Helipaddy Fly-In Tool

Are you organising a fly-in?

Introducing Helipaddy Fly‑Ins

A simple way to run fly‑ins with bookings (and optional arrival slots). For free!

Running a fly‑in shouldn’t mean juggling spreadsheets, inbox threads, and last‑minute “can I still come?” messages. The Helipaddy Fly‑In tool gives organisers a public booking page for each event, with optional slot‑based arrival scheduling, automatic confirmation emails, and a lightweight organiser panel to manage everything in one place.

Play with our sample fly-in at https://helipaddy.com/hp-flyin/example: try booking a slot or login as Organiser with password Organiser.

Organisers own the entire process, not Helipaddy. We just do the heavy lifting.

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Create yours now

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Key features (at a glance)

• Public booking page per fly‑in
• Optional slot scheduling (e.g. 3 landings every 15 minutes) or open arrivals (pilots enter an ETA)
• Capacity controls: limit aircraft per slot and/or set a hard max total aircraft
• Slot conflict protection: availability is checked again on submission to reduce double‑booking
• Self‑service cancellation: pilots get a personalised cancellation/rebook link via email
• Confirmation email + calendar invite (ICS) so attendees can add the slot to their diary
• Optional Stripe Payment Link support (organiser supplies the link; no API integration required)
• Event privacy option: simple event password gate for the booking page
• Organiser panel on the fly‑in page: view bookings, export CSV, and easily email all attendees

For organisers: how you set up and run a fly‑in

1) Create a Helipaddy Fly‑In using the form above

Setup fields include:

• Helipaddy site ID (links the event to the correct landing site on the Helipaddy app*)
• Date, Start time, End time
• Slot gap (minutes) – Set to 0 to disable slots (pilots will enter an ETA instead)
• Max aircraft per slot (only applies when slots are enabled)
• Max total aircraft (hard cap for the whole event)
• Instructions to pilots (displayed above the form)
• Email confirmation template (sent after booking, supports placeholders/links)
• Organiser email (used for Reply‑To and organiser notifications)
• Alert me on every booking (optional organiser notification email)
• Show slots booked (optional availability table on the public page)
• Event password (optional password to keep your event private)
• Stripe payment link + Require payment before confirmation (optional for landing fees, tickets etc)

2) Decide: slots or open arrivals

• With slots enabled (slot gap > 0): pilots choose from a dropdown, and you control the spacing.
• With slots disabled (slot gap = 0): pilots enter an ETA, and it’s validated to be within your start/end window.

3) Publish the booking experience

Your fly-in will be live at https://helipaddy.com/hp-flyin/myflyin where “myflyin” is your chosen Event Name. This cannot be changed so please pick carefully.

4) Manage bookings from the organiser panel (no WP admin required)

At the bottom of the fly‑in page there’s an Organiser login. Enter the organiser password for that event to unlock the organiser panel.

From there you can:

• View a live bookings table (pilot, aircraft, slot/ETA, payment status, notes)
• See a quick “Booked Aircraft” tail‑number list
• Download CSV for offline ops / marshalling / catering counts
• Email all attendees (with simple placeholders like {{first_name}} and {{slot_time}})
• Close bookings instantly (toggle “Enable bookings”)
• Update most fly‑in details; slot fields lock after the first booking to avoid changing the ground rules mid‑flow

5) Optional payments (Stripe Payment Links)

If you add a Stripe Payment Link, the booking page can:

• Show a Pay via Stripe link, and/or
• Redirect attendees to Stripe after submitting the booking (depending on your event settings)

Tip: because this uses Stripe Payment Links (not the Stripe API), it’s designed to be simple to set up and easy to operate.

Customer experience (what pilots see)

1) A pilot opens the fly‑in page (or finds it via your “Upcoming Fly‑Ins” list).
2) If you enabled an event password, they’ll be prompted to enter it once.
3) They read your instructions, then:

• pick an arrival slot, or
• enter an ETA (if slots are disabled).
  4) They submit: name, email, aircraft registration/type, and any notes.
  5) They see an on‑page confirmation message (and may be redirected to payment if enabled).
  6) They receive a confirmation email containing:
• their slot/ETA
• your event link (if configured)
• a Helipaddy site link (“Request Landing” reminder)
• a personal cancellation/rebook link
• an ICS calendar attachment for easy diary add
  7) If plans change, they can cancel from the email link, confirm cancellation, and rebook if spaces remain.

Important: a slot booking helps manage congestion, but it is not landing permission—pilots should still use Helipaddy to request landing as normal.

* You can get the site id from Helipaddy at the bottom of the site card