How does the customer management (CRM) module work?
The customer management module keeps every person and company customer on one card: contact details, notes, tags and sensitive fields all live on the same screen. It is Rotenta’s reference module, and most other modules — accounting, trips, the assistant, data import — read “which customer does this record belong to” straight from here.
What the card holds
A customer card is one of two kinds: person or company. The identity fields (legal name, trading name, tax office/number, trade registry number, MERSIS) change with the type; the tax identity and the payer relation feed straight into accounting when an invoice is issued — the party who receives the service and the company that pays for it are not always the same, so they are kept as separate fields. Outside the identity block sit five multi-row sections: phone numbers, emails, websites, contacts and addresses, all sharing the same inline-edit pattern with no fixed limit — a company customer can carry three phone numbers and two contacts without any friction.
The notes tab is its own ledger: the newest note sits on top, and who wrote it and when is visible on every row. Note content is plain text on purpose — no formatting — because a free-text field that can carry special-category data is not a field you want to make richer.
Sensitive fields and access
Fields such as the national ID number, tax number, address, phone, email and note content are stored encrypted at the column level, so a stolen table does not make these fields readable on its own. They stay searchable even encrypted — the system keeps a separate blind index for lookups and never stores the plain text anywhere for that purpose. The card’s Permissions and Sensitive info sections are off by default; even once a company turns them on, viewing the section still requires its own permission — the setting only opens the surface, it does not grant the right. How consent itself is recorded is a separate topic, covered in our consent management article.
List, search and branch scope
The customer list scrolls instead of paginating — with hundreds or thousands of customers, scrolling down replaces counting page numbers. Filters (type, status, source, tag) sit in a dropdown panel; search scans the identity, contact details, addresses and notes at once. Companies with a branch/campus/vessel split can scope customer access by branch — a branch manager sees only their own branch’s customers, configured from the Branches screen.
The customer code (MUS-00001-style) is hidden from the list by default and shows only in the card’s own title. A company can turn on “Debug mode” to add the code as a column in the list too — this is not a permission, it is a per-browser display preference.
How it connects to other modules
When the trip module records a trip, it can link the customer either as the party commissioning the work (an agency scenario) or as the traveller themself (a guest scenario) — which one applies is each company’s own choice. The accounting module reads the payer relation and tax identity from here when it issues an invoice. The data import module maps your existing spreadsheet directly onto customer cards and their sub-rows (phone, address, contact). The AI assistant can search for and open a card, or update its identity fields, using your own permissions — it never touches data on its own.
Example
Picture a transfer company: the customer card is a travel agency (“Blue Tour”), and the agency also pays the invoice. Operations records every guest the agency sends as a separate passenger card in the trip module; the customer card itself only holds the agency’s accounting contact and its booking contact person. Looking up the agency shows both its trip history and its open account balance from the same record, because both are tied to the same customer identity.
How it works in Rotenta
- From the Customers screen, “New customer” opens a form where you pick the type (person/company) and save the identity plus a first contact detail in one step.
- On creation the system generates a customer code (
MUS-00001) automatically; it shows in the card’s title. - Inside the card, the Contact tab adds phone, email, website, contact person and address row by row — each row edits in place, no separate form opens.
- A tag (e.g. “VIP”, “Reseller”) is assigned from the identity strip or its dropdown; tags themselves are managed company-wide from the Tags screen.
- The Notes tab keeps the conversation history row by row, newest entry on top.
- In a company with branch scoping, the customer is attached to a defined branch from the Branches screen; that branch’s users then see only their own customers in the list.
- A record deleted by mistake can be restored from the Deleted screen within 24 months.
You can read about the accounting side in our accounting, invoices and cash article, and about operations in trip and transfer operations. If you are wondering how to bring your existing lists in, see data import from Excel. You can see how this module fits together with the rest in our module guide; for setup and module selection, get in touch.
Frequently asked questions
Does the list slow down as the customer count grows?
No; the list scrolls instead of paginating and search runs server-side, so a company with thousands of records opens the screen at the same speed.
Who can see the sensitive fields?
Both the relevant section has to be turned on at the company level and the user needs their own permission for that field — missing either one means the section does not show at all.
What if the party receiving the service and the one paying the invoice are different?
The card supports that split: the party receiving the service lives on the trip record, and the paying party is a separate field on the account and invoice side.
Can we undo an accidental delete?
Yes; deletion is soft, and the record can be restored from the Deleted screen for 24 months before it is cleared for good.
Can the assistant reach a customer card directly?
Yes, the AI assistant can search for and open a customer card within your own permissions; the assistant itself does not carry any extra access.
More in this category
- How does vehicle and driver document tracking work?
Warns on an expired or upcoming vehicle/driver document, and blocks trip assignment when a required one has lapsed.
- How does the vehicle and driver (fleet) module work?
One ledger for your vehicles and drivers that trips assign from and that answers who is available, when.
- How does recurring shuttle planning work?
A route and weekly plan are defined once; public holidays are skipped, one-off exceptions post as billing deductions, and off-plan extra trips enter the statement as their own line.
- How is e-invoicing (e-Fatura/e-Arşiv) integrated?
Tax ID and scenario data carried on the invoice record flow straight through; send status and the tax authority's reference show on the panel in real time.
- How does the Excel data import module work?
A module that validates and previews your existing spreadsheets, isolates the bad rows, and can undo an import if needed.
- How is workflow automation set up?
Trigger + condition + action rules ship as ready templates, every run is recorded as evidence, and a rule bound to a closed module shows as visibly inactive, never silent.
- How does the consent management module work?
Records customer consent per channel, ties sensitive fields to explicit consent, and exports to Turkey's İYS registry.
- How does the accounting module: accounts, invoices, cash work?
Current account, invoice, cash and instalment tracking brought together in one accounting module, from proforma to day-close.
- How do PDF outputs and letterhead documents work?
One core engine that puts your letterhead on invoices, statements, receipts and passenger lists, and logs every document it produces.
- How are staff shifts and timesheets managed?
Timesheets are produced from realised trips, deductions carry evidence and a dispute path, staff on leave cannot be reassigned, and period close freezes the past.
- How do reports and profitability analysis work?
Every list you own exports at full fidelity, aging buckets of 0-30/30-60/60-90/90+ days sit on one screen, and period profitability drills all the way down to the source trip.
- How does booking and capacity management work?
A resource x time-slot booking engine that blocks double-selling, tracks option deadlines and converts a confirmed request straight into a trip or service record.
- How do roles, permissions and the audit trail work?
Roles decide who can see what, and the audit trail keeps a permanent record of who changed what and when.
- How does the trip and transfer operations module work?
One record that follows a trip from planning to completion, carrying its passengers, driver, vehicle and price lines together.
- How do contracts and progress billing work?
The contract is the single price source; progress billing is calculated automatically from trip records, penalty clauses apply on their own, and an approved statement becomes an invoice in one click.
- How do quotes and proposals work?
Quote lines read from the published rate list, margin is visible to authorised users, a five-state lifecycle is tracked, and an accepted quote converts to an invoice in one click.
- How does bulk messaging and consent compliance work?
Consent is checked at send time against İYS, the national record; every commercial message carries an opt-out link, and delivery state is kept as evidence.
- How is U-ETDS reporting done?
Every trip already carries the fields U-ETDS reporting needs; send status shows on the trip card and never shows an optimistic 'sent' before it is confirmed.
- How does the AI assistant module work inside the panel?
An in-panel assistant that works within your own permissions, masks personal data, and asks approval before every write.