Accident and damage management

First report from the scene

When a shuttle is involved in an accident, the driver files a report in a few taps with the Report accident button in the app. The screen first reminds them about safety of life and lets them call 112 (emergency services) with a single tap.

• Is anyone injured, have the police or an ambulance been called, can the vehicle continue
• Type of accident, the shuttle's role (striking / struck) and the other vehicle's license plate
• Location is taken from the device; photos are taken with the camera or added from the gallery
• Trip, line, vehicle, driver and vendor details are linked automatically
• Passengers on board at the time of the accident are identified from boarding records, so it is clear who needs a welfare check

As soon as the report is sent, a high-priority incident is opened (critical if anyone is injured or an ambulance has been called) and people with accident management permission receive an instant notification.

One accident file for everything

Each accident is tracked in a numbered file (Operations → Accidents):

• Event: time, location, type of accident, weather, road and lighting conditions, description
• Official process and insurance: the joint accident report or police report and its number, the compulsory insurance and comprehensive (kasko) insurance claim, the loss adjuster, the party at fault and the fault ratio
• Third parties: vehicle, pedestrian or property; license plate, driver, vehicle owner, insurance and damage details
• Injuries: passenger, driver or third party; severity, treatment and hospital
• Costs and recoveries: repair, replacement vehicle, towing, medical, legal and compensation items, plus recoveries from insurance or the other party, giving the net cost
• Documents: photos, reports, the loss adjuster's report, invoices, statements
• Timeline: notes and status changes in the file, with who made them and when

The file moves through reported → under review → insurance → repair → closed. A note is required at closure, and the linked incident is resolved automatically.

Flexible to your organization

Every organization's accident process is different. RotaMerkezi handles that difference through settings, with no software changes needed:

• Checklist: the organization defines its own steps, such as "Joint accident report obtained", "Damage claim filed with insurer", "Passengers informed" (it starts with a ready-made list); each file shows who checked off each step and when
• Custom fields: organization-specific fields are added to the accident file (text, number, date, yes / no, picklist) and filled in on the file
• As a module: accident management can be turned on or off per organization

Vendors, vendor payments and reporting

• If the vendor company is at fault, the amount to be charged back is set and entered as a deduction from the vendor payment for the month of the accident; once an amount is in an approved vendor payment, it can no longer be changed
• PDF summary: an accident file printout with photos and a "confidential" marking, for insurers, loss adjusters and management
• Accident report: the period's accidents by line, vehicle, driver, vendor, severity, injuries, fault and net cost; exportable to Excel and PDF and can be sent regularly by email

KVKK and privacy

The accident file contains sensitive personal data, so it is protected separately under KVKK (Turkey's Personal Data Protection Law):

• Injury information is special-category health data: it is stored encrypted and is visible only with a separate permission; no health details are written to the audit log
• After the file is closed and the retention period (10 years by default, an organization setting) expires, names, hospitals and notes are anonymized
• The other driver's name and phone number are stored encrypted
• Documents are kept in non-public storage, location data is stripped from photos, and every document view and PDF export is written to the audit log
• Data scope applies: vendor representatives see only accidents involving their own vehicles

Frequently asked questions

Can only the driver open an accident file?

No. Users with accident management permission can also open a file from the Operations → Accidents screen, for example if the accident was reported by phone or happened outside a trip. Photos and documents can also be added later.

Who can see injury information?

Only roles granted the "view injury details" permission. Other users see whom the injury involved and its severity, but not names, hospitals or notes.

How is the accident cost charged to the vendor?

If the vendor is at fault, charge-back to the vendor is selected in the file and the amount is entered. The amount is added as a deduction item to the vendor payment for the month of the accident.

Can we change the checklist and the fields in the accident file?

Yes. The checklist is edited from the Accidents screen and organization-specific fields under Settings → Custom fields → Accident file. No software changes are needed.