Shared vehicles · Clear accountability

Fleet management software for company vehicles. Know who's using your vehicles—and what's ready next.

Crew Keys helps your team reserve, check out, inspect and return shared company vehicles. See who is recorded as using each vehicle, review reported problems, and check availability for the next employee—without GPS hardware or live GPS tracking.

Start 7-day free trial Try the interactive demo

Drivers open Crew Keys in a phone browser, or scan a vehicle QR code to go directly to that vehicle. Normal access and identity checks still apply.

7-day full-product trial · no card requiredNo app installation or GPS hardwareWant guided setup? Get help directly from the creator →

Current Crew Keys workspace

What Crew Keys actually solves

Find the fleet problem. See the workflow that fixes it.

Real Crew Keys screens, not stock dashboard mockups. Explore the feature that matters to your organization.

Explore all features

Real Crew Keys fleet status screen showing vehicle availability and readiness

Fleet availability

Problem: Nobody knows which vehicle is ready without calling the desk.

Solution: See current availability, checkouts and readiness together.

See how it works

Crew Keys vehicle reservation calendar with fictional sample bookings

Vehicle reservations

Problem: Two employees plan to use the same vehicle.

Solution: Schedule shared vehicles and keep bookings separate from actual custody.

See how it works

Actual Crew Keys vehicle checkout workflow with demo driver and vehicle

Checkout & vehicle custody

Problem: A reservation or missing sign-out does not identify who took the keys.

Solution: Record who actually checks out a vehicle and the reported trip details.

See how it works

Crew Keys return form showing ending mileage and vehicle details

Vehicle return

Problem: The keys come back without mileage, fuel or parking information.

Solution: Close custody with recorded return details and searchable history.

See how it works

Crew Keys Vehicle Inspection Checklist interface for recording driver-reported condition findings

Vehicle inspections

Problem: Condition checks live on paper or never reach the fleet record.

Solution: Use configurable inspection checks and retain reported findings.

See how it works

Crew Keys faults workspace showing issues and progress

Fault tracking

Problem: A vehicle problem is mentioned in a text and then forgotten.

Solution: Track reported issues through follow-up and resolution.

See how it works

Current Crew Keys product interfaces · Fictional sample data in screenshots

Why teams use it

Three questions every shared-vehicle fleet should be able to answer.

Small business fleet management shouldn't require calling drivers or comparing forms. The same goes for a department motor pool. Crew Keys connects actual vehicle checkout and custody, fleet readiness and vehicle usage history—while keeping future reservations separate from real handoffs.

Who has the vehicle?

See the employee recorded as having checked out each shared vehicle, not just who reserved it.

Recorded custodyExplore recorded custody

Is it ready for the next driver?

Check availability alongside recorded inspection, fault and maintenance status before making the next handoff.

Operational readinessExplore operational readiness

What happened last time?

Review recorded mileage, return details and reported problems without piecing together paper logs and messages.

Searchable vehicle historyExplore searchable vehicle history

Real government fleet deployment

35 shared vehicles. 119 eligible operators. More than 2,000 digital checkouts.

A real government fleet moved from front-desk sign-out logs, dispatch paperwork, maintenance sheets, and binders to Crew Keys. The organization was operational within hours, used the old process in parallel for one day, and was fully digital by day two.

Read the government fleet case study Motor pool management Fleet maintenance tracking

35shared vehiclesOne operational fleet record

119eligible operatorsUsing existing phones

2,000+vehicle checkoutsIn a little over two months

240faults reported49 resolved

Founder-assisted setup

Want Crew Keys set up for your fleet?

Tell me roughly how many vehicles you manage and how you check them out today. I’ll help you import the fleet, configure the first workflow, and get your trial operating without making you figure out the setup alone.

Fleet import & initial setupCheckout & return workflowMembers, QR access & inspectionsDirect founder setup help

Simple, transparent pricing

Plans for the number of vehicles you manage.

Start with a 7-day free trial. Compare current public plans, active-vehicle limits, and monthly or annual prices configured by the Crew Keys Site Owner.

Only vehicles marked active count toward plan capacity. Inactive vehicles don't use a plan slot.

Crew Keys Starter

Up to 25 active vehicles

$49/month

$490/year

For small shared fleets getting off paper sign-out sheets.

Included in this plan

Unlimited users with role-based access
Vehicle reservations and availability
Vehicle checkout, returns, and custody history
Digital inspections and fault reporting

See all included features

Start free trial

Site Owner recommended

Crew Keys Standard

Up to 75 active vehicles

$79/month

$790/year

For established shared fleets that need complete Crew Keys operations.

Included in this plan

Unlimited users with role-based access
Vehicle reservations and availability
Vehicle checkout, returns, and custody history
Digital inspections and fault reporting

See all included features

Start free trial

Crew Keys Fleet

Up to 150 active vehicles

$129/month

$1,290/year

For larger single-organization fleets.

Included in this plan

Unlimited users with role-based access
Vehicle reservations and availability
Vehicle checkout, returns, and custody history
Digital inspections and fault reporting

See all included features

Start free trial

Crew Keys Command

Custom vehicle capacity

Custom pricingContact Crew Keys about your deployment.

Multi-organization oversight, assignment, reporting, and custom deployment terms.

Discuss your requirements

Active vehicle capacity for larger fleets
Your organization and member workflow
Onboarding and rollout requirements

Discuss your fleet

Simple, transparent pricing

Put a number on the manual work

What is your shared-fleet process costing in staff time?

Estimate the labor tied to sign-outs, returns, status chasing, physical verification, fault handoffs, and record reconciliation using your own workflow and hourly rate.

Calculate your fleet admin cost

How Crew Keys is used

The normal work becomes the fleet record.

These are the product moments that connect the system. The detailed rules and fields remain on the dedicated workflow pages.

01 · Make the fleet visible

Start from what can actually leave right now.

Crew Keys gives the organization one operational picture before anyone starts asking around, checking a key board, or opening a separate spreadsheet.

How availability works Shared fleet overview

Current Crew Keys Fleet Status workspace showing available, checked out, pending inspection, out-of-service, and maintenance states — Current product UI · fictional demonstration data

02 · Make the handoff visible

The driver completes the work that keeps the fleet current.

The vehicle selection, required trip details, and inspection happen in one guided flow. The point is not another form—it is a repeatable handoff that changes the operational record.

See vehicle checkout See inspections See assignment / dispatch

Current Crew Keys Sign Out Vehicle workspace showing the first stage of the driver handoff — Current product UI · fictional demonstration data

Current Crew Keys Vehicle Inspection Checklist showing inspection findings before checkout — Current product UI

03 · Close custody cleanly

The return finishes the handoff instead of just putting the keys back.

The person returning the vehicle closes the current custody record with the information the next operator and manager need. The completed activity then remains searchable instead of disappearing from the live board.

See vehicle return See the digital record Replace the spreadsheet

Current Crew Keys Checkout and Return workspace showing ending mileage, fuel, parked location, return notes, and existing faults — Current product UI · fictional demonstration data

Current Crew Keys Operational Records workspace showing completed and active fleet history — Current product UI

04 · Work the exceptions

Problems stay visible until someone actually deals with them.

Faults and maintenance are not side notes to the checkout. They stay connected to vehicle readiness so the organization can see what needs attention and why a vehicle should or should not be available.

See fault tracking See maintenance See the issue lifecycle

Current Crew Keys Fault Manager showing fault status, severity, source, reporter, and management actions — Current product UI · fictional demonstration data

Current Crew Keys Maintenance Planning workspace showing service posture tied to fleet availability — Current product UI

Built for the member in the field

The driver workflow can live entirely on a phone.

Members do not need to find a workstation to keep the fleet current. Crew Keys works in a phone browser, with no app download. Members can open it directly or use a vehicle QR code, then complete the appropriate identity checks, inspect, check out, report a problem, and return a vehicle.

Find the right vehicleComplete the handoffKeep the record current

See mobile checkout See mobile vehicle inspections See mobile problem reporting See mobile vehicle return

Current Crew Keys mobile Fleet Status interface showing available and checked-out vehicles on a phone — **Fleet status**See what is available before walking to the keys.

Current Crew Keys mobile Sign Out Vehicle interface showing the driver checkout workflow on a phone — **Member checkout**Complete the handoff from the same phone used in the field.

Current responsive product UI · fictional demonstration data

One system, different jobs

Employees do the handoff. Dispatchers verify it. Managers see the operational picture.

Crew Keys keeps the employee workflow narrow while giving dispatchers and managers a broader record of what is happening across the shared fleet.

Employees / drivers

A focused path to choose, inspect, take, report on, and return a shared company vehicle without learning a fleet-management suite.

Dispatchers / coordinators

A live board for verifying the right vehicle leaves, watching current custody, and confirming the return without maintaining a separate paper record.

Managers

A current view of availability, custody, exceptions, and history without chasing updates from every driver or dispatcher.

Current Crew Keys member access interface showing role and permission controls — Member roles and effective permissions

Current Crew Keys Admin Audit Log showing reviewable administrative changes — Administrative audit history

Review roles and security →Explore shared vehicle management →Explore motor pool operations →

Adopt the workflow without rebuilding the fleet

No tracker installation. No requirement to start from an empty database.

Crew Keys is browser-based and focuses on the shared-vehicle handoff, accountability, and operational record rather than GPS tracking, route planning, or telematics. Bring the vehicles you already manage, including an existing spreadsheet-based fleet list.

See the vehicle import guide Replace a checkout spreadsheet

Current vehicle import review workspace showing creates, updates, unchanged rows, and conflicts before import — Current vehicle import review · fictional demonstration data

Explore the part you care about

The homepage shows the system. These pages show the individual workflows.

Browse the complete feature guide to compare problems and outcomes first, then follow the dedicated workflow pages for specific implementation details.