How does the vehicle and driver (fleet) module work?
The fleet module keeps every vehicle and driver of a transport business in one ledger. When the trip module assigns a driver or vehicle to a trip, it reads that identity straight from this card — if fleet is turned off, the trip module cannot open either, because there would be no vehicle or driver to assign from.
Vehicle and driver cards
On the Vehicles screen, every vehicle is recorded with its plate, capacity (seat count), status (active/in maintenance/inactive) and, where relevant, whether it is rented or subcontracted. Plate format is normalised by the system — an entry with extra spaces or lowercase letters is corrected automatically, so the same vehicle never ends up recorded twice under two different spellings. The Drivers screen carries a similar identity card; a driver’s status (active/on leave/inactive) decides whether they show up in the assignable list when a trip is created.
The first time the module is turned on, fleet automatically creates a “Driver” role — separate from the company’s own roles, and one that keeps whatever permissions the company adds to it even if the module is turned off and back on. You can read the general logic of the role and permission system in our roles and audit trail article.
Availability lookup
The Availability screen answers a simple question: “which vehicle or driver is free in this date range?” The query weighs trips already assigned in that window together with document status, where the document-tracking module is turned on. It is the same lookup that runs quietly under driver/vehicle selection when a trip is created — opened as its own screen, it is useful for looking ahead while planning.
Rented and subcontracted vehicles
For businesses that rent extra vehicles or work with subcontracted drivers during seasonal spikes, the vehicle card carries an ownership field — whether a vehicle belongs to your own fleet, is rented, or belongs to a subcontractor. That distinction keeps your own vehicles from getting mixed up with rented ones in reporting and cost tracking.
Who uses it, and what it connects to
The people who use the fleet module day to day are usually operations and maintenance staff — they update vehicle status, plate/registration details and driver identity. But the module’s real value is in exposing that identity to other modules: when the trip module assigns a driver or vehicle, it asks fleet directly for “this driver/vehicle identity” rather than keeping a second copy of the list. Modules planned for later, like staff tracking or recurring-shuttle planning, are designed to read the same identity — fleet stays the single source of truth.
Document expiry and warnings
Where the document-tracking module is turned on, every vehicle and driver card also shows the status of required documents — insurance, registration, a D2 licence — and a document that has expired or is coming due is flagged right on the card. The two modules are designed to work independently: with fleet alone turned on, document fields do not appear at all; turning on document tracking adds them onto the same card.
Deleted records
If a vehicle or driver card is deleted by mistake, it can be restored from the Deleted screen; that screen has to be enabled in company settings and is visible only to users with delete permission.
Example
Picture a 10-vehicle transfer company: demand rises in summer and 3 extra vehicles are rented. These are added to the fleet module marked “rented”, and their drivers are marked as subcontracted. Toward the end of the season, the Availability screen shows how long each rented vehicle’s contract runs; once the season ends, these vehicles are set to inactive — their records are not deleted, and past trips they were assigned to keep their assignment intact.
How it works in Rotenta
- On the Vehicles screen, “New vehicle” records the plate, capacity and ownership (own/rented/subcontracted).
- On the Drivers screen, a driver card is opened; if the module has created a “Driver” role automatically, that role can be assigned to the user.
- When a trip is created, driver/vehicle selection is made from these cards; the system checks capacity and time overlap and shows a warning where relevant.
- Looking for an available vehicle in a specific date range can be done directly from the Availability screen.
- If a vehicle or driver is temporarily out of use, its status is set to “inactive” — it disappears from the assignment list but its past records remain.
- Where document tracking is on, each vehicle’s or driver’s upcoming document expiries are visible on the same card.
- A record deleted by mistake is brought back from the Deleted screen.
You can find the detail on document expiry tracking in vehicle and driver document tracking, and how the fleet card is used on the trip side in trip and transfer operations. See our module guide for how fleet fits together with the rest; for a setup that matches your fleet size, get in touch.
Frequently asked questions
Can the same plate be recorded twice under different spellings?
No; plate format is normalised by the system, so spacing and letter-case differences are corrected automatically and the same vehicle is never duplicated.
What happens if we assign a trip with more passengers than the vehicle’s capacity?
The system warns but does not block; the decision is left to operations — sometimes an overage is deliberate, for example when an infant does not count toward a seat.
How do we separate rented vehicles from our own fleet?
The vehicle card carries an ownership field (own/rented/subcontracted), and reports and lists can be split along that field.
Is the driver role created automatically?
Yes, turning on the fleet module for the first time creates a “Driver” role automatically; the company can change that role’s permissions afterwards, and the system never rolls back the company’s own edit.
Does an inactive vehicle lose its past trips?
No; inactive status only removes it from the new-assignment list — every trip it was assigned to in the past stays exactly as it was in the record.
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 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.