Industry
Tourism & Transfer
Operating permits, driver documents and trip cost for seasonal, long-haul fleets.
Overview
What changes for Tourism & Transfer fleets?
Operating permits, driver documents and trip cost for seasonal, long-haul fleets.
A demo for your fleetBusy season, document discipline all year
A transfer fleet operating on the Antalya, Muğla or Cappadocia routes barely stops in summer, while in winter part of the vehicles sit parked for weeks. This uneven rhythm disrupts document tracking: the inspection or insurance of a parked vehicle may have expired by the start of the season, and it is noticed only at the first transfer. In vitaFleet, each vehicle's inspection, compulsory traffic insurance, comprehensive insurance, emissions test, operating authorization and route permit deadlines sit in a single list together with their files. Documents nearing expiry show up in the morning summary email and the renewal list; you meet the season opening not with a vehicle that has missing documents, but with the gaps already closed over the winter. The notification goes to the responsible person. When a new renewal is entered, the old record stays in history, and you can see how many times the term has been extended.
- Inspection, insurance, comprehensive insurance, emissions, authorization and route permit
- The document file stays in the vehicle record, no searching during an audit
- Upcoming renewals before the season in one list
Maintenance on long routes: km and months together
A midibus doing airport transfers and intercity tours approaches several hundred thousand kilometers in a short season, then barely moves off-season. A plan that looks only at mileage runs late in season; a plan that looks only at the calendar has an idle vehicle serviced unnecessarily. You define the maintenance interval in both km and months, and whichever comes first sets the due date. The due date is recalculated as odometer readings are entered, and if the GPS integration is connected, mileage updates automatically. With a service schedule, you can also apply the same maintenance items to all vehicles in bulk, so a vehicle waiting at the shop in peak time becomes a job planned in advance. The number of days available for servicing during the season is limited; bunching upcoming maintenance within the same week eases both vehicle and driver planning. When labor, parts and invoice amount are added to the service record, maintenance cost per vehicle becomes visible too.
- Interval in km, months or both
- Bulk maintenance plan for vehicles through a service schedule
- Mileage updates automatically if GPS is connected
Pre-trip checks for passenger safety
In a vehicle that carries passengers, safety is won in the short check before departure. You define your own checklist as an inspection form: tires, brakes, headlights, seat belts, first-aid kit, fire extinguisher, air conditioning. The driver fills in the form on the phone, adding photos if needed. An item marked as failed turns into a fault record; the fault is prioritized, turned into a job and followed until it closes. Because form history is stored on the vehicle with dates, you can show from the record which check was done on which day during a complaint or audit. Checklists can be set up separately for minibuses, midibuses and buses. A rule can be defined so that when a missing or critical item opens a fault, a notification goes to the person responsible. Items that repeat on the same vehicle become visible over time; for example, if an air-conditioning or seat-belt problem recurs every season, you can decide on a permanent fix.
- Your own checklist by vehicle type
- A failed item becomes a fault, a fault becomes a work order
- Photographed and dated form history
Driver documents and assignment
In passenger transport, the driver's documents matter at least as much as the vehicle's. The expiry dates of the license, SRC (professional driver certificate), psychotechnical and medical report are tracked in the person record, and a notification goes to the relevant people before they expire. If a driver is hired temporarily for the tour season, their documents are tracked in the same record from the start. Because vehicle assignment is kept with a date range, which driver made which trip is known retroactively. Driver changes are frequent on long transfers; when a fine or incident comes in, the question of who was driving the vehicle that day is answered by the assignment record, not by guesswork. When handing a vehicle to a driver, you can see from the record that the person's documents are valid. For a driver whose documents are about to expire, the renewal process is started in advance, so a driver being taken off duty in peak time is no surprise.
- License, SRC, psychotechnical and medical report deadlines
- Vehicle assignment with a date range
- Notification before documents expire
Tolls, fuel and cost per trip
The cost of a long route is not just diesel. Bridge and highway crossings are uploaded from the statement and linked to the vehicle by HGS or OGS (Turkish electronic toll systems) tag number, and to the driver through the assignment. Real consumption per vehicle comes from fuel records; fuel-card integrations turn transactions into records, and reconciliation against a UTTS statement (Turkey's fuel-station vehicle recognition system) is possible. Tire expense is tracked as cost per thousand kilometers, and maintenance and parts expenses are gathered on the same vehicle. So cost per km and monthly expense per vehicle are read from records, not estimates; this is the data you rely on when pricing a transfer or tour. Every crossing whose tag number is in the vehicle record is matched automatically; unmatched lines show separately and can be corrected by hand. The comparison with the daily EPDK (Turkey's energy regulator) fuel price helps you judge whether the fuel bought at a station was expensive.
- HGS/OGS crossings linked to vehicle and driver
- UTTS and fuel-card reconciliation
- Tire cost per thousand km
Accident, damage and fine records
In a fleet that carries passengers, an accident is not only a material event; it concerns insurance and customer relations. An accident record keeps the date, place, vehicle, the driver at the time of the accident, the scanned report and photos in one place; an accident sketch is added to the record with vehicles and direction arrows. The insurance file number, file status, and estimated and actual cost are followed from the same record; when the Tramer or comprehensive-insurance statement arrives, it is linked to the damage record. Traffic fines are recorded with notification and violation dates and matched to the driver through the assignment. Repeat violations become visible; the decision for training or reassignment rests on the record, not on a hunch. Because the documents to be sent to the insurer after an accident are gathered in the same record, preparing a file does not require collecting photos and paperwork from different people. When a fault percentage is entered, it is also taken into account when evaluating accident history by driver and vehicle.
- Report, photos and sketch in the same record
- Insurance file and cost tracking
- Fine is matched to the driver from the violation date
Season start-up and temporary vehicles
At season opening the fleet grows: short-term leased vehicles are added and parked vehicles are put back into service. An operational lease record holds the leasing company, contract term, monthly rent and total mileage limit; the risk of exceeding the limit is monitored through the season, and as the contract end nears, return or renewal is planned. For every vehicle put into service, the same checklist, maintenance interval and document set are ready in the record. If you use a subsidiary structure, vehicles working for different agencies or businesses are tracked under separate companies. At the end of a lease, the vehicle's return date, mileage status and any overage fee can be seen from the record. A newly added vehicle is brought into the same maintenance and document routine as existing vehicles, so there is no tracking gap between the temporary and permanent fleet.
- Contract and mileage limit for leased vehicles
- Return date notification at season end
- Separate tracking by subsidiary
Tires and road safety
On mountainous and hot routes, tires are the first link in passenger safety. Tread depth and pressure measurements are entered by position; when the PDF report of a laser tread gauge is uploaded, the values are read from it. A tire below the legal limit is flagged, and those approaching the replacement threshold become visible ahead of time. For vehicles that work mountain-pass or ski-resort routes in winter, the winter tire period is defined in Settings, and a warning is generated for vehicles that do not comply during that period. A tire change is entered as a work order or an e-Invoice (Turkey's electronic invoicing system) service record and flows into its cost and the vehicle. For a tire whose measurement reaches the replacement limit, a work order is opened, and when the job is done the new tire is mounted on the vehicle and its life is tracked from the record. A tire invoice can be processed with position information during e-Invoice import, which reduces manual data entry.
- Tread and pressure measurement by position
- Laser report upload
- Winter tire period alert
Focus areas
What do we cover in this industry?
- Operating authorization and route permit documents
- Inspection, insurance, and emissions test deadlines
- Driver document deadlines
- Pre-trip checklist
- HGS/OGS (Turkish electronic toll systems) toll and fuel costs
- Accident, sketch, and damage records
- Operational lease tracking
- Tire measurements and winter tires
How you get started
From setup to your first report
Enter your documents
Record each vehicle's operating authorization, route permit, inspection, insurance, and emissions test dates along with their files, and add drivers' license, SRC (professional driver certificate), and psychotechnical assessment dates to the person record. Those about to expire also show up separately in the renewal list.
Set up maintenance
Define the interval in mileage and months and apply it to all vehicles with a service schedule. Before the season, check the list for vehicles coming due and bring them in for service. When a maintenance reminder comes due, a notification goes to the person responsible, and closing the job renews the due date.
Start the checks
Build your own checklist from items like tires, brakes, seat belts, fire extinguisher, and first aid kit, and have the driver fill it out from their phone with photos before every trip. You set the notification channel for critical faults in Settings.
Upload your statements
Upload HGS/OGS and UTTS (Turkey's fuel-station vehicle recognition system) statements and connect your fuel card. Tolls and fuel transactions are matched to the vehicle by tag number and to the driver by assignment. Unmatched rows are listed separately and can be corrected manually.
Read your costs
Total up fuel, toll, tire, and maintenance expenses by vehicle and driver, see cost per km from records rather than estimates, and use it in your pricing. You can export from reports to prepare for accounting or a management meeting.
FAQ
Yes. Document deadlines are tracked independently of vehicle use. An inspection, insurance policy, or authorization document that is about to expire appears in the renewal list and the daily summary notification whether the vehicle is on the road or parked. A notification also goes out before the deadline for a vehicle that is out of service.
Other industries
Is your fleet in a different industry?
Industry
Logistics & Freight
K-class certificate, inspection, tolls and trip cost for tractors and trailers.
Industry
Staff Transportation
Driver documents and assignment history across the shuttle fleet.
Industry
Student Transportation
Documents, attendants and daily vehicle checks for school buses.
Industry
Construction & Excavation
Calendar-based maintenance and site assignment for heavy equipment.
Industry
Municipal & Public Sector
Mixed fleets, multiple locations and auditable records.
Industry
Retail & Distribution
Consumption and frequent maintenance under heavy city use.
Industry
Manufacturing & Industry
One routine from in-plant forklifts and machinery to the dispatch fleet.
Industry
Car Rental
Rental contracts, km overage, damage and no-claims tiers.
Let's prepare a demo for your Tourism & Transfer fleet
We take a few details and get back to you within one business day — no setup fee.