How are staff shifts and timesheets managed?
The staff module ties shift rosters, timesheets, leave and advance/bonus calculations into one personnel file. The timesheet is never an estimate — it is produced from realised trips and shifts; a deduction never shows up without evidence, and staff on approved leave cannot be reassigned by mistake.
Who uses it
Any business that runs a field team — drivers, wait staff, technicians, guides — and settles pay or bonus at month end: the driver roster at transfer and taxi companies, shift staff at cafes and restaurants, crew at boat or yacht operators. The shared need: month-end timesheets that aren’t guesswork, a deduction that never appears without evidence, and an instant answer to “who was on this vehicle at this hour.”
How it works: timesheet from realised data, evidenced deductions, frozen periods
The timesheet is produced from completed trip and shift records; if a completed record’s hours are corrected later, the timesheet line changes with it — it is never a hand-typed estimate. Every deduction (a fine, an advance, damage) carries its own evidence row and a dispute path; a deduction with no evidence cannot enter the system.
An approved leave request lands on the relevant shift or trip plan and locks that person out of being assigned on that date — the “you were on leave but got scheduled anyway” problem never happens. Document validity is never a second copy; it is read from document tracking, and two people can never be written to the same vehicle/cabin at the same time, a lock that comes from the booking module’s resource lock. “Who was on this vehicle at this hour” resolves straight from a date-time to a person.
The weekly roster can be copied from last week, is scoped by branch/campus, and notifies affected staff of any change. Overtime, weekly rest and public holidays are counted separately and produce a period document. Salary, IBAN and advance data are closed to operations — a staff member sees and can dispute only their own record. Period close freezes the month: a closed period cannot change retroactively, and reopening one leaves its own audit line.
Example
Example: A transfer company’s 25-driver team starts its weekly roster by copying last week’s. A driver’s approved leave lands on the shift plan; the system leaves that day empty, and blocks operations if they try to assign that driver to a trip anyway. At month end, the timesheet is generated automatically from every trip completed that month; one driver’s late-arrival penalty shows up with an evidence row linked to the trip record, and the driver can dispute it from the panel. When the period closes, the timesheet freezes and exports to the accountant as a CSV on the 26th of the month.
How it is done in Rotenta
- Operations copies the weekly roster from last week on the Staff rail item, filtering by branch or campus.
- Once a leave request is approved, that date closes on the shift plan; that staff member can no longer be assigned on it.
- Completed trip and shift records post directly into the timesheet through the month; if a completed record’s hours are corrected, the timesheet recalculates.
- A deduction (fine, advance, damage) is added with its evidence row; staff can open a dispute from their own timesheet.
- Advance balance and advance ceiling are tracked; the period-end offset is calculated automatically.
- At period close, “Close month” freezes the timesheet; payroll input exports as CSV/Excel on the calendar day the accountant needs.
- Staff working a contract-bound shuttle route also match against the billing breakdown inside contracts and progress billing.
Frequently asked questions
Is the timesheet an estimate or built from real data?
It’s built from realised trips and shifts. If a completed record’s hours are corrected later, the timesheet line updates automatically — month end is never a guessed number.
Can I dispute a deduction?
Yes. Every deduction carries its own evidence row, and staff can open a dispute from their own timesheet; a deduction with no evidence cannot enter the system in the first place.
Can I accidentally assign someone who is on leave?
No. An approved leave locks that person out of that date the moment it lands on the shift/trip plan; an assignment attempt is blocked.
Who can see salary information?
Only users with the relevant permission; a staff member sees and can dispute only their own record. Salary/IBAN data never appears on operational screens.
Can I reopen a closed period?
Yes, but it’s an exceptional action, and every reopening leaves its own audit line — a closed period never changes silently. See how staff connects to the rest of the platform in our module guide, or reach us through contact.
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 customer management (CRM) module work?
One card for people and companies, encrypted sensitive fields, tagging and notes — how Rotenta's CRM module is laid out on screen.
- 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 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.