For aviation staffing agencies and airport employers

Every pass depends on the paperwork behind it

An airside pass application rests on references, certificates and training, and one missing reference can hold up a start date. Published airport guidelines also ask that referees complete the dates themselves.

Agencies and sponsors track all of this by hand, airport by airport.

How it works

1. 1

   Set up your formats once

   Start from a template below, or upload your own form or the one your client issues. Formatix builds a template that keeps its layout, and you check a filled sample.

2. 2

   Send in the documents

   The CV, references, certificates and your security interview notes, by upload, by email to [email protected], from JobAdder, Salesforce or HubSpot, or from inside ChatGPT or Claude.

3. 3

   Check and send

   Each document opens beside the originals for checking. Chase what is on the Still needed list, then download it in Word, Excel or PDF.

Formatix copies what the documents say. It does not run checks or judge convictions, and it does not submit anything to an airport.

Templates to start from

Each one is rebuilt in your brand. Or upload your own format, or the one your client sends you, and Formatix builds the template from it.

• WordAirside pass background check fileThe file a sponsor builds before applying for an airside pass: airport and pass type, identity, right to work, the declared history with the dates each referee gave, gaps, criminal record and overseas certificates, accreditation check and GSAT. Requirements differ by airport. Reference dates are never pre-filled and convictions are never judged. Not an official form.
• WordLicensed aircraft engineer profileThe profile an aviation staffing agency sends a maintenance organisation with a licensed engineer: Part-66 licence number, categories, authority and validity, type ratings, current company authorisation, availability, experience and recurrent courses. UK and EASA licences are kept apart and nothing is inferred from a job title. Not an official form.
• ExcelAirside pass and training trackerAn Excel tracker of pass holders, one row each: airport, pass type and expiry, background check dates, GSAT, other training and accreditation status. A date turns red once it has passed and amber within 90 days of the as-at date, and nothing is worked out. Not an official form.
• WordRight to work check recordA record of one right to work check, laid out on the Home Office employer's guide (updated 1 October 2026): manual document check, Home Office online check with a share code, a digital verification service provider, or the Employer Checking Service. It records who did the check and how, the steps taken, the outcome, any follow-up date and the date the check was made. Nothing is assumed from a CV or nationality. Not an official form and does not give legal advice.
• WordTemporary worker profileA strictly one-page profile a staffing agency sends a client with a temp booking: the role put forward and when the worker can start, availability and shifts in large type, tickets and licences with any stated expiry, right to work, DBS, driving licence and transport on one line, pay and charge rate only as stated, a short table of recent assignments, their fit for the booking and key skills. Never infers a rate or availability.

Frequently asked questions

Is the five-year rule the same at every airport?

Requirements differ between airports, so follow the guidelines of the airport issuing the pass. The file records the period that airport sets.

Does Formatix judge criminal record results?

No. It records that a certificate was seen and when. The CAA publishes the disqualifying list in CAP 2159; the employer and pass issuer decide.

Can it fill the reference dates from the CV?

No. They come only from the reference.

Where are the documents kept?

Formatix is UK-hosted on AWS London. Team owners can set records to delete automatically after 30, 60, 90 or 365 days, records can be deleted at any time, and documents are never used to train AI models.

Does it work with our ATS?

JobAdder, Salesforce, HubSpot and Ezekia have native connectors on every plan, including the free trial. Any other ATS or CRM works by email: send the documents to [email protected] and the filled document comes back by reply.

Related pages

• Temporary and contract staffingKey Information Documents, suitability records and temp worker profiles.
• Bulk CV formattingA whole team's documents in one batch.
• IntegrationsJobAdder, Salesforce, HubSpot and Ezekia, and email for any other system.
• SecurityHow documents are handled and where they are kept.