There’s a better way to manage keys!

An electronic key cabinet which conveniently centralises the storage and management of your pool vehicle or asset keys.

The KeyMaster seamlessly integrates with the PoolCar Pool Booking system to book and manage employee access to keys based on authorisation and time-based rules, avoiding the issue of staff taking the wrong keys for the incorrect vehicle.

Without the issues of unauthorised use, vehicles are more consistently available, improving the efficiency of your fleet pool and minimising disruption.

Key Features

  • Eliminates unauthorised use or cases of taking the incorrect keys

  • Ability to use for non-tracked assets including tractors and mowers
  • Scalable to accommodate any fleet size
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One of Smartrak's key managemet solutions - KeyMaster Cabinet

How it works

KeyMaster is wall mounted appliance that works ‘out-of-the-box’ with the Smartrak PoolCar Pool Booking system.

A special fob is attached to each set of keys. This fob is loaded into a slot and locked in place with a computer controlled locking pin.

When staff make a vehicle booking they are given a unique booking number. When it comes time to depart, they enter that booking number into the touch screen. For take-home cars, staff use their Employee ID and a recurring nightly booking.

KeyMaster then validates the booking number and guides the driver through the Check Out process. One such prompt is to ask the driver if they still hold a valid drivers licence.

The driver is asked to open the door and the slot containing the key which corresponds to their booking lights up. The locking pin is released and the driver removes the key. Whilst this happens, the integrated camera takes a photograph of the driver for audit purposes.

KeyMaster Checking in

Checking In

When returning, the driver taps the fob on the built-in RFID reader. This ensures the cabinet knows exactly which set of keys are being returned.

The driver is presented with optional Check In prompts to capture data such as ending odometer, fuel level and if there is any damage or problems with the car.

The ‘home’ slot for this set of keys lights up and the user inserts the fob, closes the door. Transaction complete!

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Considered going keyless?

More Information

Affordable, Easy to Use

KeyMaster® is an affordable, easy-to-use electronic key cabinet. Each key fob is held in place with a locking pin. When a driver enters their booking number at the large 7″ touch screen, the door unlocks and a light comes on to indicate which key they can take. The main menu offers two big buttons, ‘Departing’ and ‘Returning’. Drivers simply follow the configurable prompts, such as ‘Do you hold a current and valid driver license?’

Booking Magic!

Capture Check-In data from drivers such as where the car is parked, odometer, fuel levels and if there is any damage. Automatically cancel bookings after 30 minutes where the keys are not collected (no-shows).

Unattended Key Dispatch

No need to tie up a receptionist or security officer with handing out keys. Staff make their bookings via Smartrak Pool Booking then collect the keys from the key box – self service, any time of night or day.

Networking, Power Options

All units come with Ethernet connectivity as standard. If your Network Security department prohibit attaching third-party devices to your network, or your building is not wired for network connectivity, all KeyMaster units are compatible with most 3G/4G modems in the market. Mains power is concealed inside the unit and we can supply your electrical installers with a detailed installation manual.

Business Continuity

A core design feature was a mechanical override to release a key in the event of a malfunction, crisis or emergency. Simply open the external and internal doors with the supplied keys to release each key from the key locker as necessary. What’s more, all units now come with an integrated battery-backup power supply which means the cabinet keeps working even if the power goes out.

Smile! Say Cheese!

As standard all units come with an integrated pin-hole camera to ‘snap’ the driver taking the keys, for completeness of electronic log book data.

More Powerful

Using a powerful Linux based micro-processor means the KeyMaster can run different monitoring processes concurrently, such as alerting administrators if tampering is detected or the power is cut. If your Network Security team allow, the Smartrak team can also log in remotely to upgrade the firmware and diagnose any issues.

Our Design, Not Re-badged

KeyMaster® key lockers are designed, built and supported by the Smartrak team, not re-badged boxes from another vendor. They’re 100% our intellectual property so you can be assured they will work straight out of the box with Smartrak and there’s only one vendor to contact for support.


Being integrated with Smartrak pool booking means Check In/Out data is synchronized with bookings and your vehicle fleet. Administrators can be alerted if the power is cut, keys are overdue for return and even automatically cancel bookings where the keys are not collected within a certain time frame. This all makes for a streamlined , optimized fleet size.

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Desktop PC Configuration

KeyMaster can be configured from your desktop PC using a web-browser.

KeyMaster Check in Prompts

KeyMaster was designed to be compact and affordable. We freight your order to you by courier. Installation is performed by your on-site facilities staff, with the units simply screwed onto a timber/ masonry wall.

You will need a nearby Ethernet socket and standard 10A power outlet. The units can be wired through the wall, or there are knock-outs top and bottom for external wiring.

  • Unattended, self-serve check in/out via user-friendly LCD touch screen
  • Can only take keys for a valid booking
  • Audit trail for ‘Who Had It’
  • Uninterruptable Power Supply (UPS) to cope with loss of power
  • Bright green light to indicate which key to take (or slot to return key to)
  • Check-In process optional prompts for Odometer, Damage, Fuel, FBT
  • Power and Ethernet can be run to cabinet either from ceiling or floor, connectivity top and bottom
  • Unobtrusive, compact wall mount design. Powder coated white will suit any office decor
  • Records to-the-minute times for accurate charge out
  • Integrated camera ‘snaps’ a picture of the person taking the keys
  • Combined with Pool Booking, eliminates the need for in-vehicle log books
  • Can be used for all types of keys requiring access control – not just cars

Think the KeyMaster might be the right fit for your organisation? Talk to a Smartrak expert.