Manage Personnel Licences service

In this video, we'll show you how to apply for a Student Air Traffic Controller Licence on behalf of someone else as an organisation.

From your account homepage, select Submit and Track Applications, then choose Make an Application.

Find the applicant by searching for their surname or CAA reference number, or select them from your organisation's member list. Then click Continue.

Select Apply for Something New and click Continue.

Choose Student Air Traffic Controller Licence, then select Continue.

You'll now see the Before You Start page. Read this carefully, as it explains the application requirements, processing times and payment options.

When you're ready, click Start Application.

The system will ask you to check the applicant's details. Make sure they are correct and up to date, then click Continue.

You'll now see the application task list. All mandatory tasks in Section 1 must be completed before you can submit the application.

The Applicant Details task will already be marked as complete.

Select Basic Training.

The system will automatically find a record of the applicant's completed basic training and add it to the application. Check the information is correct, then click Save and Continue.

You'll return to the task list and the Basic Training task will be marked as complete.

Next, select Choose Ratings.

The system will display any rating courses the applicant has completed. Check the records are correct, then select Continue to Choose Ratings.

Only ratings linked to completed and passed rating courses will be available. Select the ratings you want to apply for, then click Save and Continue.

Next, select Medical Status.

The applicant's latest medical information will be retrieved from the SELMA medical system. Check the details and click Save and Continue.

Next, select English Language Proficiency.

The system will display the applicant's English language proficiency assessment. Check the details are correct, then click Save and Continue.

Next, select Provide Delivery Details.

Choose where you'd like the licence to be sent. You can select:

• Your unit address
• The applicant's home address
• An alternative address

Once you've selected an address, click Save and Continue.

If you've chosen a UK address, you'll be able to select either Royal Mail or Secure Courier delivery.

For non-UK addresses, delivery will automatically be by courier.

Once you've made your choice, click Save and Continue.

You have now completed all mandatory tasks and Section 2 will become available.

There is an optional task called Additional Notes.

Use this section to provide any relevant information about the application, such as delivery instructions or details about training routes and credits.

Next, select Check Your Answers, Pay and Submit Your Application.

Review all the information you've entered and make any changes if needed.

At the bottom of the page, you'll see the total application fee and the declaration you'll be agreeing to when submitting the application.

When you're ready, select Confirm and Continue to Payment.

You can choose from two payment options:

• Pay now using a card, Apple Pay or Google Pay.
• Request payment from someone else.

If you choose to request payment, the CAA will send an email containing a payment link to your chosen recipient.

Select your preferred payment method, then click Save and Continue.

Once payment has been made, you'll see a confirmation page displaying your application reference number.

You'll also receive a confirmation email.

Select Go to Submit and Track Applications to monitor the progress of your application.

In this video, we'll show you how to navigate your Manage Personnel Licences organisation account.

After signing in to the Customer Portal, select View or Apply for Online Services from the menu on the right-hand side.

You'll see a list of services available to you. Under Your Services, select Manage Personnel Licences Organisation.

This is the account homepage. At the top of the page, you'll see your name, organisation and unit details.

Let's start with the Your Organisation Details tab.

Here, you can view and update your organisation's information, including the team email address. This is the address that will receive updates about applications.

You can also add or remove team members. Team members are people who can access the organisation account and carry out tasks such as submitting applications on behalf of your unit.

Return to the account homepage.

Next, we'll look at Submit and Track Applications.

From here, you can start a new application by selecting Make an Application. You can also view and track existing applications.

Use the filters to narrow results by application status or licence type, or search for a specific application using a surname or CAA reference number.

The table displays key information about each application, including its status and reference number.

In the Actions column, you can continue, view, cancel or delete an application.

Select View Details to see more information.

The application details page shows a full summary of the application. Use the navigation links on the left to jump to specific sections, or scroll through the page to review the entire application.

When you're finished, select Back to Top, then return to the account homepage.

Next, we'll look at Manage People.

This section allows you to add new employees to your organisation, view existing members and manage requests from individuals who want to join your organisation.

To add someone, select Add a Person.

Below, you'll find a list of current members. You can browse the list or use the search function to find a specific person.

The Manage People page provides a quick overview of each member's:

• Medical status
• English language proficiency
• Expiring licence privileges

This helps you identify whether any action may be required.

Select Manage Licences and Records next to an individual to view their detailed licensing information.

Here, you can see:

• Any air traffic licences or certificates they hold
• Their current medical status
• Their latest English language proficiency assessment
• Completed training courses

At the top of the page, you'll also find a tab for viewing employee details.

From this section, you can remove an individual from your organisation if required.

Return to the Manage People page.

The final tab is Requests to Join.

Here, you'll see a list of individuals who have requested to join your organisation.

You can review each request and approve or reject it as appropriate.