How to Start Using Aviation SMS Database Tools

SMS Pro Web-based aviation safety database has been used solely by the aviation industry since Janurary 2008. This product is mature and full featured. This is not vapor-ware.

Regulatory authority auditors love this aviation safety system because it is complete. All SMS activities are managed in one system. Consequently, auditing the aviation safety system is easy because it is based on the four pillars:

  1. Safety Policy;
  2. Risk Management;
  3. Safety Assurance; and
  4. Safety Promotion.

SMS Pro is:

  • User friendly;
  • Complete;
  • Highly configurable;
  • Flexible workflows; and
  • Offers excellent customer support.

Have You Decided Which SMS Database Solution?

If you have not yet selected an aviation safety solution, you can learn which aviation safety product suits your needs here. After you have selected a solution, most managers are wanting to understand the next steps.

If you are like most managers, you are interested in how much your selected aviation SMS solution will cost. Pricing is dependent on the size of the company. It is equitable that larger companies pay more than smaller companies for the same tools. You can find pricing information here.

Setup costs are $1,000 per division. Companies smaller than 100 employees typically have only one division, unless they have special considerations, such as having operations in multiple countries/regions.

To learn more about divisions, see these following helpful articles:

Complex Operations

Complex operators may have

  • Multiple companies scattered across a region, or
  • Different types of aviation service providers in the same company (Scheduled, AMO, Charter, FBO).

In this case, complex operators may need more than one safety portal. Review this resource to learn whether another safety portal is recommended.

Formal Details - What Will We Do for You?

Approximately 50% of companies want a formal Agreement for Services. An Agreement for Services is basically a statement of work and outlines the exact services you can expect from SMS Pro.

Remember, you can cancel services at any time; therefore, an Agreement for Services is optional. You can download our boilerplate Agreement for Services here.

When you are ready to proceed, we will send you two invoices:

  • Setup fees; and
  • First month subscription (or annual subscription).

If you need to have SMS Pro installed on your servers, there will be one invoice. Contact us for more details about having SMS Pro installed on your servers. Most companies use SMS Pro's turn-key hosted service.

What Happens after Payment

Setup fees and the first monthly subscription payment is expected before we set up your aviation safety database. From experience, we found it is best to ensure these payment details are worked out before we engage in services.

For monthly subscriptions less than $600, you may find it better to pay using a credit card. Otherwise, we prefer wire transfers. Our automated invoicing system will send you an invoice each month and once payment is received, you will be emailed a receipt.

Within two days after receiving setup fees, your portal will be created with your own dedicated safety URL, such as

Your safety portal will have your company branding, such as a logo and an image representing your company's services.

How Long Does It Take to Implement Our Safety Database?

After working with several hundred aviation service providers, we see that the average SMS Admin takes two weeks to prepare their safety database before releasing it to the entire company.

We have seen this process completed in as little as one week, and as long as one year. We don't pressure you. Some SMS Admins have other tasks, such as flying duties. We understand these other duties take precedence and we don't feel it appropriate to increase your burden or stress levels. Accountable executives must understand that we will not serve as task masters. When you are ready to run...we run with you.

After Your Safety Portal Has Been Created

Once we configure your safety portal, your SMS Admin will be contacted via email. An onboarding agent will work with your SMS Admin as closely as you need to ensure you receive all the help you require.

Note: to avoid communication conflicts, only one person from each company can communicate with SMS Pro support staff.

To prepare yourself for setup tasks, here is a list of expected steps to setup your safety portal. Notice the videos, such as:

  • Customizing Risk Matrix;
  • Customizing Login Page;
  • Configuring Airports;
  • Adding & Managing Users.

One of the most important elements to focus on is the SMS Induction Process. SMS Pro will help automate the initial and recurring reactive risk management training that is required in Phase 2 of your SMS implementation.

Getting Help with Your Safety Database

As stated, most companies take up to two weeks before allowing other employees access to the safety database. If your safety database is not ready within two weeks, the accountable executive should be asking "why isn't it ready?"

SMS Pro's onboarding agent will work closely with the SMS Admin to facilitate the configuration of your safety database. This dedicated onboarding agent works with your SMS Admin until the SMS Admin is comfortable with the system (usually four to six weeks).

Once the SMS Admin is comfortable using the safety database, he will be encouraged to submit tech support questions to SMS Pro's support system at [email protected]. Support is commonly faster using this email ticketing system than through the onboarding agent.