Version drift
Three copies of the same list circulating between your team, the counterparty, and the MRO. Everyone is working from a file someone else has already edited.
Aviation inspection collaboration
The Open Item List is the record every inspection turns on. Aviatus puts it on one shared board your organization and your counterparties work together — every finding numbered, every hand-off attributed, every piece of evidence attached to the item it proves.
The challenge
The Open Item List decides what gets fixed, who pays for it, and when an aircraft changes hands. Most teams still run that list in spreadsheets, shared drives, and email threads — and then spend the handover proving what happened.
Three copies of the same list circulating between your team, the counterparty, and the MRO. Everyone is working from a file someone else has already edited.
Photos, reports, and signed paperwork sit in inboxes and chat threads, never attached to the finding they were meant to prove.
No way to see which party is holding an item right now, or how long they have held it. Progress is whatever the last status call said it was.
Counterparties need a VPN, a shared drive, or a bridge spreadsheet just to update the findings they are responsible for.
Who changed the status, who uploaded that file, and when? Without lineage, a contested finding comes down to whose email chain is longer.
At handover someone spends a week reassembling a record that should have assembled itself as the work happened.
Inspection lifecycle
Aviatus runs one controlled arc from the first walk-around to the handover package. Each stage writes to the same project record, so closure is a download rather than a reconstruction.
Add the aircraft, engines, APUs, landing gear, or propellers in scope. Each asset gets its own shared board.
Assign the lessee, MRO, auditor, or consultant to the project. They sign in and work the same board you do.
Findings come in from the hangar floor, the diagram, or an existing sheet, and move between parties until they are resolved.
Watch progress, overdue work, and who is holding what — and close items as the evidence lands.
Closing the project unlocks the handover package — the whole inspection, in one download.
Capabilities
A finding is not a spreadsheet row. It carries a number, a responsible party, a place in the transfer record, the evidence that supports it, and the conversation that resolved it — for as long as the record exists.
Identity
Every item gets an immutable number on its asset — OIL-001, OIL-002 — from a single sequence that every party draws from. Numbers are never reissued, so a reference in an email two years from now still resolves to exactly one finding.
Classification
Each item carries a records section, sub-folder, and document type drawn from the lease-transition checklist — A. Current Certificates through X. EOL Check — auto-linked to the matching checklist row.
Lifecycle
Items are open, in progress, or closed — and independently of that, exactly one party is responsible at all times. Send moves responsibility to another organization; Return hands it back to the previous holder and names a reason.
Integrity
An item raised in error is voided with a reason, an author, and a timestamp. It drops out of the counts but stays in the record, and its number is never reissued. Closed means the work was done; voided means it should never have been raised — and the difference stays readable.
Evidence
Attach any file type up to 50 MB to a finding. Evidence lives in private, per-organization Aviatus storage and is authorized on every single read — there is no permanent public link to leak.
Pictorial findings
Pin a finding at exact coordinates on a blueprint and attach photos. Promote it and it becomes a numbered OIL item carrying its title, description, action required, reference, and records section straight across.
Also included
Accountability
On a shared list, the easiest way to look productive is to hand something back. Aviatus measures the difference — and, in one specific case, refuses the hand-back outright.
The asset dashboard splits active items by who is holding them right now — your organization against each counterparty — with daily trend lines rebuilt from the responsibility ledger, alongside progress to closure, overdue, and due-soon.
A counterparty cannot pass an item back to your organization without a new note or new evidence added since they received it. Direction is the only trigger, using Return instead of Send does not get around it, and every blocked attempt is recorded.
Returned items, blocked transfers, hand-backs made moments after an update, and average days responsible — presented as neutral operational figures. The strip stays quiet when everything reads zero.
Integrations
Most teams already run OILs in Smartsheet and store aircraft records in Box. Aviatus connects those sources without pretending they are the same thing as operational evidence.
Smartsheet
Point Aviatus at your existing sheet with your own Smartsheet account. It reads the sheet's shares and proposes the organizations behind them for you to confirm, then maps each of your source labels — "OPEN - lessee to review" and the rest — to both a status and a responsible party. Preview it, commit once, and the whole sheet lands or nothing does.
Box
Choose Box as the Records source for an asset and browse your linked Delivery Bible folder with your own Box OAuth connection. Preview files in place and link them to OIL items without copying bytes into the evidence store.
Aviatus storage
Choose Aviatus storage and the asset arrives with its Delivery Bible folder structure already built — your organization's template, expanded for that serial number. Your team manages folders and files directly in the project from there.
Use cases
Aviatus does not make you pick from a fixed menu of engagement types. You name the project the way your contract names it, add the assets in scope, and the same workflow carries all of it.
At lease end, both sides work the same list instead of trading versions of it. Every finding closes with its evidence attached, and the handover package is generated rather than assembled.
Periodic airframe and engine checks during the lease. Reusable blueprints and a consistent project shape mean each one starts the same way, with no setup to redo.
Evaluate an aircraft before acquisition, bring the MRO onto the board in minutes, and track rectifications to closure — with full lineage before the money moves.
Track discrepancies from OEM handover through to acceptance. Each open item carries its owner, its evidence, and its history from the first walk-around to signature.
Audit teams raise findings on the same board, and the operator works and closes them with evidence attached. Aviatus tracks the findings and their proof — it is not an AD, SB, or LLP management system.
Engines, APUs, landing gear, and propellers are first-class assets, not attachments to an airframe. A project covers one asset type, and the serial is labelled the way that type is labelled — MSN, ESN, or S/N.
Data governance
Inspections end. Leases end. Organizations change. Aviatus gives your organization explicit controls for project closure and offboarding — not a silent data trap.
Once a project closes, project leads and admins in your organization generate one immutable, versioned, checksum-verified ZIP — browsable offline, containing surviving and voided items with their comments, every responsibility movement, the activity history, native evidence, pictorial findings and photos, native Records, and your organization's private asset chat.
Box-backed Records and Box-linked evidence appear as metadata and links inside the archive. Download the ZIP for what Aviatus holds; keep Box access for what Box holds.
Organization admins can start a deliberate deletion flow. Aviatus closes the organization's projects, queues one archive for each, and makes the organization read-only while deletion is pending.
Every archive must be downloaded once before final confirmation removes the organization and its project data. User accounts remain available.
Every create, edit, status change, responsibility move, void, comment, and upload is written as an attributed, timestamped row. Corrections add a new event — they never rewrite an old one — so the history you hand over is the history that happened.
Readable as an organization-wide feed and per project, asset, item, and person.
Collaboration
Lessors, airlines, MROs, auditors, consultants, and delivery-acceptance teams work assigned projects directly — no VPN, no shared-drive sprawl, no workaround spreadsheet in the middle.
Partners get one single-use activation link and then a normal, reusable account they keep. No guest tokens, no share links, and nothing for them to set up on their side. Access is live from the moment you assign them.
Partners see the full shared list for their asset, including your items and other parties' items, and the full participant list. Roles decide what someone can change — never which slice of the truth they are shown.
Project roles govern who creates items, moves responsibility, closes findings, and grants access. Partners collaborate on the board while project setup and access control stay with your organization.
Avi, the optional AI assistant, answers questions about your projects and assets. It is read-only by design — it never writes to the record, and it is never the compliance decision-maker.
Field work
Findings are made standing under an aircraft, not at a desk. The Aviatus app for iOS and Android is built for that, and for the walk back to signal.
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Aviatus is the OIL execution board for aviation technical teams who need every party on one list, honest integrations, and a closeout they can defend.