When a Crew Roster Changes: Check the Update Before Sharing

The roster was just sorted out when the company issued a new version. The family may already have seen the old days off and return dates. Before rewriting the whole month, put the two original roster versions side by side. Find the dates that actually changed, then correct those dates in the calendar.

Step 1: identify the newer source

Check when the company released each roster and look for a version number or revision note. Half-page screenshots may leave out the date or notes, so go back to the original file if needed. Do not treat a cropped screenshot forwarded in a group chat as the latest version of the whole month.

Step 2: list four kinds of change

• Duty type: a day off becomes standby, standby becomes a flight, or training moves to another date.
• Flight legs: a leg is added or cancelled, the route changes, or outbound and return duties run in a different order.
• Times: report time, departure, arrival or the standby window changes.
• Dates: an overnight flight or layover moves into the next day, affecting two calendar dates.

Circle only the squares that changed. That makes it easier to see which days still have old information while you work. If the last day of a month connects to the next month, open both calendars.

Step 3: correct one square at a time; do not fill gaps with guesses

Update confirmed duty types and flight legs first, then check times. If the company has issued a new flight number but no time, leave that leg as TBC. Do not reuse a time from an earlier date with the same flight number. If a leg was manually corrected before, compare its date and time with the new notice as well.

Step 4: reopen a few key dates before sharing

1. Open the first changed day: has the old day off or standby entry been replaced?
2. Open an added or cancelled flight day: do the card’s airports, dates and times match the new roster?
3. Open the last changed day and the next one: is the layover or homecoming date in the right place?

Then give the family a short update: ‘My day off moved to the weekend. The calendar is updated, but we still need to check the pick-up time on the day.’ They know which part changed without wondering whether the entire month was rearranged.

TBC is better than a confidently wrong answer

During a roster revision, work details can change before the family has updated plans. Clearly marking unconfirmed entries as TBC tells everyone those dates are not ready to plan around. The goal is a calendar whose visible entries can be traced to a source, not a calendar with every square filled.