Fleet, driver and vendor management

Your entire fleet under control

• Vehicle type, seating and carrying capacity, license plate and vendor details
• Document tracking: inspection, insurance, registration, driver documents (driver's license, SRC professional driver certificate, psychotechnical assessment); email alert as expiry approaches
• Driver availability and assignment
• Vendor companies and contracts; vendor representatives can see their own trips

Capacity counted correctly

Shuttle vehicles are described as "27+1": 27 passengers, 1 driver's seat. In RotaMerkezi, all planning, assignment and occupancy calculations use only passenger capacity; the driver's seat is never counted as a passenger. Vehicle types are defined by class, passenger and driver seats, and accessibility features. When a vehicle is added, its capacity comes from the type and can be adjusted per vehicle if needed.

Document tracking

For vehicles, registration, compulsory traffic insurance, seat insurance, inspection and route permit; for drivers, driver's license, SRC and psychotechnical certificates are stored with their validity dates and file attachments.

• Document status is visible at a glance: valid, expiring soon, expired, missing.
• A renewed document is added as a new record; the history is preserved.
• For documents nearing expiry, email alerts are sent on specific threshold days (not repeated every day).
• Document files can be downloaded only by authorized users, and every download is written to the audit log.

Drivers

The record holds the driver profile, license classes and their validity, documents, and leave and sick-leave periods. Leave periods cannot overlap. An availability chart for the next two weeks is used during trip assignment; a driver on leave cannot be assigned to a trip. Sensitive details such as the driver's license number are shown only to those with management permission; Turkish national ID numbers are not stored.

Vendors and contracts

• Vendor companies, their contacts, and vehicle and driver counts
• Contract status: draft → in effect → ended. A contract cannot take effect without a pricing rule; an ended contract cannot be changed.
• Pricing rules: per kilometer, per trip, per line, fixed monthly or per seat; can be specific to a vehicle type.
• Service level (SLA) rules: metric, threshold and penalty (percentage or fixed amount).

Vendor representative access

A limited account can be opened for a vendor company representative. This account sees only its own company's vehicles, drivers, contracts and trips and cannot access other companies' records. A vendor account without an assigned company scope sees no records at all.

Frequently asked questions

Is the driver's seat included in vehicle capacity?

No. In a "27+1" vehicle, capacity is 27. All planning, occupancy and assignment calculations use only passenger seats.

Can a vehicle with expired documents be assigned to a trip?

Document status is shown in the vehicle and driver lists, during trip assignment and in the daily readiness summary. Email alerts are sent to the responsible people for documents nearing expiry or expired.

Can a vendor company enter its own vehicles into the system?

Yes. A vendor representative can manage only the vehicle, driver and document records belonging to their own company and cannot link records to another company.

Can the organization's own vehicles be managed too?

Yes. Vehicles with the vendor field left blank are managed as the organization's own fleet; the same capacity, document and trip rules apply.