Licensing Center

Published 25 October 2026, Updated 25 October 2026

The Licensing Center is where the licensing team follows every permit, licence and rating application (“case”) from the first check of the documents to the delivery of the licence to the applicant. A case links one member to one case type (for example Student Pilot Permit (A) or Private Pilot licence (A)). For each case you can follow its status, check the required documents, upload files, write notes, send requests to the applicant, record the authorized agent’s signature and confirm the accounting acknowledgment.

The center has a desktop page (opened from the manager menu) and a mobile version (the Licensing button on the mobile home page). Both work on the same cases: a change made on the phone is visible right away on the desktop, and vice versa.

Who can use the Licensing Center

Access is controlled by lists of members kept in the center’s Settings tab. Members who are not in one of these lists do not see the page or the mobile button; if they open the address directly they are sent back to the home page.

Role	Where it is set	What the member can do
Authorized user	Settings › General settings › Users › Authorized users	Open the Licensing Center (desktop and mobile), create cases, change statuses, check items, upload files, write notes, send requests and notifications, close, reopen and delete unsigned cases. Cannot open the Settings tab.
Administrator	Settings › General settings › Users › Administrators	Everything an authorized user can do, plus the Settings tab (case types, request template, overdue delay, user lists, case items).
Authorized agent of a case type	Settings › case type › Authorized agent	Signs the cases of that type (the Signed date on desktop, Sign the case on mobile). Only the agents of a type can sign, change or remove its signature. On mobile, agents also get the To sign counter and filter.
Local authority authorized agent	Settings › General settings › Users › Local authority authorized agent	The general list of members recognised as agents of the local authority. The right to sign a case still comes from the case type’s Authorized agent list.

Good to know: a member can see the list of their own licence cases (case type, opening date, signed date and status) in their mobile profile. Opening the details of a case is reserved to authorized users and administrators.

The tabs

Tab	Who sees it	Purpose
Licenses	All licensing users	The list of all cases, with filters, icons, editable columns and the right-click menu.
Library	All licensing users	Shared folders of reference documents (application forms, medical forms, agent documents…).
Dashboard	All licensing users	Live counters, average processing time and charts of created and signed cases.
Appointments	All licensing users	The appointments calendar, embedded in the center.
Task	All licensing users	The tasks of the licensing team.
Settings	Administrators only	Case types, request template, overdue delay, user lists and case items.

Status and badge colours

Each case has one status. The desktop list shows the status with its icon; the mobile version shows it as a coloured badge. The same colours are used everywhere in this chapter.

Status	Meaning
To assess	New case, nobody has looked at the documents yet.
Assessment in progress	A licensing user is checking the file.
To be sent to authority	The file is complete and must be sent to the authority.
Waiting applicant answer	A question or a request was sent to the applicant.
Waiting applicant payment	The applicant must pay before the case can continue.
Waiting TC answer or review	Waiting for an answer or a review from Transport Canada.
To be reviewed by agent	Ready for the authorized agent’s review.
To be signed by agent	Reviewed, waiting for the agent’s signature.
Something wrong before signed	A problem was found before signing.
Signed	The agent signed the case.
To be delivered	The licence or document must be handed to the applicant.
Delivered to applicant	The applicant received the document.
Completed	The case is finished. Completed cases no longer count as overdue.

Extra badges can appear next to the status:

Badge	When it appears
Priority	The case was flagged as a priority.
Overdue	The case is open, not completed, and was created more days ago than the overdue delay set by the administrators (30 days by default).
Critical 2026-11-02	The critical date is today or already passed (open, not completed cases only).
Critical 2026-12-15	A critical date is set in the future.
Closed	The case is closed.
Accounting not acknowledged	Accounting has not acknowledged the case yet (shown until the case is Completed).
No licence set	The member’s profile holds the competency that flags a missing licence, and the case is not signed yet.