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SimpliTrain Charter Airline Training Case Study | Multi-Base LMS | Multi-Base Training

The Client

A charter and regional aviation operator running scheduled and ad hoc flights across a mixed fleet, with training activity split across four bases. Like many mid-sized carriers, it had added aircraft and crew faster than its training systems could keep up, leaving compliance and audit reporting to run on processes built for a much smaller operation.

  • Charter and Regional Air Operation
  • Aviation Industry
  • United States

Introduction

Charter demand had grown faster than the airline’s supporting systems. Routes expanded, new aircraft types came into service, and seasonal crew numbers swung sharply through the year. Training and compliance were still running on spreadsheets and a bolt-on e-learning tool. It wasn’t treated as urgent until an internal review found the airline had come close, twice in one year, to rostering crew with a certification that had already lapsed.

Challenge

  • Four bases, four different pictures of who was current, who was due, and who had already lapsed on a certification, usually reconciled by hand and after the fact.
  • No automated expiry warnings. Type ratings, medicals, and recurrent checks were tracked in spreadsheets maintained separately at each base.
  • Preparing records for an EASA audit meant pulling data from four bases and two systems manually, a job that regularly took the better part of three days.
  • Per-learner pricing on the existing e-learning tool meant every seasonal hiring wave came with a licensing bill that moved independently of the training budget.
  • Three disconnected systems for scheduling, e-learning, and certificate records meant any change in one had to be copied into the other two by hand.

Solution

The airline consolidated scheduling, e-learning (ILT and vILT), and certification tracking into SimpliTrain’s unified TMS+LMS, replacing three disconnected tools with a single system of record.

  • Automatic expiry alerts at 90, 60, and 30 days before a type rating, medical, or recurrent check lapses, instead of relying on someone remembering to check a spreadsheet.
  • Audit reports now generate directly from the platform in under 60 seconds, formatted for EASA, instead of a three-day manual pull.
  • Flat, per-admin pricing rather than per-learner, so onboarding seasonal crew no longer moves the licensing bill.
  • Rollout took two weeks across all four bases. The first week went mostly to migrating and cleaning up existing certificate records, which turned out messier than expected since three of the four bases had been tracking dates in slightly different formats.

Result

  1. Four bases now show up on one dashboard instead of four separate spreadsheets.
  2. Scheduling and admin time down by roughly 85% for training coordinators.
  3. Audit report generation: three days → under 60 seconds.
  4. Zero certification-related findings in every regulatory review since go-live.

Testimonial

“Before, compliance was something we found out about the hard way, usually an expiring certificate discovered the week it lapsed, or an audit request that meant three days chasing four different systems. Now we see it 90 days out, from one dashboard, across every base. And because pricing isn’t tied to headcount, bringing on seasonal crew doesn’t turn into a budgeting guess.” – VP, Training Operations

Conclusion

For a multi-base charter operator, certificate tracking and audit readiness used to run on manual effort and a bit of luck. Replacing three disconnected systems with one platform turned that into a real-time process, and flat per-admin pricing meant scaling seasonal crew stopped being a moving cost. The clearest sign it worked: zero certification-related audit findings since go-live, across every base.

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