Logbook Entries

Chapter 5: Logbook Entries

Overview

Logbook entries are the heart of Aircraft-logs.com. Every maintenance action, inspection, repair, and significant event should be recorded as a logbook entry. This chapter covers everything you need to know about creating and managing comprehensive maintenance records.

Creating a New Entry

Accessing the Entry Form

There are several ways to create a new logbook entry:

  1. From Dashboard: Click New Entry on an aircraft card
  2. From Aircraft Page: Click New Logbook Entry
  3. From Logbook List: Click Add Entry button
  4. Quick Action: Use the navigation Aircraft > Logbooks > New

Photo Upload Mode

If you primarily use logbook entries to capture photos of maintenance records, you can enable Photo Upload Mode to streamline the process. When enabled, new logbook entries open in a simplified form showing only the date and file upload fields.

To enable globally:
1. Go to your User Profile page
2. Toggle Photo Upload Mode on
3. All new logbook entries will default to the simplified view

Using the simplified form:
1. Select the entry date
2. Attach your photos (work orders, invoices, inspection reports)
3. Click Save — the system auto-generates a description ("Photo upload - [date]")
4. OCR automatically extracts text from your photos for searching

Switching to full details on a specific entry:
- Toggle the Photo upload only switch off on the form
- All detail sections expand so you can fill in description, hours, work items, etc.

Tip: Photo Upload Mode is ideal for quickly digitizing a stack of paper logbook pages. Enable it, snap photos of each page, and the OCR engine will make them all searchable.

Entry Form Sections

The logbook entry form is organized into logical sections:

Basic Information

Logbook Types

Select which logbook(s) this entry belongs to:

  • Airframe: General airframe maintenance
  • Engine: Engine-specific work
  • Propeller: Prop maintenance
  • Multiple selections allowed for work affecting multiple systems

Example: An annual inspection might be logged in Airframe, Engine, and Propeller.

Components

Optionally link this entry to specific components:

  • Select from your aircraft's component list
  • Helps track maintenance history per component
  • Multiple components can be selected

Example: An engine oil change would link to the Engine component.

Entry Date

The date the maintenance was performed or completed. Defaults to today's date.

Time Tracking

Accurate hour tracking is essential for maintenance intervals.

Hobbs Time

The current Hobbs meter reading. The Hobbs meter typically runs whenever:
- The engine is running, or
- The aircraft is in motion

Tach Time

The current tachometer reading. Tach time runs based on engine RPM and accumulates slower than real time at cruise settings.

Total Time

The cumulative total time on the airframe. The form shows the previous total as a placeholder for reference.

Tip: Always record the time at completion of maintenance, not the start.

Description

The description field is a rich text editor supporting:

  • Bold, italic, and strikethrough text
  • Numbered and bulleted lists
  • Links
  • Embedded images

What to Include

A good maintenance description includes:

  1. What was done: Specific actions taken
  2. Parts replaced: Part numbers and serial numbers
  3. Findings: Discrepancies found during inspection
  4. Measurements: Compression readings, wear measurements, etc.
  5. References: Service bulletins, ADs, or manufacturer instructions followed

Example Description

Performed annual inspection in accordance with manufacturer's
inspection checklist and FAR 43 Appendix D.

Findings:
- Right main tire worn beyond limits, replaced with Goodyear
  P/N 505C61-5 S/N 2024-1234
- #3 cylinder compression low (62/80), within limits, will
  monitor
- All flight controls rigged within tolerance

Serviced:
- Changed oil and filter, Shell 15W-50, 8 quarts
- Cleaned and gapped spark plugs
- Lubricated per maintenance manual

Aircraft returned to service. Next annual due January 2027
or 100 hours, whichever comes first.

Auto-Generate Description

Click the Generate button to automatically create a description based on:
- Work items added to the entry
- Selected components
- Maintenance type selections

Note: This replaces existing text. Confirm before using.

Mechanic Signature

Capture a digital signature for the entry:

  1. Click Add Signature
  2. A signature pad opens
  3. Draw the signature using mouse or touch
  4. Click Save to attach
  5. Click Clear to start over

Signatures are stored as images attached to the entry.

Maintenance Details

Oil Change

Check this box if the entry includes an oil change. This:
- Updates the oil change tracking
- Helps calculate next oil change due
- Appears in maintenance summaries

FAA Inspection

Check this box if this is an annual or 100-hour inspection. This:
- Updates the inspection due date
- Calculates next inspection (based on aircraft settings)
- Marks a significant maintenance milestone

Shop

Enter the name of the maintenance facility:
- Helpful for tracking where work was performed
- Useful if warranty issues arise
- Searchable for finding past work

Mechanic

Enter the name of the mechanic who performed the work:
- Include certificate number if desired
- Important for record authenticity
- Searchable field

Cost

Total cost of the maintenance:
- Enter as a number (e.g., 1250.00)
- Used for cost tracking and reporting
- Optional but helpful for budgeting

Work Hours

Labor hours for this maintenance:
- Helps estimate future maintenance costs
- Useful for tracking efficiency
- Optional field

Work Items

Work items break down a logbook entry into individual tasks.

Adding Work Items

  1. Click Add Work Item
  2. Fill in the fields:
    • Name: Short, descriptive name
    • Description: Detailed description of the work
    • AD Link: Optionally link to an Airworthiness Directive

Why Use Work Items?

  • Granular tracking: Each task is individually recorded
  • AD compliance: Links work directly to AD satisfaction
  • Searchability: Find specific work across all entries
  • Reporting: Better breakdown in reports

Example Work Items

For an annual inspection entry:

Name Description
Oil Change Drained oil, replaced filter P/N CH48110-1, added 8 qts Shell 15W-50
Spark Plug Service Removed, cleaned, gapped to .018", reinstalled
AD 2019-23-06 Compliance Inspected fuel tank per AD, no cracks found
Tire Replacement Replaced RH main tire, Goodyear 505C61-5

Linking to Airworthiness Directives

When a work item satisfies an AD requirement:

  1. In the work item, find Search Airworthiness Directive
  2. Type the AD number or keywords
  3. Select the matching AD from the dropdown
  4. The AD's compliance date and hours are automatically updated when you save

Attachments

Uploading Files

  1. Scroll to the Attachments section
  2. Click Choose Files or drag and drop
  3. Supported formats:
    • Images: JPG, PNG, GIF
    • Documents: PDF
  4. Multiple files can be uploaded at once

What to Attach

  • Work orders and invoices
  • Inspection reports
  • Photos of discrepancies or repairs
  • Parts tags and 8130-3 forms
  • AD compliance documentation

OCR (Optical Character Recognition)

When you upload images, Aircraft-logs.com automatically:

  1. Processes the image with OCR
  2. Extracts readable text
  3. Makes the text searchable
  4. Stores it with the document

You can view and edit OCR text:
1. Click the document icon on an attachment
2. Review extracted text
3. Edit to correct any OCR errors
4. Save changes

Managing Attachments

  • View: Click to open/download
  • Rotate: Rotate images for correct orientation
  • Delete: Remove unwanted files
  • OCR: View extracted text

Saving and Editing

Saving a New Entry

  1. Complete all required fields
  2. Review for accuracy
  3. Click Save Entry or Create Entry
  4. You'll be redirected to the entry view

Editing an Existing Entry

  1. Navigate to the logbook entry
  2. Click Edit
  3. Make your changes
  4. Click Save Changes

Deleting an Entry

  1. Navigate to the entry
  2. Click Edit
  3. Scroll down and click Delete
  4. Confirm the deletion

Warning: Deletion is permanent and removes associated work items and AD compliance links.

Viewing Logbook Entries

List View

The logbook list shows all entries for an aircraft:

  • Entry date
  • Description preview
  • Hours recorded
  • Book types
  • Quick actions

Filtering and Sorting

  • Date range: Filter by date period
  • Book type: Show only specific logbook types
  • Sort: By date (newest/oldest), by hours

Entry Detail View

Click an entry to see full details:

  • Complete description
  • All work items
  • Attached files
  • Hours and cost information
  • Linked ADs
  • Signature (if present)

Searching Logbooks

Use the search bar to find entries containing:
- Keywords in description
- Mechanic name
- Shop name
- Part numbers

  • Search across multiple aircraft
  • Filter by date range
  • Filter by maintenance type

Best Practices

Be Thorough

Include all relevant details. Future you (or the next owner) will thank you.

Be Accurate

Double-check dates, hours, and part numbers before saving.

Attach Documentation

Upload work orders, invoices, and photos. They prove compliance.

Use Work Items

Break down entries into specific tasks for better tracking.

Always link work items to the ADs they satisfy.

Enter Promptly

Record maintenance as soon as possible while details are fresh.

Review Regularly

Periodically review entries for completeness and accuracy.

Common Scenarios

Annual Inspection

  1. Create entry dated on completion date
  2. Select all applicable book types (Airframe, Engine, Prop)
  3. Check FAA Inspection box
  4. Describe inspection findings and work performed
  5. Add work items for each significant task
  6. Attach the inspection report
  7. Link any AD compliance work
  8. Capture mechanic signature
  9. Record cost and labor hours

Oil Change

  1. Create entry with current date
  2. Select Engine book type and Engine component
  3. Check Oil Change box
  4. Describe oil brand, quantity, filter P/N
  5. Record current Tach/Hobbs hours
  6. Enter cost if tracking

AD Compliance

  1. Create entry describing the work
  2. Add a work item for the AD
  3. Link the work item to the specific AD
  4. Describe exactly how compliance was achieved
  5. Attach supporting documentation
  6. The AD compliance date updates automatically

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