At SmartLynx, a leading ACMI (Aircraft, Crew, Maintenance, Insurance) provider, the ability to efficiently manage air documentation and aircraft manuals is central to their global operations. Serving clients worldwide, SmartLynx relies on an advanced, fully digitalized approach to aviation documentation, powered by the Web Manuals platform. With this solution, SmartLynx has not only streamlined compliance monitoring in aviation but also ensured seamless access to real-time information for its flight crews, contributing to both enhanced safety and operational efficiency.
Leveling up Compliance
As an ACMI operator, SmartLynx faces a distinct set of challenges in managing air documentation across a dynamic, global operation. Unlike traditional airlines that operate from fixed hubs, SmartLynx provides tailored aircraft leasing services to clients worldwide, requiring them to move swiftly from one region to another based on demand. This means that both the fleet and crews are frequently repositioned across vastly different regulatory environments.
The company’s choice of a fully digital documentation system allows for streamlined compliance monitoring in aviation. For SmartLynx, Web Manuals functions as a command center for aviation regulatory compliance. From the office in Riga, the team can manage all documentation and compliance needs digitally, which is a massive improvement over the labor-intensive, manual systems of the past.
Moreover, the SmartLynx team made a critical change in their manuals looking for simplified and well-defined procedures in one single document. Inese Libere, SmartLynx’s Flight Operations Standards Manager and ATO Compliance Monitoring Manager, has overseed an ambitious plan to consolidate and streamline essential documents to impact the efficiency of their compliance monitoring tasks.
One of the most significant achievements has been the consolidation of their operations manual, reducing it from over 3,000 pages to 1,000 pages, a process that took over a year but ultimately simplified processes across departments.
The more precise and concrete your documentation is, the higher safety level is achievable (…) This is extreme cost and time saving, resource-saving for our organization which is only possible thanks to Web Manuals.
Inese Libere
Flight Operations Standards Manager and ATO Compliance Monitoring Manager,
This consolidated approach not only reduces errors but also ensures all documentation is current and synchronized across SmartLynx’s AOCs.
With over 60 aircraft, Libere has proven the efficiency of this approach during audits too: “By linking procedures directly to compliance libraries within Web Manuals, we can seamlessly align our documentation with EASA, IOSA, and other aviation regulations, making it easier to demonstrate compliance during audits.”
Furthermore, the demands of ACMI operations mean that SmartLynx must remain audit-ready at all times. SmartLynx not only undergoes regular audits from aviation authorities like EASA but also by clients who require frequent documentation reviews. This need for constant readiness requires a system that keeps every document in full compliance and tracks updates efficiently.
With Web Manuals, SmartLynx can store compliance data, track document access, and maintain audit trails, ensuring that any changes in aviation regulations or client requests are met promptly and accurately.
SmartLynx’s approach to air documentation through Web Manuals has become a cornerstone of their success. By integrating comprehensive compliance modules, automated updates, and real-time access, SmartLynx has transformed documentation from a potential liability into a strategic asset that ensures they remain at the forefront of aviation safety, compliance, and customer satisfaction in the competitive ACMI industry.
Enhancing Control, Safety and Efficiency in Distribution
SmartLynx’s operations now revolve around real-time document control, where critical information can be deployed instantly to support both regulatory and operational requirements.
Kristine Auzina, EFB Administrator and Senior Flight Operations Support Specialist, oversees the distribution and updating of all digital documents related to flight operations. She notes that Web Manuals has significantly improved how SmartLynx manages EFB manuals by allowing specific documentation to be assigned based on roles and operational needs.
“With role-based access, pilots can easily access the right documents for their assigned AOC, whether they’re with SmartLynx Latvia, SmartLynx Estonia, or SmartLynx Malta,” she explains. This targeted approach ensures pilots always have the correct information for their specific operational environment, which is vital for both aviation safety and compliance.
In addition to providing tailored access, the system enables Kristine’s team to track document acknowledgment, a critical factor for compliance.
Web Manuals’ user performance tool gives us access to see which pilot have acknowledged which documents and if they haven’t, we have a function to send out warnings.
Kristine Auzina
EFB Administrator and Senior Flight Operations Support Specialist
In addition to this, she highlights the function of automatically downloading the Operational Critical Documents, providing pilots access to the most up-to-date documents, even without internet on board.
Staying Competitive in a Global Aviation Market through Digital Transformation
As SmartLynx continues to grow, maintaining an agile and competitive edge in the ACMI sector requires continuous improvements in efficiency and documentation management.
This automation also means SmartLynx can handle more complex regulatory demands with ease while staying competitive and in continuous expansion. Inese reflects on the major impact of digitalization on their successful journey and encourages other aviation companies to consider a similar digital transition. She stresses that training and close communication with the Web Manuals support team have been invaluable for the transition. “We had amazing training opportunities with Web Manuals with the Super User Training and Editor Training online and on-site. Web Manuals was really fully supportive. And of course, the support team during the integration helped a lot.”
SmartLynx’s investment in digital documentation has not only increased operational efficiency but also helped position the airline as a leader in aviation regulatory compliance. Their experience offers a compelling case for other aviation professionals: digital documentation, supported by a robust platform like Web Manuals, can transform how airlines manage safety, compliance, and efficiency.
Through their commitment to automation and real-time updates, SmartLynx demonstrates how embracing a digital-first approach in air documentation can set a new industry standard.