Client: Regina Flying Club
Industry: Not-for-Profit Flight School & Aviation Organization
Services Utilized: Custom Web Application Development
Client Contact: Allie Moffatt, Office Manager
Regina Flying Club was running its operations across several different software systems, each one handling a single piece of the business. Reservations lived in one place, accounting in another, pilot training records somewhere else, and membership information separately again. Every system did its own job well, but none of them talked to each other. The result was duplicate data entry, administrative inefficiencies, and a staff team that couldn’t get a full picture of what was happening across the organization at any given moment.
“We knew we needed more than just another software program—we needed a centralized platform that reflected the way our organization actually operates.”
-Allie Moffatt
Off-the-shelf software could have solved a piece of the problem. It couldn’t solve all of it, and RFC wasn’t interested in bending their processes to fit someone else’s template. They needed a partner willing to learn how a flight school actually runs, day to day, and build around that.
That’s the project RFC brought to Flight Plan Marketing: design and build a custom membership portal from the ground up, shaped entirely around RFC’s workflows and branding rather than the other way around.
A platform like this isn’t really one build, it’s several systems that all have to work together seamlessly.
Getting there meant real integrations, not just links out to other tools. Sage Accounting connects directly for balances and invoices. Wingman feeds in live reservation data against each member’s profile. ePTR brings in training records and flight hours, all without staff needing to touch a separate system.
The portal also had to handle the day-to-day reality of running a flying club: multiple membership types with different pricing and enrollment windows, a full submission log for every registration and update, and a curated set of member resources on the dashboard. Building all of it to work together, on one platform, in two months, is what made this project complex.
Instead of six disconnected tools, RFC now works out of one.
“Instead of trying to force our processes into an off-the-shelf solution, they took the time to understand our workflows and branding and built a platform around our unique needs.”
– Allie Moffatt
A single dashboard now shows what used to take four different logins to piece together: total members, active memberships, pending applications, and anything expiring soon, all at a glance.
Year-to-date new members, renewals, active counts, and a 12-month registration trend, replacing what used to be a manual spreadsheet exercise every time the board asked for numbers.
Before the portal, answering a simple question about a member meant logging into three or four different systems and piecing the answer together by hand. Now that entire history lives on a single screen.
Contact details, signed agreements, tax forms, and emergency contacts sit right alongside live data pulled from Sage Accounting, Wingman reservations, and ePTR training records. Outstanding balances, upcoming flights, and flight training progress all show up automatically, with nothing to copy over or reconcile manually.
For staff, it turns a multi-step lookup into a single search. Whether it’s a billing question, a training milestone, or confirming a member’s standing before a flight, the answer is one click away instead of four logins away.
Every membership tier RFC offers, its pricing, active window, and enrollment count, managed from a single screen instead of scattered records.
Sage Accounting, Wingman reservations, and ePTR training records all feed into the portal directly, so member data updates once and shows up everywhere it’s needed.
Not just an admin tool. Members log in to a dashboard of the resources they actually need, aircraft rental rules, event tickets, reservation links, curated and ordered by RFC staff.
Every registration, membership purchase, and profile update logged automatically, giving staff a searchable record of activity that used to live in inboxes and filing cabinets.
Two months is a tight timeline for a platform this comprehensive, and RFC’s needs naturally evolved as the build progressed, as they do on any project of this size. What stood out to the RFC team was how the development process handled that.
“Communication was consistent, ideas were welcomed, and new requirements were met with solutions rather than obstacles. As our needs evolved during development, the team was incredibly responsive, making adjustments quickly and helping us refine features as we gained a better understanding of what would best serve our staff, instructors, students, and members.”
It’s the kind of feedback that speaks to partnership rather than a typical client-vendor handoff, and it’s exactly the working relationship we aim for on every custom build.
“Having our operational systems connected has improved efficiency, reduced manual processes, and positioned our organization to continue growing without being constrained by disconnected software.”
– Allie Moffatt
The RFC Membership Portal is now the operational hub of the organization. Staff have better visibility across departments, administrative tasks are more streamlined, information is easier to find, and members get a more cohesive experience across the board.
Custom platforms like this one only work when the people building them stay closely connected to the people who’ll use them every day. That’s why our team makes direct client engagement a core part of every build, not an occasional check-in. Regular touchpoints with RFC’s staff meant we could catch changing requirements early, validate decisions before they became expensive to undo, and adjust course quickly when a better solution presented itself. The result is software that fits the way an organization actually works, built through a genuine partnership rather than a one-way handoff.
“We would absolutely recommend Flight Plan Marketing to any organization looking for a custom web application. They didn’t simply build software—they invested the time to understand our business and delivered a solution that has fundamentally improved the way we operate.”
– Allie Moffatt
Regina Flying Club came to us with a problem that no off-the-shelf tool was going to solve, and left with a platform built specifically for the way they operate. That’s the project we set out to deliver every time a client needs something custom.