CrewLounge PILOTLOG can import data from 48 other logbook applications.
Export your data from the other application and submit the file through our website for conversion.
If you have a self-made Excel sheet, you can submit the file through the same web-page. Select V01 - Generic CSV and we will convert the file into a compatible CSV file. Should you prefer doing the conversion yourself, follow the guidelines listed further down in this article.
The following Video Tutorial demonstrates the different options how to insert your previous flying experience in PILOTLOG :
- How to import records from another electronic logbook
- How to import historical flight data from the airline's Crew Web Portal
- How to manually insert total time per aircraft model
(video from mccPILOTLOG - will be updated soon)
Convert your self-made Excel logbook
Save the file as CSV file and continue as follows :
Step 1- Modify the column headers
Open the data file with a text editor (like notepad) or with some spreadsheet software, like Excel or Calc.Caution when using Microsoft Excel :MS Excel has a bad habit to auto-modify the contents of the fields.A flight time of 1.4 hours can be modified to Jan 1st or April 4th. If you notice this kind of data modification, then use another software to edit the CSV file.
The following 120 headers are recognized by the PILOTLOG import wizard. Mandatory headers are listed red bold (4 columns).
Each header can only be used once. Columns (headers) can be used in any order. The header name is not case sensitive.
Each column must have one of the following headers. If you cannot find a suitable header, then use "X" as header ;these columns are then ignored by the import wizard.
|MCC_DATE||Date of flight||The column header is set to mcc_Date in order to confirm the file has been modified to meet PILOTLOG import requirements.|
The wizard can process about any kind of date formatting, like Day first, or Month first or Year first (YYYYMMDD) and with any kind of separator (slash, hyphen, space, point, none), with or without leading zero ( 9-3-2010 or 09-03.2010)
|FLIGHTNUMBER||Flight Number||May be numeric (345) or alphanumeric (34K).May include airline company (AF204).|
|PAIRING||Pairing Number||The pairing number is an in-house reference to the flight route, often spanning multiple days. Pairing can be numeric (610) or alphanumeric (P7108_B). |
|Airfield Departure||Column must list the unique ICAO or IATA (or FAA) airfield identifier in 3 or 4 characters. Flights with invalid airfields are refused by the wizard !|
If your data file does not have unique ICAO codes, but the long airfield names (e.g. John F. Kennedy International instead of JFK), the Airfield Lookup wizard will assist you in searching the codes and converting the file.
Required for flights only, not for simulator training.
|ROUTE||Flight Route||The Route is imported as free text in the Flight Log Report. PILOTLOG does not interpret the airfields !Read above the note Logging per Flight Route.|
|TIME_DEP||Departure Off-Block Time||Can be LOCAL or UTC time, according to your settings on the Settings page.Format can be with semi-colon (12:00) or in four digits (1200) or with your regional language settings (12h00).Reads AM – PM and accepts with or without leading zero (8:30 or 08:30)|
|TIME_DEPSCH||Scheduled Departure Time|
|TIME_ARR||Arrival On-Block Time|
|TIME_ARRSCH||Scheduled Arrival Time|
|TIME_AIR||Airborne time (optional)||Airborne time will be calculated from Takeoff time to Landing time, and is not stored by itself|
|TIME_MODE||Time Mode for the Departure and Arrival times|
Can be UTC, LOC (Local time airfield of departure and local time arrival of arrival) or BASE (Local time at the Home Base – the Home Base must be set on the Settings page)
Total Duration of Flight
Can be formatted with semi-colon (3:30) or in decimal hours (3.5 or 3,5) or in minutes (210)
Total Duration of Simulator
|Simulator sessions must be logged as separate records (rows) in the CSV file.The TIME_TOTALSIM column is not mandatory.You can also use the TIME_TOTAL column in combination with the AC_ISSIM column.|
|TIME_SOLO||Solo time||Times can be formatted with semi-colon (3:30) or in decimal hours (3.5 or 3,5) or in minutes (210)|
PILOTLOG prefers a single column for function time (e.g. TIME_PIC) and a separate TIME_NIGHT column. There is no need for a Day – Night split. However, if your data file has Day – Night split, you can use these column headers.
Another technique to import function time is the combination of TIME_TOTAL with the pilot CAPACITY column, where it says P1, P2, P/US, etc.
The sum of the function times (PIC + PICus + CoPilot + Dual + Relief) should be equal to Total Time.The wizard will notify you if that is not the case.
PILOTLOG does not have a separate column for Solo time.TIME_SOLO is imported as PIC time and a text comment is added to the Instruction field.Read more about SOLO on the FAQ Help page.
Dual Received and Dual Given are stored in the same column.When Instructor time is logged for the same flight, Dual time is considered to be Given.When no instructor time is logged, Dual is considered as Received.
|TIME_PIC||Pilot In Command time|
|TIME_PICDAY||Pilot In Command time Day|
|TIME_PICNIGHT||Pilot In Command time Night|
|TIME_SICDAY||Co-Pilot time Day|
|TIME_SICNIGHT||Co-Pilot time Night|
|TIME_DUAL||Dual Received / Given time|
|TIME_DUALDAY||Dual Received / Given time Day|
|TIME_DUALNIGHT||Dual Received / Given time Night|
|TIME_PICUS||PIC Under Supervision time|
|TIME_PICUSDAY||PIC Under Supervision time Day|
|TIME_PICUSNIGHT||PIC Under Supervision time Night|
|TIME_INSTRUCTOR||Instructor Time||Time as instructor on a real aircraft or in the simulator|
|TIME_EXAMINER||Examiner Time||Time as check pilot on a real aircraft or in the simulator|
|TIME_NIGHT||Night Time||Total night time on the flight. If different functions are logged on the flight (like 3 hours PICUS and 2 hours Co-Pilot), night time is automatically distributed on those functions in hierarchical order, starting with PIC, PICus, Co-Pilot and finally Dual.|
Night time is not mandatory for import.Once the records have been imported in PILOTLOG, you can use the Multiselect function on the Flights page to mass edit all records with a single click and have the software recalculate night time for all selected flights.The software is using airfield coordinates + flight date (summer, winter, DST rules) + Block Hours for this.
|TIME_XC||Cross-Country Time||XC time is not mandatory for import.Once the records have been imported in PILOTLOG, you can use the Multiselect function on the Flights page to mass edit all records with a single click and have the software recalculate cross country time for all selected flights.The software is using airfield coordinates to calculate distance.All flights above 50 NM will then be logged XC.|
|TIME_IFR||IFR Time||Instrument Flight Rules, which is different from Actual Instrument time ! During a visual approach under clear weather you still fly IFR regulations.|
VFR time is not logged in PILOTLOG, but is automatically obtained (any flight time not logged as IFR is VFR).
|TIME_HOOD||Simulated Instrument time||Simulated Instrument time, also called Hood time. Can be logged on real flights and on simulator sessions.|
|TIME_ACTUAL||Actual Instrument time||Actual Instrument time, not to be confused with IFR time. Can be logged on real flights and on simulator sessions, however the latter is not recommended.|
|TIME_RELIEF||Pilot Relief time||Time as pilot crewmember onboard the aircraft where you are not sitting in the front seats. Can also be used as Observer, but is not recommended.|
The sum of the function times (PIC + PICus + CoPilot + Dual + Relief) should be equal to Total Time.The wizard will notify you if that is not the case.
There is an option on the Settings page allowing you to have Relief time included or subtracted from your Total Time.This option can be selected or not selected at any time.However, for the CSV import file, Relief time must be included in Total Time.
e.g. Flight from LHR to JFK
Total Time must be logged as 7:00 hours
For this flight you can log something like 4 hours of Co-Pilot time and 3 hours as Relief Time. Your logbook will then show Total Time 7 hours or Total Time 4 hours, depending on your settings, which can be changed at any time later.
|TIME_USER1||User Time field 1||You can import up to 4 user defined time fields. You must first setup the user time field(s) on the Settings – Flight Logging page prior to running the import wizard.|
Times can be formatted with semi-colon (3:30) or in decimal hours (3.5 or 3,5) or in minutes (210)
Times in these user fields may not exceed Total Time.
Beside time fields, you can also setup 3 other fields – see further
|TIME_USER2||User Time field 2|
|TIME_USER3||User Time field 3|
|TIME_USER4||User Time field 4|
|CAPACITY||Holder’s Capacity||PILOTLOG does not store Pilot Capacity in its database. During import, this column will be used to store pilot function time in the correct column.|
So, your CSV will either have a column TIME_TOTAL and other columns like TIME_PIC and TIME_SIC showing the time for each function, or it will have the TIME_TOTAL column in combination with the CAPACITY column.
The following values are recognized : P1, P2, P3, PIC, PIC/us, P/us, COP, Co-Pilot, FO, SNY, CH (check pilot), Captain, Co-Pilot, Instructor, DUAL and DH (deadheading).
Notice that P3, SNY and CH hours are imported in the Relief Time field.According to your selections on the Settings page Relief function time is or is not included in your total flying experience.This setting can be changed any time later.
In all columns are present in the CSV file, the import wizard will verify the record for any conflicts (e.g. you log P1 as capacity while Co-Pilots time is logged for the same flight).
|OPERATOR||Name of Airline or Company||Used for Aircraft and Pilots|
|PILOT1_ID||Pilot 1 Employee ID||Pilot 1 is usually the captain or the commander. |
Pilot 2 is usually the co-pilot or the instructor in the right-hand seat.
Pilot 3 is usually the examiner on the jump seat, the instructor on the back seat in the simulator or the relief pilot for augmented flight crews.
Pilot 4 is an additional crew member, such as on some long intercontinental flights.
The Employee ID for each pilot must be unique.This ID can be numeric or alphanumeric, such as a 3-letter code.Maximum length 10 characters.
The Pilot Name can be up to 50 characters long.If your data file contains 3-letter codes instead of pilot names, it is recommended to use the PILOT_ID column header, since these codes are actually the Employee ID and not the real name.
The phone number can be numeric or alphanumeric, like
+32 (0) 477 – 11.22.33
|PILOT1_NAME||Pilot 1 Name|
|PILOT1_PHONE||Pilot 1 Phone Number|
|PILOT1_EMAIL||Pilot 1 E-Mail address|
|PILOT2_ID||Pilot 2 Employee ID|
|PILOT2_NAME||Pilot 2 Name|
|PILOT2_PHONE||Pilot 2 Phone Number|
|PILOT2_EMAIL||Pilot 2 E-Mail address|
|PILOT3_ID||Pilot 3 Employee ID|
|PILOT3_NAME||Pilot 3 Name|
|PILOT3_PHONE||Pilot 3 Phone Number|
|PILOT3_EMAIL||Pilot 3 E-Mail address|
|PILOT4_ID||Pilot 4 Employee ID|
|PILOT4_NAME||Pilot 4 Name|
|PILOT4_PHONE||Pilot 4 Phone Number|
|PILOT4_EMAIL||Pilot 4 E-Mail address|
|TO_DAY||Number of Takeoff Day||Number of takeoffs and number of landings during day and during night time.|
Not mandatory for import.Once the records have been imported in PILOTLOG, you can use the Multiselect function on the Flights page to mass edit all records with a single click and have the software recalculate takeoff (day/night) and landing (day/night) for all selected flights.The software is using airfield coordinates + flight date (summer, winter, DST rules) + Block Hours for this.
|TO_NIGHT||Number of Takeoff Night|
|LDG_DAY||Number of Landing Day|
|LDG_NIGHT||Number of Landing Night|
|LIFT||Number of Lifts||Can be Sling & Winch lifts, parachute dropping lifts, or similar|
|PF||Task PF – PM/PNF||Pilot Flying or Pilot Monitoring (Non-Flying)|
Column can contain ‘PF’ and ‘PM’ or ‘PNF’ value, or any other boolean value, like Yes / No, True / False or 1 / 0
|HOLDING||Number of Holdings||Numeric value|
|APP_1||Type of Approach 1||You can log up to 3 different approaches per flight.|
See table below for different types of approaches that are recognized by the import wizard.
PILOTLOG does not log the number of approaches. However, you can setup a User Numeric field for that.
|APP_2||Type of Approach 2|
|APP_3||Type of Approach 3|
|APP_PRECISION||Precision Approach||Column can contain ‘PREC’ and ‘NON-PREC’ flags, or any other boolean value, like Yes / No, True / False or 1 / 0|
|APP_NONPRECISION||Non-Precision Approach||Column can contain ‘PREC’ and ‘NON-PREC’ flags, or any other boolean value, like Yes / No, True / False or 1 / 0|
|APP_VISUAL||Visual Approach||Column can contain ‘Visual’ flag, or any other boolean value, like Yes / No, True / False or 1 / 0|
|GLIDERLAUNCH||Type of Glider Launch||The import wizard recognizes the following types of glider launch :|
aerotow, bungee, car tow, self launch, winch
PILOTLOG does not log the number of launches, only 1 type for 1 flight
|Training Info||Kind of training that was received or given. Logged as free text|
(maximum 30 characters).Is printed or not printed in the Remarks column of the logbook (user selectable during print job)
|REMARKS||Remarks||Free text comments on the flight, which are printed in the Remarks column of the paper logbook(maximum 50 characters)|
|FLIGHTLOG||Flight Log Report||Free text comments on the flight, such as detailed report or name of cabin crew members.Is never printed in the paper logbook(maximum 250 characters)|
|AUTOLAND||Number of Autoland||Number of automatic landings.No direct link to CAT 2 or 3 approach.Approach must be logged separately as APP.|
|PAX||Number of Passengers||Number of passengers carried on the flight. Should not exceed 6% of maximum aircraft seating capacity.|
|FUEL||Total Ramp Fuel||Ramp Fuel – must be numeric value. Units can then be selected on the Settings – Other Settings page (can still be selected or changed after import)|
Fuel used during this flight. While the software itself allow you to enter Remaining Fuel (by putting a negative number in the Fuel Used field), the import wizard only accepts Fuel Used (positive numbers)
Both can be logged independently, so you can import only Ramp Fuel or only Fuel Used, however the combination of both will return the best reporting.
|DELAY||Delay Code||Delay code according to the official IATA code list, e.g. 75 for delay due to aircraft de-icing.|
The complete list is available on the following website :
IATA delay codes
|DEICE||Aircraft De-Icing||Boolean field indicating whether or not the aircraft has been de-iced. Accepts any kind of boolean values, like Yes / No, True / False or 1 / 0.|
Type Of Fluid, the number of litres and/or the timing can be logged as free text in the Flight Log Report field.
User Numeric field
|Besides 4 user time fields, you can import another 3 user defined fields. You must first setup the user field(s) on the Settings – Other Settings page prior to running the import wizard.|
- USER_NUMERIC must be a numeric field and can be used to log the number of approach, cargo freight weights, etc
- USER_TEXT is a free text field (max 50 characters) and can be used to log cabin crew names, gate number, or special events – the contents of this field are not printed in the paper logbook, unless you setup a user column
- USER_YESNO must be a Yes-No field or similar boolean values, like True / False or 1 / 0 and can be used to log any kind of additional information.
User Text field
|USER_YESNO||User Boolean field|
|AC_ISSIM||Aircraft is a simulator||Boolean field indicating whether or not the flight is performed with a real aircraft or a simulator. Accepts any kind of boolean values, like Yes / No, True / False or 1 / 0.|
This field is not mandatory, you can also use the column TIME_TOTALSIM instead.
|AC_MAKE||Aircraft Make||Name of the aircraft manufacturer, like Boeing, Airbus, Cessna|
|AC_MODEL||Aircraft Model||Aircraft type (short), like B737, A320, PA28, C172|
|AC_VARIANT||Aircraft Variant||Aircraft sub model, like the B737-800. You would then log 800 in this column, or 100 for a A320-100, or RG for a C172-RG (retractable gear)|
|AC_REG||Aircraft Registration||Aircraft unique tail registration, like OO-TUC or N2406K.May contain hyphen or not.If aircraft tail is missing, the import wizard will create a dummy tail number for this aircraft model.|
|AC_FIN||Aircraft Fin||Aircraft fin – usually the short registration, like UC for OO-TUC or 406 for N2406K|
|AC_RATING||Aircraft Rating||Free text indicating the aircraft rating, like “B777-787” for the Boeing 777 and “A320 family” for A318 through A321 models|
|AC_SP||Single Pilot||Time field – any time logged in this field considers the aircraft as Single Pilot type. Accepts also Boolean values, like True / False and Yes / No.|
|AC_MP||Multi Pilot||Time field – any time logged in this field considers the aircraft as Multi Pilot type. Accepts also Boolean values, like True / False and Yes / No.|
|AC_ME||Multi Engine||Time field – any time logged in this field considers the aircraft as Multi Engine. Accepts also Boolean values, like True / False and Yes / No.|
|AC_SPSE||Single Pilot – Single Engine||Time field – any time logged in this field considers the aircraft as Single Pilot + Single Engine type. Accepts also Boolean values, like True / False and Yes / No.|
|AC_SPME||Single Pilot – Multi Engine||Time field – any time logged in this field considers the aircraft as Single Pilot + Multi Engine type. Accepts also Boolean values, like True / False and Yes / No.|
|AC_CLASS||Aircraft Class||Class : glider, balloon (lighter-than-air), rotorcraft (helicopter), microlight (ULM) or aircraft|
|AC_GLIDER||Aircraft is a Glider||Boolean field indicating whether or not the aircraft is a Glider. Accepts any kind of boolean values, like Yes / No, True / False or 1 / 0.|
This column overrides the AC_CLASS column. There is an additional column for TMG.
|AC_ULTRALIGHT||Aircraft is a Microlight||Boolean field indicating whether or not the aircraft is a Microlight. Accepts any kind of boolean values, like Yes / No, True / False or 1 / 0.|
This column overrides the AC_CLASS column.
|AC_SEA||Aircraft is a Sea Plane||Boolean field indicating whether or not the aircraft is a Sea plane or not (land plane). Accepts any kind of boolean values, like Yes / No, True / False or 1 / 0.|
|AC_ENGINES||Number of Engines||Indicates the number of engines. Reads also “single”, “multi” or “none” values.|
|AC_ENGTYPE||Type of Engines||Indicates the type of engines, like piston, turboprop, turboshaft, jet engine, etc|
|AC_TAILWHEEL||Aircraft has Tailwheel||Boolean field indicating whether or not the aircraft has a tailwheel.Accepts any kind of boolean values, like Yes / No, True / False or 1 / 0.Reads also “tail” and “retractable landing gear”.Does not read “fixed landing gear”, because this can still be a tail dragger.|
|AC_COMPLEX||Aircraft is Complex||Boolean field indicating whether or not the aircraft is Complex. Accepts any kind of boolean values, like Yes / No, True / False or 1 / 0.|
|AC_TMG||Glider is TMG||Boolean field indicating whether or not the aircraft is a Touring Motor Glider. Accepts any kind of boolean values, like Yes / No, True / False or 1 / 0.|
This column overrides the AC_CLASS column.
|AC_HEAVY||Aircraft is Heavy||Boolean field indicating whether or not the aircraft is Heavy (above 5700 KG or 12500 LBS). Accepts any kind of boolean values, like Yes / No, True / False or 1 / 0.|
|AC_HIGHPERF||Aircraft is High Performance||Boolean field indicating whether or not the aircraft is a High Performance. Accepts any kind of boolean values, like Yes / No, True / False or 1 / 0.|
|AC_AEROBATIC||Aircraft is Aerobatic||Boolean field indicating whether or not the aircraft is Aerobatic. Accepts any kind of boolean values, like Yes / No, True / False or 1 / 0.|
Notice that Aerobatic time can also be logged as User Time field. Read more about this on the FAQ Help page.
|AC_SEATS||Aircraft Seats||Aircraft maximum seat capacity for passenger load|
|IS_PREVEXP||Previous Experience||Boolean field indicating whether or not the record is logged as previous experience. That would be that you have logged a single line to cover many flights, e.g. 250 hours on Cessna 172.|
Previous Experience records must be placed at the bottom of the data file.
The following Types Of Approach are text-recognized :
Step 2- Save file as CSV
Export the XLS / XLSX / ODS file into a CSV or TXT file. By preference, use semi-colon or TAB separator
Step 3- Import file
On the Tools - Import Old Flight Data page of PILOTLOG, select "V01 - Generic CSV" from the dropdown list, and continue with the wizard.
Additional guidelines :
If you get an error ‘columns too many [X]’ for all record lines, there can be two reasons :
1- the CSV delimiter and the windows decimal delimiter are both set to comma ;
e.g.2010-10-26,EMB145,SIM,,26 oct 10 18:30,26 oct 10 22:30,4,0,,,,,,4,0,,,,,,
The duration of this simulator session is 4.0 hours.However, the duration was exported as 4,0 which is interpreted as 2 columns...
The solution here is to ;
- choose another delimiter when you create the CSV file
- if that is not possible, temporarily change your windows regional settings from comma to point for the decimal limiter, just for the time to create that CSV file
2- one or more header captions are missing in the first row.
e.g. if the ‘Remarks’ column header is missing, you need to manually add this header at the end of the first row in the CSV file.
(e.g. ,'Instructor Flying','Any Other Flying'becomes,'Instructor Flying','Any Other Flying',’Remarks’,’unknown’)
Make sure to use the correct delimiter, especially when the delimiter is a TAB :a TAB looks like a space, but a space is never used as delimiter !
If you don’t know what data is stored in that column, just enter a fictive header, such as ‘unknown’. Data from this field will not be imported with this kind of header.
If you get an error ‘columns too many [X]’ for only a few record lines, this can either be an error in the file structure or the CSV delimiter being used inside a data field :
Typical examples are :
- using a comma inside pilot name or remarks field :
…,3:00, , 1:45, “Beck, Jan”, , 1:45 (remove the comma in the name)
…,’3:00’,‘‘,’1:45’, ‘Special Flight, Hotel Sun’ (remove the comma in the remarks field)
- using a single quotation mark in the pilot name :
…,3:00, , 1:45, ‘O’Neill Jeff’, , 1:45 (remove the single quotation mark in the name)
- the record line has an additional delimiter at the end :
e.g. all records end by …;3:00;1:45;and this records ends like…;3:00;1:45;; (remove the semi-colon)
- the CSV delimiter is the same as the windows decimal symbol (you log flight hours in decimal format)
…,3,0,1,75,should have been stored like …,3.0,1.75,or…;3,0;1,75;
If you get an error ‘columns missing’, the wizard considers the line broken.The wizard will add empty fields at the end of the record line and try to import the record line.Even if you do not get any subsequent error for this record, you still need to verify the flight details, since time fields may have shifted, should the missing column be in the middle of the record and not at the end !
Dates can be saved in any numeric format, such as 1999-12-6, 8/31/2009,01.05.2010 and others.You can use any of the following date separator symbols : hyphen, slash, point and space.Alphanumeric dates, such as 1-jan-2010 or Dec 8, 1996 are refused, due to language differences.Find-Replace all months by their numeric value.
Flight Times must be formatted according to your Windows regional settings, e.g. 1:35If times are logged decimal, such as 1,6 or 1.6 make sure not to use the CSV delimiter.Decimal hours must
always have a tenth digit (e.g. 2 must be logged as 2.0 or 2,0)
If you have been using the Remarks column to store the name of the PIC or Co-Pilot, you are allowed to replace the Remarks caption by NamePIC or NameCOP.However, keep in mind that all data in this column will be considered as a pilot name.
Same logic applies for Flight Number (change Remarks into Flight Number) and Training Instruction (change Remarks into Instruction) should your have used the Remarks field for that purpose before.