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Import Flights from Excel/CSV

You can import multiple flights at once from a .CSV file created with Microsoft Excel (or other spreadsheet software).

  1. Create a spreadsheet with your flights
  2. Save/export a CSV file
  3. Copy the CSV file to your phone
  4. Import the file in Smart Logbook

Step 1: Create a spreadsheet with your flights

Open Microsoft Excel (or a compatible app like Apple Numbers or Google Sheets) and create a new spreadsheet.

The first row of the spreadsheet is a header row that specifies which flight field corresponds to each column. For some fields, the header also indicates how the flight data in that column will be formatted. Each row after the first contains data for one flight.

Below are all the flight fields that can be imported. Note that only a few fields are required: Date, Departure airport and Arrival airport (or just Route on iOS), and Total duration. The rest are optional. Columns can be in any order.

FieldHeader TextNotes
Date Date (m/d/yyyy)
Date (yyyy-mm-dd)
Date (dd.mm.yy)
...

The header must specify the date format in parentheses. Use d or dd for the day, m or mm for the month, and yy or yyyy for the year. Use /, -, or . as the separator.

Examples: 2/7/2024, 2024-02-07, 07.02.24
Flight number Flight # Example: DL777
Aircraft registration Aircraft

Aircraft registration or other identification.

Example: N4109L
Aircraft type Aircraft Model Example: C-172
Departure airport From

Airport code; supported types are: ICAO, IATA, or FAA.

Examples: KATL, LHR, I17

If Smart Logbook's airport database does not include an airport, or if there are multiple airports with the same code, add the type in parentheses to disambiguate: SAW (FAA)

If multiple flights include ambiguous airport codes, you can specify the default code type in the header: From (ICAO).

For off-airport locations, enter the latitude and longitude in parentheses. Use degrees with decimals, with South latitudes and West longitudes as negative values.

Example: (34.275863,-83.961196)
Arrival airport To Same rules as the From column.
Route Route

Multiple airport codes / locations, in order, separated by spaces or dashes.

Examples:

  • ATL CMH
  • SFO-LAX-LHR
  • MSP SAW (FAA)

If the From and To columns are populated, airports in this code are inserted between them as waypoint airports. If only the Route column is used, the first and last codes are used as the departure and arrival airport, respectively.

Depart/Off time Departed

Use hh:mm or hhmm format when entering Zulu times and hh:mm (24-hr) or hh:mm AM/PM when entering local times.

On Android, the header must specify whether times are Zulu/GMT or in the airport's local timezone. For Zulu times, add (zulu) to the column header. For local times, add (local).
Arrive/On time Arrived Same rules as Departed column.
Takeoff time Takeoff Time ...
Landing time Landing Time ...
Duty period start Duty Start ...
Duty period end Duty End ...
Flight duty period start FDP Start ...
Flight duty period end FDP End ...
Total flight duration Total (hh:mm)
Total (hh.t)

On Android, the header must specify the duration format, either hours and minutes (hh:mm) or hours and tenths (hh.t).

On iOS, you can use Total (duration) as the header, and any of the following formats for duration values:

  • hours and minutes (e.g. 2:30)
  • hours and tenths (e.g. 2.5)
  • hours and hundredths (e.g. 2.50)
  • European decimal separator (e.g. 2,5)
Additional durations Solo (duration)
Night (duration)
...

Add a column for each type of duration. In the header, enter the name of the duration field followed by (duration).

The available duration fields can be found (and customized) in settings:

  • iOS: More > Settings > Configure Flight Fields > Durations.
  • Android: ≡ > Settings > Configure Flight Fields > Durations.
Takeoffs (day) Takeoffs (day)
Takeoffs (night) Takeoffs (night)
Landings (day) Landings (day)
Landings (night) Landings (night)
Aerotows Aerotows
Powered launches Powered Launches
Ground launches Ground Launches
Approaches Approaches
Approaches (2)
Approaches (3)
...

Number of approaches of a specific type. An additional column, Approach Type, must be added to indicate the type of approach.

If any flight contains approaches of different types, add extra Approaches and Approach Types columns with a number in parentheses.
Approach type Approach Type

Specifies the type of the approach.

Examples: ILS, RNAV

You can optionally add a semicolon, followed by notes after the approach type.

Example: VOR/DME;Rwy 30

The available approach types can be found (and customized) in settings:

  • iOS: More > Settings > Configure Flight Fields > Approaches.
  • Android: ≡ > Settings > Configure Flight Fields > Approaches.
Holding procedures Holds Number of holding procedures.
Crew members PIC/Captain (crew)
FO/Copilot (crew)
Student (crew)
...

Add a column for each crew position.

If any flight has multiple crew members in the same position (e.g. Attendant), add extra columns for that position with a number in parentheses, e.g. Attendant (2).

In each flight row, enter the crew member's name as either First Last or Last, First.

The available crew positions can be found (and customized) in settings:

  • iOS: More > Settings > Configure Flight Fields > Crew Members.
  • Android: ≡ > Settings > Configure Flight Fields > Crew Members.
Remarks Remarks
Distance Distance (NM)
Passengers Passengers
Simulator Simulator

Indicates if a row represents a simulator session.

Examples:

  • 1
  • Y
  • Yes
  • True
Custom fields IMC (yes/no)
Missed approaches (number)
Rate (decimal)
Weather (text)
...

Add a column for each custom field. In the header, enter the name of the field followed by its type: yes/no, number, decimal, or text.

Custom fields can be added in settings:

  • iOS: More > Settings > Configure Flight Fields > Add Custom Field.
  • Android: ≡ > Settings > Configure Flight Fields > Configure custom fields.

To see examples of some of these, download the Excel import template:

csv-import-template.xlsx

This template can be used as a starting point for creating your own import file. Just delete the example flights and update columns as needed.

Step 2: Save/export a CSV file

Smart Logbook cannot import an Excel spreadsheet file (.xlsx) directly. Instead, you must first convert your spreadsheet to a .CSV file.

Microsoft Excel (Windows)

  1. Open the File menu and select Export.
  2. Click Change File Type and double-click "CSV (Comma delimited)".
  3. In the dialog that appears, select the location to save the file to and click Save.
  4. If you see a popup that says, "Some features in your workbook might be lost if you save it to as CSV (Comma delimited).", click Yes.

Microsoft Excel (Mac)

  1. Open the File menu and select Save As.
  2. In the dialog that appears, click the dropdown for File Format and select "CSV UTF-8 (Comma Delimited) (.csv)".
  3. Now select the location to save the file to and click Save.

Numbers (Mac)

  1. Open the File menu and select Export To > CSV....
  2. Make sure the Text Encoding is "Unicode (UTF-8)" and click Next.
  3. Select the location to save the file to and click Export.

Google Sheets

  1. Open the File menu and select Download > Comma Separated Values (.csv).
  2. The CSV file is downloaded automatically.

Step 3: Copy the CSV file to your phone

Use any method you like to transfer the .CSV file to your phone or tablet. For example, you can:

Step 4: Import the file in Smart Logbook

iOS

  1. In Smart Logbook, open the More tab and select Import, then CSV.
  2. Tap the File row and select the file from the chooser.
  3. Customize the import options as needed.
  4. Tap Import at top right to start the import.

Android

  1. From the Smart Logbook flights list, open the menu (⋮) and tap Import, then CSV.
  2. Select the location of your .CSV file. Choose Downloads, SD Card, or Internal storage if the file is already on the device. Choose Other... to get the file from another app, such as Dropbox or Google Drive.
  3. Select the .CSV file.
  4. Smart Logbook will read the file and start the import.

After Importing

If the import succeeds, the flights are added to your logbook. However, they aren't permanently committed until you verify that they are correct.

  1. Review the new flights to make sure your data was imported correctly. For example, browse the flights list and check the Totals screen.
  2. Return to the flight list and tap the message that appears at the top.
  3. In the popup that appears, tap Accept (iOS) or Keep flights (Android) if your flights are correct, or Reject (iOS) or Discard flights (Android) if there were problems and you want to try again.

Import Problems

If there are problems with your .CSV file, a screen appears that describes the problems and where in the file they are located. If there are only warnings (e.g. unknown fields), you can tap Import to continue and import the flights anyway. If there are errors (e.g. required fields missing), you must correct the problems and then try the import again.

If you get stuck and need assistance, just email us at feedback@thesmartlogbook.com and we'll be happy to help you!

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