Shifts, drivers and documents in one screen

In an inspection, a fine dispute or an accident file, the first question is always the same: who was driving this plate at that hour? The answer comes from the shift record, and that same record needs to carry whether the driver’s and vehicle’s documents are still valid. Here’s how shifts, drivers and documents come together on one screen in a taxi business.

A shift roster becomes a compliance record

Where a plate runs on more than one driver a day — a day shift and a night shift — the roster doesn’t just answer who’s working when; it answers who to ask in an inspection or a dispute. The roster staying unchangeable in the past, with every edit leaving a trace, is what lets it double as inspection evidence. The same roster also shows a driver’s total weekly hours, which makes an overloaded shift plan visible before it becomes a problem.

Vehicle and driver documents: what happens when one expires?

A taxi business tracks more than one kind of document: the vehicle’s periodic inspection, the taximeter’s inspection and seal, the driver’s ID card, professional competency certificate and health/psychotechnical report each carry their own validity window. When one of these expires, a warning icon isn’t enough — the driver or vehicle needs to actually be blocked from a new shift or call assignment.

How a shift change reaches the driver

When a roster changes — a driver’s leave gets approved, or someone else is assigned in their place — that change reaching the affected driver as a notification cuts down on phone calls and the “nobody told me” argument.

A complaint counter, and continuity

When a repeat customer complaint comes in about a driver, counting it per driver and surfacing it once it crosses a threshold catches a problem before it grows. That counter means more when it sits on the same card as the driver’s shift and document history.

How sensitive documents are protected

Documents like a health report, a criminal record check or a psychotechnical report are treated as personally sensitive, so the system holds only the validity date and access permission for them, not the document itself. Whoever uses the assignment screen sees whether the document has expired, never its content; a separate log records who accessed it and when. That separation keeps document tracking audit-ready without spreading a driver’s private information further than it needs to go.

Document renewal becomes a task

A reminder reaching the stand manager and the driver a set number of days before a document expires keeps an assignment from stopping at the last minute. That reminder can be set at a different threshold per document type — a few weeks ahead for a taximeter inspection, a few days ahead for a health report, say. Once the renewal is done, the new validity date is recorded and the assignment block lifts automatically.

Example: a day/night shift plate

One plate runs a day driver from 06:00 to 18:00 and a night driver from 18:00 to 06:00. When the night driver’s health report expires, the system automatically blocks assigning them to a new shift and flags it for the stand manager. When a traffic fine arrives late that same night, the shift record shows who was behind the wheel at that hour with one click.

How this works in Rotenta

1. The staff module keeps the shift roster, recording which driver worked which hours on which plate.
2. The document tracking module holds vehicle inspection, taximeter inspection, driver ID card and health/psychotechnical report types along with their validity (vehicle and driver document tracking).
3. An expired document blocks that driver or vehicle from a new shift or call assignment at the fleet module’s assignment gate (vehicle and driver management).
4. A shift change reaches the affected driver as a notification.
5. A “who was on this plate at this hour” query resolves a date-time to a person from the shift record — the same record fine and accident files use.

Frequently asked questions

Can the shift roster be edited after the fact?

It can be edited, but every edit leaves a trace, so an inspection or dispute can see what changed and when.

What happens if a document expires mid-shift?

An ongoing shift isn’t cut off; the block applies to the next new shift or call assignment.

Who defines document types like the driver ID card?

Document types and their validity periods are defined by the business; each firm builds its own document list.

Can this record serve as evidence in an inspection?

Shift and document records are timestamped and keep a change history, making them the primary record to point to in a dispute or inspection.

Is a sensitive document’s content visible in the system?

No; for sensitive documents like these, only the validity date and access permission are kept — the document image or content is never stored in the system.

See how this shift record feeds settlement in plate rental and driver settlement, or how it sources fine and accident matching in matching fines and accidents to drivers. To talk through your setup and document templates, reach out; for the overview, see taxi dispatch software.