Run the business and the logbook together
DroneLink is building its platform out for drone operators: quoting, scheduling, job records and invoicing, joined to the compliance records Transport Canada expects you to keep. It is coming. Register interest and we will tell you when it opens.
Two sets of records that never meet
Most drone operators keep two sets of records. The business side lives in quoting, calendar and accounting tools. The aviation side lives in a spreadsheet logbook, a folder of PDFs and the pilot's memory of their last recurrency.
Both matter. Clients want quotes, dates, files and invoices. Transport Canada wants to know who flew, which aircraft, under what certificate, after what site survey, and what happened if something went wrong. Kept apart, a job gets booked with a pilot whose recency lapsed, or an aircraft overdue for maintenance.
The DroneLink operator tools, coming, put both on one job record. Nothing here describes software running for operators today.
What changed in Canada on November 4, 2025
Transport Canada's amendments to Part IX of the Canadian Aviation Regulations came into force in two steps in 2025. New exams and certificates arrived on April 1, 2025, and the new operating categories took effect on November 4, 2025. In general terms:
Advanced pilots gained privileges. Holders of the Advanced certificate can now fly sheltered operations close to structures with small drones, extended visual line-of-sight (EVLOS) operations with a trained visual observer, and medium drones (25 to 150 kg) within visual line of sight, where the drone has been declared suitable for that operation by its manufacturer. Each has distance and altitude limits.
Level 1 Complex operations are the new category for lower-risk beyond visual line-of-sight (BVLOS) flying. The pilot must be at least 18, pass the Level 1 Complex exam, complete at least 20 hours of ground school and pass a flight review. Flights stay in uncontrolled airspace below 122 m (400 ft), away from aerodromes, and away from populated areas, with small drones allowed over sparsely populated areas.
The RPAS Operator Certificate (RPOC) is new. Level 1 Complex operations must be run under one, by the organization rather than the individual pilot. To obtain it, an operator names an accountable executive and a person responsible for maintenance, and sets up a training program, standard operating procedures and a process for managing safety risk. The applicant must be Canadian as the regulations define it. Operations outside these categories still need a Special Flight Operations Certificate (SFOC), and SFOC applications now carry fees. Our Canadian drone rules guide covers the basics; check Transport Canada's current publications before you rely on any detail.
What an operator has to be able to show
| Record | What the rules expect, in general | How the coming tools will hold it |
|---|---|---|
| Pilot recency | Each pilot must have completed a recurrent activity within the previous 24 months (a flight review, a Transport Canada self-paced study program or a new exam) and keep proof of it. | Recency per crew member, checked at assignment. |
| Training | RPOC holders run a training program with initial and recurrent training for pilots and crew, recorded, and Transport Canada guidance expects its effectiveness to be reviewed annually. | Training records and due dates per person. |
| Aircraft maintenance | Owners and operators keep records of maintenance, modifications and repairs and follow the manufacturer's instructions; RPOC holders keep a maintenance control system. | A record per aircraft, with flight time and maintenance. |
| Site surveys | Advanced and Level 1 Complex operations need a site survey before flight: airspace, obstacles, people, weather and the operating area. | A site survey on every job. |
| SFOC register | Operations outside the standard categories run under an SFOC with its own conditions and expiry. | Each SFOC linked to the jobs flown under it. |
| Occurrence reports | Certain occurrences, such as serious injury, collision with an aircraft or loss of control, must be reported to Transport Canada, and RPOC holders keep an internal hazard and incident reporting system. | Reports tied to the job, aircraft and crew. |
| Flight records | Operators keep records of each flight and the pilot who flew it. | Every flight logged on the job record. |
What the operator tools will do
- Quoting from a service catalogue, with the cost drivers you set.
- Scheduling that checks crew recency, aircraft status and weather windows before a job is confirmed.
- Job records per site: the order, the site survey, the flights, the deliverables and the client's approvals.
- Deliverables by link and client review with pinned comments, the same as our review and approve tools today.
- Invoicing and payment on the same record as the work.
- Compliance records for crew, aircraft, site surveys, SFOCs and occurrences, exportable when Transport Canada asks.
- Assigned work from DroneLink's operator network, and the coming licensed operator program.
Where small operators get caught out
Recency lapses unnoticed
A pilot's 24-month window closes and nobody checks before the next booking.
Maintenance on paper, somewhere
A repair or firmware change is not recorded, and a later incident is hard to explain.
Site survey done in your head
Nothing was written down.
Moving to BVLOS without the organization
A pilot passes the Level 1 Complex exam but the business has no RPOC, manuals or safety process.
Operators flying under FAA rules
In the US, commercial flights fall under 14 CFR Part 107. Remote pilots keep their knowledge current with recurrent online training every 24 calendar months, and certain accidents must be reported to the FAA within 10 days. Controlled airspace access runs through LAANC, and BVLOS currently needs a waiver. A dedicated BVLOS rule, Part 108, has been proposed; check its current status. See our US drone rules guide.
Questions
What changed in Canada's drone rules in November 2025?
From November 4, 2025, Advanced pilots can fly sheltered operations, EVLOS with a visual observer and medium drones up to 150 kg within visual line of sight. Lower-risk BVLOS became possible as Level 1 Complex operations under an RPAS Operator Certificate. Check Transport Canada's current publications for the details and limits.
What is a Level 1 Complex drone pilot certificate?
It is the Transport Canada pilot certificate for lower-risk BVLOS operations. The pilot must be at least 18, pass the Level 1 Complex exam, complete at least 20 hours of ground school and pass a flight review.
What is an RPAS Operator Certificate (RPOC)?
An RPOC is a certificate issued to an organization, required for Level 1 Complex operations. The operator needs an accountable executive, a person responsible for maintenance, a training program, operating procedures and a safety risk process.
How often do Canadian drone pilots need recurrent training?
Pilots must have completed a recurrent activity within the previous 24 months: a flight review, a Transport Canada self-paced study program or a new exam. Keep proof of it with you when you fly.
Do drone operators have to keep maintenance records in Canada?
Yes. Operators are expected to follow the manufacturer's maintenance instructions and keep records of maintenance, modifications and repairs, and RPOC holders need a maintenance control system. Check the current rules for exact contents and retention.
When do I have to report a drone incident to Transport Canada?
Certain occurrences, such as serious injury, collision with an aircraft or loss of control, must be reported. Check the current list in the regulations.
Is the DroneLink operator software available now?
No, it is coming. You can register interest, and we will contact you when the operator tools open.
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