Courier company · Couriers

Courier documents

Expiry dates of your couriers' driving licences, SRC and psychotechnical reports and of your vehicles' traffic insurance, comprehensive insurance and inspection documents, with reminders before they expire.

On the Courier documents page you keep your couriers' driving licences, SRC certificates, psychotechnical reports, insurance, vehicle inspection and similar documents with their expiry dates. When a document is about to expire, both the courier and you are reminded.

Where is the page?

1. Click Courier documents in the left menu.
2. Or open a courier's card and press Documents at the top; the page opens filtered to that courier.
3. For a vehicle's documents, open the Vehicles window on the Couriers page and press Documents in the vehicle's row.

Adding a document

1. Press Add document.
2. Leave Courier document selected at the top of the window and choose the Courier. (For a document that belongs to a vehicle, see Vehicle documents below.)
3. Choose the Document type: Driving licence, SRC certificate, Psychotechnical report, Compulsory traffic insurance, Comprehensive vehicle insurance, Vehicle inspection, Health report, Criminal record certificate, Identity card, Plate photo or Other.
4. If you chose Other, type the Document name (e.g. Motorcycle registration). For the other types the Description is optional (e.g. Class A2).
5. Optionally enter the Document number and Issue date.
6. Enter the Expiry date date. If you leave it empty, the document has no expiry and no reminders are sent.
7. Add a Note if needed and press Save.

To change a document, click its row, edit it and press Save. To delete it, press Delete in the same window and confirm.

• A courier can have at most 50 documents.
• You can attach a photo or PDF of the document after saving it (see below).

Vehicle documents

Traffic insurance, comprehensive insurance and inspection belong to the plate, not the person. If you link them to the vehicle, the document stays with the vehicle even when the courier changes, and reminders go to whoever is using the vehicle at that moment.

1. Press Add document.
2. Press Vehicle document at the top of the window.
3. Choose the Vehicle (plate). Only active vehicles are listed.
4. Choose the Document type: Compulsory traffic insurance, Comprehensive vehicle insurance, Vehicle inspection or Other (e.g. registration). Personal documents such as a driving licence cannot be linked to a vehicle.
5. Enter the Expiry date and press Save.

Good to know:

• The vehicle must first be registered in the Vehicles window on the Couriers page. You choose which vehicle a courier uses in the Vehicle field on the courier card.
• Reminders (30 days, 7 days, last day) go as a phone notification to the active courier using the vehicle; the notification shows the plate (e.g. "34 ABC 123 · Comprehensive vehicle insurance: expires in 7 days").
• The courier sees the vehicle's documents with its plate in the app under My documents › My vehicle and can add photos.
• If the vehicle is not assigned to any courier, no courier is notified; you still get the summary email.
• If you take the vehicle away from the courier (clear the vehicle on the courier card), that courier no longer sees its documents; the new courier starts seeing them.
• Documents of inactive vehicles do not appear in Expired / expiring within 30 days and get no reminders.
• If you delete the vehicle, its documents and files are deleted too.
• A vehicle can have at most 50 documents.
• The vehicle's maintenance and service records (oil change, tyres…) are on the Vehicle maintenance page; see Vehicle maintenance.

Attaching document files (photo/PDF)

1. Click the document's row in the list.
2. In the Files section at the bottom of the window, press Add file.
3. Choose a photo or scanned PDF of the document on your computer. The file uploads right away and appears in the list.
4. Repeat for the front and back; each side can be a separate file.

Click a file's name to open it: a photo is previewed in the window, a PDF is downloaded to your computer. To delete a file, press the bin icon next to it and confirm.

Good to know:

• You can attach JPEG, PNG, WebP photos or PDF files; each file can be up to 5 MB.
• A document can have at most 5 files. When it is full, Add file is disabled; delete an old file and add the new one.
• Photos are re-processed for safety; location (GPS) and device details are removed.
• If you attach the same file to the same document twice, the second copy is not saved.
• A file the courier added in the app shows the Added by courier label.
• In the list, a paperclip icon and the file count appear next to documents that have files.
• Deleting a document also deletes its files.

Taking a photo with the camera

If your computer or phone has a camera, you can photograph the document straight from the panel.

1. Click the document's row.
2. In the Files section, press Take a photo.
3. If the browser asks for camera permission, press Allow.
4. Hold the document flat in front of the camera. For an identity card or driving licence a card-shaped frame appears; fit the card inside it.
5. Press Capture. If the photo is not good, press Retake; if it is, press Use.

Good to know:

• If the computer has no camera, the Take a photo button is hidden; choose a photo with Add file.
• On a phone, Take a photo opens the phone's own camera.
• If camera permission was denied, a warning appears: allow this site from the camera icon in the address bar and try again.
• The camera is switched off as soon as the window closes.
• The photo is scaled down to at most 2000 pixels and uploaded as JPEG.

Masking identity cards and driving licences

Sensitive fields such as the national ID number, serial number and document number must not be visible on a photo of an identity card or driving licence. That is why every photo added to these two documents goes through the masking window before upload; this step cannot be skipped.

1. In the document's Files section, keep 1. Front selected first.
2. Choose a photo with Add file or take one with Take a photo.
3. In the Mask the front side window, fit the card to the frame: with Pan selected, drag the image; use Zoom to enlarge it.
4. The black boxes must sit over the card's number fields (the table below shows which fields are covered).
5. If another sensitive area is still visible, press Draw box and drag a box over it. Remove a box drawn by mistake with the cross on its Extra area label.
6. Press Mask and upload. After the front is uploaded, 2. Back is selected automatically; repeat the steps for the back.

Good to know:

• Required boxes (with a lock icon) cannot be removed.
• The black areas are burnt into the photo permanently. Only the masked photo is sent to the server; the original photo is never sent or stored.
• Front and back are optional: to add only one, choose the side with the 1. Front / 2. Back buttons.
• PDFs cannot be added to an identity card or driving licence; only JPEG, PNG or WebP photos.
• These files show Front / Back and a green Masked label in the list.
• Couriers go through the same masking step when they add a photo in the app.

Plate photo

You can keep a photo of the courier's motorcycle plate as a Plate photo document.

1. Press Add document and choose the Courier.
2. Under Document type, choose Plate photo.
3. Type the plate in the Plate box (e.g. 34abc123 or 34 ABC 123). The format that will be saved is shown below it: 34 ABC 123.
4. Press Save, then open the document from the list and add the plate photo with Add file or Take a photo.

• The plate must be in Turkish format: province code 01–81, then 1–3 letters and 2–5 digits. If it is invalid, Save stays disabled.
• Plate photos are not masked.
• Couriers can also add a plate photo from the app; the plate they type is saved to this document.

Reading with a scanner (identity card)

If your firm has a document/barcode scanner that types like a keyboard, you can transfer identity card details straight to the courier record.

1. On the Couriers page, open the courier's record.
2. Press Read with scanner at the top. (If the record has unsaved changes, press Save first.)
3. In the window, make sure the box has a blue outline.
4. Scan the three-line code (MRZ) on the back of the identity card. If your scanner reads only the national ID number, that works too. Without a scanner you can copy the code and paste it into the box.
5. The code is decoded and the On record and Scanned values are shown side by side: Full name, National ID no, Document no, Expiry date. Differences are highlighted in yellow with a Different label. Date of birth is shown only.
6. Tick the fields you want to transfer and press Apply to record.

Good to know:

• If the national ID number or document details differ, their boxes are ticked automatically. The full name box is left unticked: the card code has no Turkish letters (O instead of Ö); check the name before replacing it.
• The document number and expiry are written to the courier's Identity card document; if it does not exist it is created and expiry reminders start.
• If the check digits do not match, a "Check digits did not match" warning appears and nothing is transferred; hold the card flat and press Scan again.
• If the scanned data is not recognised, only its character count is shown; the scanned text is never displayed, stored or logged.
• Driving licences have no standard MRZ code, so they cannot be read with a scanner. Add a photo of the licence as a document.
• Only the Firm owner and Manager can do this.

Personal data protection

Photos of identity cards and driving licences are personal data (KVKK).

• Only users allowed to see documents can open the files; their links are not public and carry no credentials.
• Files are not cached by the browser or by intermediate servers.
• For identity cards and driving licences, only the masked photo is stored.
• Deleting a document or a vehicle maintenance record deletes its files. When a courier's personal data is erased, their documents and files are deleted too.

What is in the list?

• Use the Filter to see Expired / expiring within 30 days; only documents of active couriers are listed.
• Use Courier and vehicle documents to see only courier or only vehicle documents.
• Pick a Courier to see one courier's documents, or a Vehicle to see one vehicle's.
• The list is sorted by expiry date; documents with no expiry come last.

Reminders

Every document with an expiry date gets three reminders:

1. 30 days before it expires,
2. 7 days before,
3. On the expiry day (or right away if it had already expired when you entered it).

At each reminder:

• The courier gets a phone notification, e.g. "Ehliyet (A2 sınıfı): süresi 7 gün sonra doluyor (25.10.2026)." (in Turkish).
• Staff who can manage couriers (firm owner and manager) get one digest email: "[Courier documents] 3 document(s) expiring". The Open courier documents button in the email opens the filtered list.
• A branch manager gets emails only for the couriers of their own branch.

Good to know:

• Reminders are sent between 09:00 and 21:00 in your firm's time zone; a document saved at night is reminded in the morning.
• Each reminder goes once per document; it is not repeated.
• If you change the Expiry date date (e.g. the document was renewed), reminders start over for the new date. Changing only the note or number does not affect them.
• Inactive couriers get no reminders.

Warning when assigning a job

• In the Assign to courier window on the order detail page, a courier with an expired document shows a red Document expired label next to their name.
• When you select that courier, the window tells you which document expired and when (e.g. "Kasko (Expired 3 days ago)").
• This is only a warning: you can still assign the job. If the document was renewed, enter the new Expiry date; the warning disappears.
• A document that expires today does not count as expired yet; the warning starts the next day.

What does the courier see?

• In the app, the courier sees all their documents and the time left on the My documents screen of the Agenda tab; an expiring document also appears on its day in the agenda.
• The courier also sees the documents of the vehicle they use on the same screen and can add photos to them (e.g. a new inspection slip).
• On the My documents screen the courier can open their documents' files and add photos themselves (PDFs cannot be added from the app) (e.g. a photo of a renewed licence). These files show the Added by courier label in the panel; no separate notification is sent to you.
• The courier can delete only files they added; they cannot delete files you added.
• The courier cannot change a document's details or dates; you enter the renewed document's new Expiry date in the panel.

Who can do what?

• Viewing documents: everyone who can see the courier list (owner, manager, dispatcher).
• Opening document files: everyone who can see the documents.
• Adding, changing, deleting documents and files: Firm owner and Manager.
• A branch manager sees and manages only their own branch's couriers. Of vehicle documents, they see those of vehicles not assigned to any courier and of vehicles used by couriers in their branch.

Having trouble?

• No reminder arrived: Check that the document has a Expiry date date; the courier must be active and allow notifications in the app. For email, your firm's email channel must be on.
• A document is missing from the list: Set the Filter to All documents and clear the courier selection.
• The vehicle is not listed: It must be registered and active in the Vehicles window. If you are a branch manager, a vehicle used by another branch's courier is not shown.
• Driving licence cannot be chosen for a vehicle document: Only traffic insurance, comprehensive insurance, inspection and other documents can be linked to a vehicle; add personal documents as a Courier document.
• A courier cannot be selected: If you are a branch manager, only your branch's couriers are listed.
• A file will not upload to an identity card/licence: PDFs cannot be added to these documents and every photo must go through the masking window; press Mask and upload there.
• There is no Take a photo button: It is hidden if the computer has no camera. If camera permission was denied, allow it from the camera icon in the address bar.
• The plate will not save: It must be in Turkish format (e.g. 34 ABC 123).
• The scanner reads but nothing happens: Make sure the box in the window has a blue outline (is focused) and scan again.
• A file will not upload: It must be JPEG, PNG, WebP or PDF and no larger than 5 MB. Convert HEIC photos from a phone to JPEG first. If the document already has 5 files, delete one.
• There is no Add file button: Files cannot be added in the new-document window; press Save first, then open the document from the list.