How does the trip and transfer operations module work?
The trip module is the core of daily operations for any business that moves people: every trip is a single record, and its passengers, driver, vehicle and price lines all hang off that one record. Transfer companies, ship agencies and recurring-shuttle operators all use the same trip backbone with a different set of fields — one module, several profiles.
What a trip record carries
Every trip carries an automatically assigned trip number (in the shape SFR-2026-00042) and moves along two independent axes: operational status (draft → planned → underway → completed, or cancelled/no-show) and commercial status (not invoiced → proforma → invoiced). Keeping the two separate is intentional — a trip can be finished operationally while accounting has not invoiced it yet, and it is the commercial status that decides when editing locks.
The active profile adds fields on top of the core: the transfer profile adds a flight code/time and a pickup note; the crew profile adds a ship name, IMO number, port and arrival/departure dates; the shuttle profile adds a route and a weekly plan link. With no profile turned on at all, a plain trip can still be recorded end to end.
Passengers, driver, vehicle
A trip’s passengers are separate, persistent cards — the same passenger can ride on more than one trip over time, and their identity/passport number is stored encrypted. Driver and vehicle assignment is resolved through the identity the fleet module provides; if vehicle capacity is exceeded the system warns but does not block, and the same goes for assigning a driver or vehicle to two overlapping time windows — the decision is left to the operations team.
Moving a trip to “underway” runs a start gate: a driver and vehicle must be assigned, and for the shuttle/regulatory profile the pickup/drop-off district codes and each passenger’s ID or passport data are also required. Any missing field is listed one by one by the system, and the trip does not start with incomplete data.
Price lines and the link to invoicing
Pricing is built from free-form line items rather than a fixed tariff: every trip carries its own lines (service name, quantity, unit price, VAT rate). Frequently used lines are kept as a ready list on the Items screen so they never have to be typed twice. Companies that price by zone or distance can pull from a defined price list on the Price lists screen. Once a trip is completed and its commercial status allows it, the record drops automatically into accounting’s “ready to invoice” list; the permission to see the price and the permission to export data are tied together on purpose, so an amount hidden on screen cannot leak out through a report either.
Recurring shuttles and the daily view
Companies running on a weekly schedule — a school shuttle, staff transport — define a route and a set of weekdays on the Plans screen; the system then generates trips from that plan automatically, skipping days marked on the holiday calendar. Operations follows the day itself from the Dispatch board, where every trip for today shows on one screen, each on its driver’s row.
Example
Picture a transfer company: a guest transfer from the airport to a hotel is being planned. The trip record is opened with a flight code and time, and a driver and vehicle are assigned. When the flight runs 40 minutes late, the trip is still “planned” and the time is updated; once the driver starts the trip — from the app or the panel — the status moves to “underway” and the pickup note becomes visible to them. Once the trip is completed, a single line item, “Airport transfer”, carries the price, and the record drops into accounting’s pending-invoice list.
How it works in Rotenta
- From the Trips screen, “New trip” opens a form where you pick a profile (transfer/crew/shuttle) and enter the pickup/drop-off and planned time.
- Driver and vehicle are assigned from the fleet module’s driver/vehicle cards; a capacity or time conflict shows a warning but the record can still be saved.
- From the Passengers tab, one or more passenger cards are attached to the trip; if a card does not exist yet, a new one can be opened right there.
- When the trip is started, the start gate checks for missing fields; anything missing is listed sentence by sentence, and the trip does not start.
- From the Items tab, price lines are added; frequently used items are picked from a ready list.
- For companies running on a schedule, the Plans screen defines the weekly programme and trips are generated automatically.
- Every trip for the day is followed from the Dispatch board on one screen; once a trip completes, its commercial status hands off to accounting.
You can read about drivers and vehicles in vehicle and driver management, about expiry tracking in vehicle and driver document tracking, and about invoicing in accounting, invoices and cash. For the PDF output of a passenger list, see PDF documents and letterhead. The full picture of how trips connect to the rest is in our module guide; for a setup that fits your sector, get in touch.
Frequently asked questions
If I assign the same driver twice at the same time, does the system stop me?
No, it warns but does not block — operations can still go ahead deliberately, for example when they know the first short trip will finish in time for the second.
Can the customer be either the party ordering the trip or the traveller themself?
Both are possible; it is a module setting — in some companies the customer is the agency placing the order, in others it is the traveller — the system supports either model.
Can we still edit a trip after it is completed?
A trip that has not been invoiced yet can be edited; once it is invoiced, editing locks and can only be reopened with a separate “edit completed” permission.
If the weekly schedule changes, does it affect past trips?
No; the plan only generates future trips — trip records that already exist stay exactly as they are, independent of the plan.
Is passenger data stored encrypted?
Yes; fields like the ID number, passport number and phone are stored encrypted and can only be viewed decrypted by an authorised user.
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 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 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.