Add personnel (Pilot) verification step for crew recency item uploads

Summary
Introduce an optional approval step so that when a crew controller uploads a recency item (e.g. licence, medical, training record), the affected pilot must review and confirm the document and its dates before the item is applied to their record.

Current process
Crew controllers upload recency items directly to a pilot’s record, and the item takes effect immediately. There is no check by the pilot that the correct document has been attached or that the issue and expiry dates have been entered correctly.

Problem
Because uploads are applied straight away, mistakes such as attaching the wrong document, uploading to the wrong crew member, or entering incorrect dates can go unnoticed. This can lead to inaccurate recency and qualification data, which may affect rostering, legality checks and compliance with regulatory requirements. Errors are often only discovered later, when they are harder and more costly to correct.

Proposed solution
When a crew controller uploads a recency item, it is placed in a “Pending pilot verification” state rather than being applied immediately. The pilot receives a notification (in the app and/or by email) asking them to review the item. The pilot can then confirm that the document and dates are correct, which applies the item to their record, or reject it with a comment explaining what is wrong, which returns it to the crew controller for correction.

For example, a crew controller uploads a pilot’s licence with its issue and expiry dates. The pilot receives a request, opens the document, checks it is their licence and that the dates match, and confirms. Only then is the licence recorded as valid.

Suggested configuration options
It would be useful for operators to be able to enable or disable this step per item type, set a time limit for pilot responses with escalation to crew control if no action is taken, and define how the previous valid item is handled while a new one is pending so that crew are not shown as illegal during verification. A full audit trail recording who uploaded, verified or rejected each item, and when, would support compliance and oversight.

Benefits
This would reduce data entry errors, improve the accuracy of recency and qualification records, give pilots visibility and ownership of their own records, strengthen audit and regulatory compliance, and reduce the time crew control spends finding and correcting mistakes after the fact.