Staff Transportation

Document order for the shuttle fleet

In staff shuttle service, it is not enough for a vehicle to be running; it must also be fully documented, because the passengers are a client company's employees and any disruption reflects directly on the contract. In Turkey, this work is mostly done with minibuses, midibuses, and buses. Inspection, compulsory traffic insurance, and exhaust test are on the vehicle record, and driver's license, SRC (professional driver certificate), psychotechnical certificate, and health report are on the driver record, each with an expiry date. As a date approaches, it appears in the daily summary notification. Because tracking depends on the system, not on a coordinator's memory, no document quietly expires even when staff change. With each document's file attached to the record, whether a registration, policy, or report, you do not have to search the archive when a client asks to see it.

• Vehicle: inspection, compulsory traffic insurance, exhaust test
• Driver: license, SRC, psychotechnical, health report
• Upcoming and expired dates in the daily summary notification
• Each document's file archived on the vehicle or person record

Who drove which vehicle, and when

Vehicle-driver assignments are kept with date ranges, so who drove which shuttle on which days is always clear. This is more than a record; it is the basis of accountability: when a fine, toll, or damage arrives, the right driver is found from the assignment at the time of the event. When a shift changes, someone is on leave, or a backup driver steps in, the old assignment is not deleted; a new one is added. If no assignment exists, the fine or toll is written to the vehicle and the driver is left blank, so keeping assignments current as shift patterns change matters. The question 'who drove this shuttle that morning' is answered with a single search. Assignment data also ensures fuel records are written to the right driver; at month-end, how much fuel each driver took and which vehicle made each toll crossing come straight from the records.

• Assignments with date ranges; history is never deleted
• Fines, tolls, and fuel match the driver at the time of the event
• Damage record is linked to the driver at the time of damage

Daily pre-trip vehicle check

Safety is often decided in the five-minute check done each morning. You define your own checklist as an inspection form: tires, brakes, headlights, doors, seat belts, first aid kit, fire extinguisher. The driver fills in the form before the trip; an item marked as failed automatically becomes a fault record and is tracked until closed. That ends the "the brake felt odd but I never wrote it down" problem. Form history is stored on the vehicle with dates; what was checked on which day serves as evidence in internal audits and client inquiries. You can change the form's contents by vehicle type; a minibus and a bus do not need identical checklist items. When a driver finds a problem during the check, the fault record is opened early in the morning, and the service or backup-vehicle plan is made before the day starts.

• You define the checklist to fit your operation
• A failed item becomes a fault directly
• Form history is stored on the vehicle with dates

Service schedule and odometer

Shuttle vehicles of the same type follow similar maintenance plans. Instead of setting up reminders one by one, you create a service schedule and add vehicles to it; changing an interval in the schedule updates all linked vehicles. Intervals are defined in both kilometers and months, and whichever comes first is the due date. A single-shift shuttle and a three-shift shuttle do not accumulate kilometers at the same rate, so the due date is calculated from each vehicle's current odometer. If the GPS integration is connected, mileage arrives automatically; if not, it is read from fuel, service, and inspection records. If maintenance is done well ahead of time, an early-service notice is sent. When a new shuttle joins the fleet, you do not have to build its maintenance calendar from scratch: the moment the vehicle is added to the schedule, all its reminders are ready, and as work orders close, the due dates move forward on their own.

• Service schedule: define once, apply to all vehicles
• Km and month intervals defined together
• If GPS is connected, the odometer updates automatically

Passenger safety backed by records

When daily checks, document tracking, and the fault flow work together, safety stops being an impression and rests on records. Which vehicle is missing what, which driver has a document coming due, which fault is still open: it all sits in one place, with its history. After a complaint or incident, being able to answer "when was the last maintenance on that vehicle, and were the checks being done?" with records gives you both legal and reputational protection. A shuttle with an open fault record stays at the top of your list until it is closed, and critical fault notifications reach managers. Safety no longer depends on individuals' attention but on a repeatable routine, and a new coordinator does not have to learn the history from scratch.

Raw data for cost and billing

Shuttle work is mostly billed to the client monthly or per route, so to see profitability, expenses must also be broken down by route. Fuel, maintenance, insurance, and toll expenses are totaled per vehicle. When you group vehicles by client or route name, you can compare across groups. When the HGS/OGS (Turkey's electronic toll systems) statement is uploaded, tolls are matched to vehicles, fuel consumption is calculated between two full fill-ups, and comparison against the EPDK (Energy Market Regulatory Authority) price shows expensive purchases. You go into price quotes and billing discussions with records, and knowing which route earns and which loses is no longer guesswork. In the report screens, you can pick a date range to compare this month, last month, or the last three months, and see per-vehicle fuel consumption and time spent in service in the same place.

• Fuel, maintenance, insurance, and tolls per vehicle
• Vehicle groups by client or route name
• Consumption in L/100 km, expensive fuel purchase alert

Tires and winter readiness

Staff shuttles run year-round, early in the morning and late in the evening; tire condition directly affects driving safety. Each tire is recorded with its position; tread depth and pressure measurements are entered, and remaining km to replacement is estimated from wear. With tire rules, you can define different thresholds for minibuses and midibuses. The winter tire requirement period (December 1 to April 1, which may vary by province) is set in Settings; vehicles marked as requiring winter tires generate alerts during that period if they are not compliant. At the season change, you can see at a glance which vehicles are ready. When a tire invoice is imported, the items are recorded as tires in stock; you can then mount them at a position on the vehicle and track how many kilometers each tire ran on which shuttle.

• Tread measurement by position and remaining km
• Separate tire thresholds by vehicle type and group
• Period alert for vehicles that require winter tires

Staying audit-ready on contracted work

Staff shuttle service is usually provided to an organization under a contract; the client may ask about vehicle and driver compliance and sometimes does an on-site check. Because document dates, daily check forms, maintenance history, and assignment records sit together in vitaFleet with dates, you can answer "does your fleet comply with the contract terms?" without hunting for files. Registration, insurance policy, and contract files are archived linked to the vehicle or person record. If an accident occurs, the report scan, photos, and sketch are added to the same record; the insurance file number and cost are tracked as well. Preparing for a client meeting comes down to reviewing records instead of gathering scattered files; any missing document or open fault is already at the top of the list.

• Documents, checks, and maintenance history in one place
• Archive of registration, policy, and contract files
• Accident record: report, sketch, insurance file