Solution
Centralizing Operations and Automating Workflows in SmartSuite
SmartSuite offered F AIR a centralized, modular platform to unify process management, data tracking, and integrations. They began by building a client lifecycle solution to digitize contract handoffs from sales to operations, assign checklists based on training type, and automatically notify civil authorities.
They used SmartSuite’s automation features to streamline student onboarding workflows and connect disparate systems via Make, including:
- Digisign for digital contracts
- Custom-built reservation systems
- Raynet CRM for sales data
Additionally, SmartSuite’s document designer was used to generate structured PDFs like training certificates and government notification forms. Filip and Matěj received personalized onboarding, working sessions, and architectural guidance to set up cross-functional solutions, even experimenting with dynamic forms that auto-filter based on date availability.
Q2
Results
Improved Efficiency, Collaboration, and Data-Driven Decision Making
Within nine months, F AIR had transitioned team members across departments into SmartSuite.This gradual but focused rollout allowed them to replace redundant spreadsheets, centralize training data, and reduce manual communications.
SmartSuite doesn’t just streamline internal processes — it empowers students. With digital tools to monitor progress, schedule lessons, and communicate with instructors, our cadets enjoy a structured, modern learning experience. By integrating SmartSuite, F AIR delivers training programs with the transparency and efficiency that airline partners expect — ensuring cadet progression aligns with fleet-readiness requirements.
Key results include:
- End-to-end visibility: Each student's training journey is now digitally tracked, with automations triggering compliance tasks and progress updates.
- Improved collaboration: Sales, ops, and compliance teams now coordinate via centralized workflows instead of Teams messages or Excel files.
- Scalability unlocked: With customizable roles and automation, F AIR can now manage hundreds of trainees across multiple training tracks without increasing admin overhead.
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