How does vehicle and driver document tracking work?
The document tracking module keeps every required document for a transport company’s vehicles and drivers — registration, insurance, a D2 operating licence and the like — in one ledger, so an expired document never slips through unnoticed. The module sits on top of the fleet module — with fleet turned off, this module cannot be turned on either, since there would be no vehicle or driver card to track against.
Document types and subjects
The system ships with 22 predefined document types — including three separate mandatory insurance types and transport-specific documents like a D2 operating licence — and a company can add its own types on top. A document can be tied to one of six subject kinds: a vehicle, a driver, a person, a company, an asset, or an outside party — so a sector like school shuttling can track equipment documents the same way, and a subcontractor’s own paperwork fits the same ledger. That flexibility means one engine serves every sector’s subject types instead of a separate document screen per sector.
Expiry warnings and the assignment gate
Every document carries a validity date; documents nearing or past expiry are swept by a daily check and surface as a warning in the panel’s notification bell. An expired mandatory document blocks that vehicle or driver from being assigned to a new trip — this is not a warning, it is a hard gate. A document that is simply missing (never uploaded) behaves according to a company setting: the default is to warn only; turning on “block if missing” makes a missing document stop assignment too. That distinction is deliberate — an expired document is a clear violation, while a missing one is sometimes just a record not yet uploaded.
Sensitivity in driver documents
Some driver documents — a health report, for instance, which can carry personal-category information — are stored as encrypted metadata with no image or file field: the document itself is not kept, only its validity status and date. That keeps a sensitive document from multiplying as a file copied around in different places.
Availability lookup and export
The Availability screen is a query shared with the fleet module: it shows, for a given date, which vehicles or drivers are also document-compliant, on one screen. An audit-oriented CSV export reports which document was renewed when and by whom — the answer to “was this vehicle’s insurance valid on that date” during an inspection comes straight from here.
Who uses it
The fleet or operations lead updates the document ledger day to day — uploading a new date and file whenever a document is renewed. Accounting or management usually only use the Availability screen and the audit export; who can upload a document and who can only view it are kept as separate permissions. In sectors that track equipment beyond vehicles and drivers — a school shuttle’s periodic equipment inspection, say — the same ledger works by pointing the “subject” field at an asset instead of a vehicle; the system does not open a second screen for it, the same one just runs against a different subject type.
Example
Picture a school-shuttle company: a vehicle’s seat insurance expires on the 28th of the month. The document tracking module drops a warning on the 21st; operations renews the policy and uploads the new document. Had it not been renewed and the date genuinely lapsed, that vehicle could not have been assigned to a single new trip on the 29th — the system would have blocked it right at the trip module’s assignment step, refusing to send out a vehicle without valid insurance.
How it works in Rotenta
- From the Document types screen, the company defines which document types it tracks, on top of the 22 that ship by default.
- From a vehicle or driver card, the Documents tab is where a file is uploaded along with its validity date.
- Documents nearing expiry are swept by a daily check and land in the notification bell.
- When a trip assignment is made, the system checks document status automatically; an expired mandatory document gets the assignment refused.
- The Availability screen shows which vehicles or drivers are compliant on a given date.
- When a document history needs to be shared with an auditor or insurer, it can be exported as CSV.
You can read about the vehicle and driver cards these documents attach to in vehicle and driver management, and how a missing document affects a trip in trip and transfer operations. See our module guide for how this module connects to the rest; to work out the right document list for your fleet, get in touch.
Frequently asked questions
Does an expired document block trip assignment for certain?
For a document marked mandatory, yes; once it expires, that vehicle or driver cannot be assigned to a new trip — this is a hard block, not a warning.
Does a document that was never uploaded also stop assignment?
By default, no — it only warns; a company can turn on “block if missing” to make a missing document stop assignment too.
Is a sensitive document like a driver’s health report stored as a file?
No; documents like that are stored as encrypted metadata with no image or file field — only the validity status and date are kept.
Can we add our own document type?
Yes; alongside the system’s 22 built-in types, a company can define its own document types.
How do we prove document history during an audit?
The Availability screen and the audit CSV export show which document was valid on which date and who uploaded it.
More in this category
- 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 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.