Fleet dispatch software
Fleet dispatch software for assigning shared vehicles without losing the checkout record.
Crew Keys supports lightweight fleet dispatching by combining live availability with operator assignment, purpose, destination, mileage, vehicle inspection, faults, and return. It is designed for organizations that need to coordinate shared vehicles without deploying a complex transportation dispatch platform.
Current product UI
Dispatch the vehicle and create the accountability record at the same time.
The selected vehicle, responsible operator, purpose, destination, mileage, and inspection path stay together instead of being split between a dispatch board and a separate sign-out log.
Actual Crew Keys interface · fictional demonstration data
What it solves
Combine daily vehicle assignment with the record you need afterward.
Dispatch from current availability
Choose from vehicles that are actually available instead of assigning a unit already checked out, in maintenance, or out of service.
Assignment and custody together
Keep the responsible operator, purpose, destination, time out, mileage, and vehicle identity in one record.
Return closes the dispatch loop
Ending mileage, fuel, parked location, notes, and faults update the same vehicle state used for the next assignment.
Workflow
A simple shared-fleet dispatch workflow.
- 01
Review fleet status
See what is available and what is already committed or unavailable.
- 02
Assign the vehicle
Select the operator, vehicle, purpose, destination, and starting mileage.
- 03
Complete the required inspection
Use the organization checklist before the vehicle enters normal use.
- 04
Return and release
Close the checkout with return details so the vehicle can re-enter the available pool.
Active Checkout
Operator, trip, mileage, fuel, and vehicle stay on one operational record.
| Vehicle | Operator | Out | Beg Miles | Fuel | Purpose | Destination |
|---|---|---|---|---|---|---|
| TRK-204 Ford F-250 | J. Carter | Aug 13, 18:42 | 64,118 | 3/4 | Equipment run | North Yard |
Example only · fictional checkout data
Who it fits
For dispatching pooled vehicles, not routing a commercial trucking network.
Companies dispatching pooled cars, vans, trucks, or specialty vehicles to employees throughout the day.
Government or public-sector motor pools that need vehicle assignment and custody records without route-optimization software.
Teams using radios, spreadsheets, whiteboards, or key desks to coordinate which person gets which shared vehicle.
Operational Records
Checkout, inspections, returns, mileage, faults, and preventive maintenance stay attached to history.
| Type | Status | Vehicle | Operator / Inspected By | Started | Returned | Faults |
|---|---|---|---|---|---|---|
| Checkout | Out | TRK-204 | J. Carter | Aug 13, 18:42 | — | 0 |
| Inspection | Complete | VAN-108 | A. Brooks | Aug 13, 15:18 | Aug 13, 15:26 | 1 |
| Checkout | Returned | SUV-022 | R. Allen | Aug 13, 09:03 | Aug 13, 13:47 | 0 |
Example only · fictional records and operators
Questions
Fleet dispatch software questions.
What kind of fleet dispatch does Crew Keys support?
Crew Keys focuses on shared-vehicle assignment and accountability: current availability, operator, vehicle, purpose, destination, mileage, inspection, faults, and return.
Is Crew Keys route optimization software?
No. Crew Keys is designed for shared-fleet custody and operational dispatch rather than commercial route planning or load optimization.
Can dispatchers see whether a vehicle is already in use?
Yes. Fleet Status shows current operational availability, including checked-out, maintenance, inspection-held, pending, and out-of-service states.
Does the dispatch become a searchable record?
Yes. The resulting checkout and return remain in operational and vehicle history.
Related workflows
Keep exploring Crew Keys.
Start dispatch from the current fleet state.
View page →Vehicle checkout softwareCapture the full vehicle custody workflow.
View page →Vehicle return and check-inClose the assignment and update the fleet state.
View page →Shared vehicle managementManage the larger pooled-fleet workflow.
View page →Talk to Crew Keys
Have a fleet workflow you want to replace?
Tell us how your team checks vehicles out today, what you need to track, or where the current process breaks down. Your message goes directly to Crew Keys so we can respond with the right product or setup context.
One shared fleet record
Turn shared-vehicle dispatch into a durable operational record.
Start with current availability, assign the vehicle and operator, capture destination and mileage, complete the inspection, and close the assignment on return.
Create an organization