When to Create a Checkride Manually

The automatic scheduler handles most checkride scheduling, but there are times when you may want to create a checkride yourself:

  • You have made a specific arrangement with an applicant outside the platform.
  • You want to schedule a checkride with someone who is not yet on your waitlist.
  • You need to fill a specific time slot with a particular applicant or checkride type.
  • The scheduler is not enabled, and you prefer to manage scheduling manually.

Starting the Process

To create a checkride manually, click the + Offer Checkride button in the top right of the Checkrides page. On the calendar, you can also click one of your availability blocks and choose Offer a checkride here, or click or drag across empty time and choose Offer a checkride; the form then opens with that day and time filled in. The form has three tabs: From Waitlist, Invite by Email, and Run Scheduler, which runs the automatic scheduler now rather than at its next run (with Dry Run on, it only shows the offers it would make).

The Offer Checkride form opened from a block: From Waitlist, Invite by Email and Run Scheduler, the date, the checkride type, the applicants waiting for it, the start time and the location
The Offer Checkride form opened from a block: From Waitlist, Invite by Email and Run Scheduler, the date, the checkride type, the applicants waiting for it, the start time and the location

Filling Out the Checkride Details

The creation form asks for the following information:

Checkride Type

Select the type of checkride. From your waitlist, the list has the types applicants are waiting for, each with how many are waiting; by email invitation, it has every type you have configured.

Testing Location

Choose the testing location where the checkride will take place. This pulls from the locations you have set up in your configuration. If you only have one location, it is selected automatically.

Date and Time

The date and time are pre-filled based on where you clicked on the calendar, but you can modify them. The duration is automatically set based on the checkride type configuration, so you only need to set the start time.

Applicant

You have two options for selecting the applicant:

  • From your waitlist — Choose an applicant who is already on your waitlist. This is the most common approach.
  • By email invitation — Enter an email address to invite an applicant who is not yet on the platform. The system generates an invitation with a link that the applicant can use to create an account and accept the checkride offer.

Reviewing and Confirming

After filling in all the details, review the summary and confirm the checkride. The checkride is created with an OFFERED status. The applicant receives a notification (and email, if applicable) with the checkride details.

If the checkride would overlap something already on your calendar, a Potential Schedule Conflict warning lists it before anything is created: confirmed checkrides it overlaps; time you marked unavailable, with each block's notes; and offers and scheduler slots that creating it would cancel. Choose Create Anyway to go ahead, or Cancel. Rescheduling a checkride warns the same way.

The Potential Schedule Conflict warning, listing a confirmed checkride the new one would overlap, with Cancel and Create Anyway
The Potential Schedule Conflict warning, listing a confirmed checkride the new one would overlap, with Cancel and Create Anyway

What Happens Next

Once you create the offer, the applicant can accept or decline it. When they accept, the checkride status changes to CONFIRMED and it is locked in on your calendar. If the applicant was invited by email and does not yet have an account, they will need to create one before they can accept.

If you find scheduling to consume a large amount of time each week, consider enabling the automatic scheduler instead. It handles the matching and offer process for you, freeing up your time for conducting checkrides rather than scheduling them.