Renewals and Compliance¶

The Renewals section manages the organisation's regulatory credentials and tracks individual pilot certifications. All records feed into the compliance risk checks on campaigns and missions.

Overview¶

Record type	What it tracks	Where
Organisation renewals	Operator ID, Operational Authorisation	Admin → Renewals → Organisation
User certifications	Flyer ID, GVC (Basic/Intermediate/Advanced), GVC A2 CoC, RPC-L1, RPC-L2	Admin → Renewals → Certifications
Drone maintenance	Service records and maintenance intervals	Admin → Renewals → Maintenance
Insurance policies	TPL and equipment cover	Admin → Renewals → Insurance

Expiry alerts are shown as a badge in the sidebar and on the Admin Dashboard. Three severity levels:

🔴 Critical — expiring within 7 days
🟡 Warning — expiring within 30 days
🔵 Info — expiring within 90 days

Organisation Renewals¶

Operator ID¶

The Operator ID is the organisation's registration with the CAA. It must be renewed every two years. The reference number stays the same on renewal.

To add or renew:

Go to Admin → Renewals → Organisation → Add
Select Operator ID as the renewal type
Enter the reference number, issue date, and expiry date
Set status to Active

Once active, the system auto-resolves any Operator ID reference fields on campaign compliance checks.

Operational Authorisation (OA)¶

The OA is required for Specific category operations. The CAA assigns a new reference number on each renewal. The system includes a multi-step workflow that mirrors the CAA's process:

Step 1 — Prepare (status: Draft)¶

Go to Admin → Renewals → Organisation → Prepare Renewal
Select Operational Authorisation
The system snapshots current flying hours for all users and drones
Enter a temporary placeholder reference (the previous OA number) — the CAA will assign the actual new number later
Click Save Draft

Step 2 — Generate the CAA report¶

From the renewal detail page, click Generate Report. This produces a CSV/Excel file containing all user and drone flying hours since the last renewal. Use this data to complete the CAA's online submission form.

Step 3 — Submit to CAA (status: Pending Approval)¶

After submitting the CAA form, return to the renewal in the system and click Submit to CAA. Status changes to Pending Approval. The renewal cannot be edited until the CAA responds.

Step 4 — Approve (status: Active)¶

When you receive the CAA approval email with the new reference number and dates:

Click Approve on the renewal detail page
Enter the actual CAA-assigned reference number, issue date, and expiry date
Click Confirm Approval

The previous active renewal is automatically marked as Renewed. The new renewal is activated. Campaign compliance risks that check OA status will auto-resolve.

Cancelling a draft

If you need to abandon a draft before submission, click Cancel on the renewal detail page. The draft is deleted and no status change is recorded.

User Certifications¶

Admin → Renewals → Certifications lists all pilot certifications with expiry tracking.

Certification types¶

Type	Code	Expiry
Flyer ID	`flyer_id`	5 years from issue
GVC Basic	`gvc_basic`	As stated on certificate
GVC Intermediate	`gvc_intermediate`	As stated on certificate
GVC Advanced	`gvc_advanced`	As stated on certificate
GVC A2 Certificate of Competency	`gvc_a2coc`	No expiry (lifetime)
Remote Pilot Certificate L1	`rpc_l1`	As stated on certificate
Remote Pilot Certificate L2	`rpc_l2`	As stated on certificate

Adding a certification¶

Click Add Certification
Select the user and certification type
Enter the issue date and expiry date (leave expiry blank for GVC A2 CoC)
Enter the certificate number and any notes
Click Save

Renewing a certification¶

Click Renew next to an existing certification. The form pre-fills with the current certification's data. Enter the new dates and reference number, then save. The previous certification is automatically marked as Renewed.

Certification and the CAA category calculator¶

The system checks pilot certifications when a mission is created. If the assigned pilot does not hold the required certification for the calculated category, mission creation is blocked. Keeping certifications up to date in the system ensures this gate works correctly.

Drone Maintenance¶

Admin → Renewals → Maintenance tracks service records for each drone.

Click Add Maintenance Record to log:

Drone
Maintenance type (routine service, repair, firmware update, etc.)
Date performed
Next due date
Technician and cost

Maintenance records count toward flying hours reporting but do not directly affect campaign risk states.

Insurance Policies¶

Admin → Renewals → Insurance manages organisation-wide insurance policies.

Adding a policy¶

Click Add Policy:

Field	Notes
Scope	Organisation (covers all campaigns) or Campaign (covers a specific campaign)
Policy type	Third-Party Liability or Equipment
Provider	Insurer name
Policy number	Reference for audit trail
Valid from / Valid to	Policy dates — must overlap with any campaigns they need to cover
Notes	Optional additional information

How insurance auto-resolves campaign risks¶

When a campaign is viewed, the system checks whether a valid insurance policy exists that covers the campaign's date range:

Organisation-scope policy: valid if policy.valid_from ≤ campaign.start_date and policy.valid_to ≥ campaign.end_date (or start date if no end date)
Campaign-scope policy: added directly on the campaign page and linked only to that campaign

If a matching active policy is found, the corresponding campaign risk (Insurance — TPL or Insurance — Equipment) is automatically marked as Done.