Availability becomes guesswork
A key on the hook does not tell you whether the vehicle is actually ready, reserved, under inspection, or unavailable.
One current fleet pictureShared fleet management & vehicle accountability software
Know what is available, who has each vehicle, and whether it came back.
Crew Keys is shared fleet management and vehicle accountability software for companies and organizations where employees share pooled vehicles. It connects live availability, the employee handoff, vehicle condition, returns, faults, maintenance status, and history so the fleet stays current as people actually use it.
No GPS hardware requiredWorks from any phone · no app installBuilt for employees sharing pooled vehicles
Current Crew Keys workspace
Why teams use it
Shared vehicles are simple. Keeping the handoff trustworthy is not.
Crew Keys is designed around the gaps that appear between the key hook, the driver, the vehicle, and the manager—not around adding another dashboard for its own sake.
The handoff is easy to skip
Paper sheets and shared spreadsheets depend on someone remembering to update a second system after the keys move.
The handoff updates statusProblems lose their context
A text about a mirror, tire, brake concern, or service need is easy to separate from the vehicle it belongs to.
Condition stays with the vehicleHistory has to be reconstructed
Managers should not need to compare forms, messages, mileage notes, and memory to explain what happened.
The record builds as people workPut 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.
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.
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.
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.
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.
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 runs in the browser and adapts to mobile screens, so a member can find a vehicle, complete the handoff and inspection, report a problem, and close the return from the phone already in their pocket.
Find the right vehicleComplete the handoffKeep the record current
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.
A focused path to choose, inspect, take, report on, and return a shared company vehicle without learning a fleet-management suite.
A live board for verifying the right vehicle leaves, watching current custody, and confirming the return without maintaining a separate paper record.
A current view of availability, custody, exceptions, and history without chasing updates from every driver or dispatcher.
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.
Explore the part you care about
The homepage shows the system. These pages show the individual workflows.
Use the deeper pages for specific implementation details instead of repeating the same checkout, inspection, fault, return, and maintenance copy here.
Fleet availability
See how current vehicle state is determined.
→Vehicle checkoutSee the driver handoff and custody record.
→Vehicle inspectionsSee how condition enters the workflow.
→Fault trackingKeep reported problems visible with the vehicle.
→Vehicle returnsClose custody with mileage, location, and condition.
→MaintenanceConnect service posture to availability.
→Company vehicle poolsFor employees sharing a smaller pool of company vehicles.
→Shift-based fleetsProtect shift readiness while the same fleet serves other uses.
→Dispatcher-managed fleetsKeep the dispatcher in control without making the dispatcher the only source of truth.
→Guides & templatesUse implementation guides and practical fleet resources.
→Start with the fleet you already manage
Make the vehicle handoff easy for the employee—and trustworthy for whoever is responsible for the fleet afterward.
Create an organization when you are ready to model your fleet, or explore the fictional product demo first.