A key management system is a technology solution that helps you manage the keys of all the vehicles in your fleet. This can range from a simple key hook and key safes through to full SaaS implementations. Ideally, they should be simple to use, and the solution should also be scalable so that it can match the growth of your organisation.

Key management solutions are designed to help fleet managers keep tabs on which staff members have accessed keys. They remove the burden placed on fleet managers to chase after forgetful staff and stop the cost of purchasing replacement keys from eating into your operational budget.

Key storage vs key management

Many people think key storage and key management are the same - but they’re not.

A basic key safe from a hardware store lets you lock up keys with a 4-digit code. That’s storage, not management.

It won’t stop staff from taking multiple or incorrect keys, forgetting to return them, or holding onto them after long lunches - delaying the next booking.

It also doesn’t prompt staff to consider alternatives like public transport or teleconferencing, and it adds another password to remember.

True key management reduces friction, improves productivity, and saves your organisation time and money.

How do key management systems work?

A key management system connects staff to fleet vehicles through a secure online booking platform. Staff can see which vehicles are available and suitable for their trip, confirm they’re licensed to drive them, and collect only the key assigned to their booking. Once the journey is complete, they’re prompted to return the key to close out the booking.

Truly effective key management systems should:

• Adapt across locations: Ideal for organisations with vehicles stored at multiple sites.
• Boost accountability: By restricting access to keys, staff are accountable for their booking and incentivised to promptly drop keys off after use.
• Enhance security: Smartrak’s KeyMaster key safe includes an in-built camera to photograph whoever collects a key, giving Fleet Managers clear visibility and control.

Smartrak’s key management systems

KeyMaster

Our KeyMaster key safe gives fleet managers a wide range of options for managing keys. These safes integrate directly into our PoolCar booking software, which makes vehicle booking and availability simple and easy, and they give fleet managers the ability to restrict who can book specific vehicles.

KeyMaster key safes also have security features such as a security camera, so you can review exactly who collected the key for each booking.

KeyMaster key safes can be installed in remote locations, meaning your keys can be decentralised, and staff don’t have to go out of their way to collect keys before heading to their vehicle.

Keyless Entry

Alternatively, our Keyless Entry solution allows you to store the keys directly in the vehicle. Staff simply use their smartphone to unlock the vehicle. Then they remove the keys from the glovebox and start the car as normal.

Ready to unlock smarter key management?

Regardless of which solution you prefer, Smartrak’s key management systems ensure that your keys stay secure, the time involved in managing them is minimised, and vehicle users have a simpler, more efficient way to access them - those are three things you no longer have to worry about.

Get in touch to discuss your key management needs now.