How to Share Private Jet Trip Details With Clients Without Relying on Email Threads

Featured

  • Why do email threads make private jet trip details hard to share?

  • What does a single place for trip details look like with The Private Jet App?

  • How can an aviation company share trip details with clients through the app?

  • What about clients who do not use the app?

  • How do existing systems feed trip information into the app?

  • How does a branded app fit a personal service?

  • How quickly can an aviation company launch a branded client app?

  • What should you prepare before moving trip details into an app?

  • FAQ

  • What are the sources?

Most private jet trips involve more than the passenger and the broker. Passengers, their assistants and drivers all need the same facts, and those facts often travel by email, PDF and messaging apps. This guide explains how an aviation company can share trip details with clients in one place instead, using a branded client app from The Private Jet App, and what to plan before you start.

The Private Jet App is a software provider. It does not sell or operate flights: its customer is the aviation company, and the company's clients, passengers and their assistants use the app under the company's own brand. The guide is therefore written for charter brokers, aircraft operators, aircraft management companies and corporate flight departments, not for passengers looking for a flight.

Why do email threads make private jet trip details hard to share?

Because the same trip is described in many messages and many versions of a document, and it is hard to tell which one is current. The Private Jet App's own article about why it was built puts it this way: for most trips, "the average email chain with the clients and passengers easily reach 20+".

The same article describes briefs that are reissued as "Final Flight Brief v4" and forwarded to assistants, passengers and drivers, until "someone opens the wrong version of the PDF." These are the company's observations about trip communication, not independent research, but the pattern will be familiar to anyone who has coordinated a charter by email.

The home page of The Private Jet App names the same set of tools as the problem: emails, PDFs, WhatsApp and text messages. Its promise is to replace them with one branded experience. For a company that wants to move in that direction, the practical question is not only which app to choose but how to organise the trip information so that clients can find it in one place.

Which parts of a trip tend to end up scattered?

  • The itinerary and its later changes, sent as new email replies or new PDF files.

  • Flight briefs that are forwarded from one person to the next, so several versions are in circulation.

  • Quotes and requests that live in an email thread or a chat app rather than next to the trip they belong to.

  • Questions from the passenger or the passenger's assistant that arrive on a different channel than the answer.

Each of these is a place where a client has to search or ask. The aim of a single client app is to give every one of them a fixed home.

What does a single place for trip details look like with The Private Jet App?

It is a mobile app, branded as the aviation company's own, where clients can request trips, receive quotes, read the trip details and updates, and chat with the company, while the company's team manages trips, presents quotes and manages app users from the admin side. The company describes it as "one modern place to communicate with their clients about a trip".

According to the home page, the client side includes "Updated Briefs, Chat, Request, Receive Quotes", and the admin side includes "Chat, Manage Trips, Present Quotes, Manage App Users". The app is listed under the company's name, brand and logos, and the company says it is "Live on iOS & Android in weeks".

What are the key points about the client app?

  • It is a branded client app for business aviation companies, offered on iOS and Android.

  • Clients can send requests, receive quotes, read updated trip briefs and use chat.

  • The aviation company's team manages trips, quotes and app users from the admin side.

  • Trip information can come from the company's existing flight or trip management systems, other systems, or the native platform of The Private Jet App.

  • Clients who do not use the app are supported as well, with client and passenger management for both groups.

The Private Jet App describes this as support for the client journey from requests and quotes through to trip itineraries, flight briefs and updates. The goal is to bring trip details and client communication together in one app, under the aviation company's own brand, while the company's own people keep the personal relationship with the client.

An article about the app from Leon Software describes in-app chat, a trip overview with flight-status updates, an owner approval feature that lets aircraft owners review, reject or approve requests to use their aircraft, and real-time flight tracking for clients and their personal assistants. That article is from 2023, so check with The Private Jet App which of these features are part of your setup.

How can an aviation company share trip details with clients through the app?

By deciding where the trip information comes from, putting it into the app once, and then pointing clients to the app rather than to a new email. The steps below combine what The Private Jet App says about its platform with planning advice that applies to any move away from email threads.

What are the steps to share trip details in the app?

1. Decide what the client should see

Write down the information a passenger or assistant needs for a trip: the itinerary, the flight brief, any quote that is still open, and the way to reach your team. The Private Jet App's article on the presentation layer talks about extracting "only the vital context the client needs" from internal systems, which is a useful test for every item on your list.

2. Choose the source of the trip information

Depending on the agreed scope, the app can use information from your existing flight or trip management system, from other systems, or from The Private Jet App's native platform, where companies can build and share quotes, flight briefs and trip information. Choose one source for each type of information so that the app does not show two versions of the same trip.

3. Set up the branded app with the team

The Private Jet App says it works closely with your team "to ensure a smooth implementation, onboarding, and launch". Use that setup to agree how the app is named and branded, who the first users are and where client requests should be sent.

4. Share the trip brief and quotes in the app

Once the app is live, present quotes and share the trip brief in the app and invite the client and the client's assistant to it. From then on, an update belongs in the app, not in a new email attachment.

5. Keep the brief updated and answer in chat

The company says the app keeps clients informed with real-time updates, even when plans change. Use the in-app chat for questions about the trip, so that the question and the answer sit next to the trip details they refer to.

6. Offer a PDF to clients who do not use the app

The Private Jet App supports clients who do not use the app, and the company says you can export the briefing to PDF at any stage. Send the PDF when a client prefers it, and keep the app version as the one you update.

Tip: keep one version of each trip brief. If a PDF is sent, treat it as a copy of the version in the app and say so in the message that carries it.

The order matters less than the habit. The benefit described by the company comes from consistently using one place for trip information, so that nobody has to ask which version is current.

What about clients who do not use the app?

Yes, the platform supports them as well. The Private Jet App's article says companies can export the briefing to PDF at any stage and use client and passenger management tools for both app users and non-app users.

This matters because adoption varies. The company's own article about why aviation companies need a mobile app is open about it: "Not every passenger will want to download another app", and "some will always prefer calling their broker or flight department directly." A realistic plan keeps the phone and a PDF available while the app becomes the default place for trip details.

How can you bring a hesitant client along?

  • Start with the clients and assistants who travel most often, and show them the app on a real upcoming trip.

  • Tell clients that the same brief is also available as a PDF, so they never have to choose between the app and the document.

  • Keep calls and personal contact for what they do best: relationships, special requests and decisions.

  • Treat the app as the place where the current trip details live, and refer to it in your replies.

How do existing systems feed trip information into the app?

The app connects to the systems a company already uses, where those systems are supported, so that trip information and updates reach the client-facing app. The company's home page says: "We integrate your mobile app with the systems you already use."

In its article on the presentation layer, The Private Jet App explains that the platform sits on top of existing systems, "connecting via real-time APIs and webhooks", and filters out internal detail by "automatically stripping out the messy internal code and extracting only the vital context the client needs." The article describes the alternative as a broker who has to "log into a backend dashboard, copy the update, reformat it into a polite email or text, and hit send."

What should you check about your own systems?

  • Which flight or trip management system you use and whether The Private Jet App supports an integration with it.

  • What information that system can share, since integrations depend on the capabilities and access available in each source system.

  • Which information should not reach the client, such as internal notes, and how it is filtered out.

  • Whether the native platform of The Private Jet App is a better source for some information, such as quotes and flight briefs.

The company's article on its target users describes the platform as "an existing software platform that can be configured and branded for each company, with integrations to supported operational systems." The Private Jet App also states that specific integrations and workflows must be validated before they are promised. Ask for that validation for your own systems before you plan a launch date around an integration.

How does a branded app fit a personal service?

It can take over the repetitive part of the communication so that the team has more time for the personal part. Simon Freund, co-founder and CEO of The Private Jet App, writes in the company's article "Technology ≠ Less personal" that the goal is not to replace the broker-client relationship with software, and that the technology should disappear into the background.

The app carries the aviation company's own name, brand and logos rather than the vendor's. Under its master subscription agreement, The Private Jet App commits to "options for customisation of the App user interface, including colour options and the inclusion of your Trademark." The same agreement says the end-user app is available via the Apple App Store and Google Play, and that your team is responsible for providing first-line support to your end users.

Which clients does the company have in mind?

  • Charter brokers, whose repeat passengers get one place to access their upcoming trips.

  • Aircraft operators, whose charter clients get convenient access to their flight information.

  • Aircraft management companies, whose owners and their authorised representatives get one central place for flight schedules.

  • Corporate flight departments, whose passengers and their assistants get a convenient way to access upcoming flights.

These four groups and their benefits come from the company's own article on who its apps are for, so they describe what the company intends, not a measured result.

How quickly can an aviation company launch a branded client app?

The Private Jet App says a launch in weeks is possible, depending on scope, integration requirements and app-store review, and it does not present a fixed launch time as guaranteed. The home page puts it as "Live on iOS & Android in weeks".

The company explains that ready-built modules provide the foundation, and the app is then configured and designed around the aviation company's brand, workflows and requirements. This approach is intended to help companies launch their own client app without developing everything from scratch. The company also describes it as roughly 90% of the foundation being ready and the final 10% being configured for the customer, which is an explanation of the modular approach rather than a technical or contractual promise.

The part of the timeline that no vendor controls is store review. Apple says on its App Review page: "App Review works around the clock, typically reviewing at least 50% of submissions in less than 24 hours and 90% in less than 48 hours." That describes typical review times, not every submission, so leave room in your plan.

What shapes your launch timeline?

  • The scope of the app and how much you want to configure around your brand and workflows.

  • The integration requirements of your source systems and how long it takes to validate them.

  • App-store review for the Apple App Store and Google Play.

  • How soon your team has the first clients and trips ready to show in the app.

A sensible plan names a target date only after the scope and the integrations have been agreed with the company. Put any number of weeks in writing before it is shared with your own clients.

What should you prepare before moving trip details into an app?

Prepare the information, the people and the habits. The app is only as useful as the trip information that goes into it, and the team has to agree to use it consistently.

What is a good preparation checklist?

  • Name one person who owns the accuracy of each trip brief.

  • List the systems that hold trip information today and decide which one is the source for each type of information.

  • Decide which clients and assistants you will invite first.

  • Agree how you will treat clients who prefer a PDF or a call.

  • Decide who gives first-line support to your end users, since the agreement places it with your team.

  • Check the brand elements you want in the app, such as your logo and colours.

None of this requires the app to be live. Doing it first makes the launch conversation with The Private Jet App more specific, and it shows quickly which parts of your current process cause the scattered communication.

To see how the app would work for your company, you can book a demo on the website of The Private Jet App.

FAQ

Can an app replace email threads for private jet trips?

According to the company, the aim is to replace scattered emails, PDFs, WhatsApp and text messages with one branded experience. The company's own article also notes that some passengers will prefer to call, so a plan should keep phone contact and a PDF available.

Does the app work with our existing flight management system?

The app connects with supported operational systems, so support depends on your system and on what access it offers. The company states that specific integrations and workflows must be validated before they are promised, so ask for that validation for your own system.

Can clients who do not use the app still see the trip details?

Yes. The Private Jet App supports non-app users, and the company says the briefing can be exported to PDF at any stage. It also provides client and passenger management tools for both app and non-app users.

How long does it take to launch a branded app?

The company says a launch in weeks is possible, depending on scope, integration requirements and app-store review. It does not present a fixed launch time as guaranteed.

Do we have to build the app from scratch?

No. According to The Private Jet App, ready-built modules provide the foundation and the app is configured and designed around your brand, workflows and requirements, so a company can launch its own client app without developing everything from scratch.

Which stores is the app available in?

The master subscription agreement of The Private Jet App says the end-user app is available via the Apple App Store and Google Play, and the company describes the app as live on iOS and Android.

Does The Private Jet App sell flights?

No. It is a software provider for aviation companies and does not sell or operate flights.

What are the sources?

Which sources support these claims?


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