Vehicle reservation software

Pool vehicle booking and reservation software for shared fleets.

A pool vehicle booking system solves a different problem from a vehicle sign-out sheet: it shows who needs a shared car, van or truck in the future, not just who has one right now. Crew Keys lets operators search availability for a date and time, request approval when needed, manage upcoming reservations, and then complete the separate vehicle checkout and return when the trip takes place.

Start 30-day free trial Explore product demo

30-day full-product trial · No card required. Explore reservations, approvals and checkouts with your fleet. Prefer guided setup? Contact the creator →

Current product UI

See which vehicles are booked, and when.

The reservation schedule brings vehicles and booked time windows into the same view. Operators can switch between day, week, and month views instead of searching separate calendars.

Current Crew Keys UI · fictional demonstration data

Crew Keys Reservations schedule showing shared fleet vehicles and reserved time windows

Mobile workflow

Check upcoming vehicle bookings from a phone.

Members can search a future time window and review the day schedule in the same mobile browser they use for vehicle checkout. Booking is not limited to a desktop dispatcher.

Find open vehiclesSee booking windowsRequest a reservation

Crew Keys mobile Find a Vehicle view with reservation dates and available vehicle choices — **Find a vehicle**Choose a time window and find vehicles that meet the booking rules.

Crew Keys mobile reservation day schedule showing vehicle bookings and time slots — **Day schedule**Review bookings for the selected day on a phone without navigating a desktop schedule.

Current responsive Crew Keys UI · fictional demonstration data

What it solves

Avoid finding out a shared vehicle is already spoken for.

Search the time you actually need

Choose a start and end time. The availability finder checks existing reservations, active checkouts, and vehicle readiness for that window.

Control who can reserve which vehicles

Administrators decide whether each vehicle allows automatic booking, needs approval, or cannot be reserved. Reservation notice and duration rules can be configured for the organization.

See bookings in context

Switch between a time-based day schedule, seven-day view, and month calendar. Administrators can also review reservation history separately.

Keep checkout separate from booking

A reservation does not mark a vehicle as checked out. When the operator takes the vehicle, the normal checkout and any required inspection still happen.

Fleet Availability

See what can leave now and why other vehicles cannot.

Example

Available

Ready now

Out

Checked out

Maintenance

Out of service

Tag	Make Model	Status	Who	Location
TRK-204	Ford F-250	Out	J. Carter	North Yard
VAN-117	Ford Transit	Pending	M. Lewis	Inspection in progress
SUV-031	Chevrolet Tahoe	Maintenance	—	Brake inspection

Example only · fictional vehicles and operators

Workflow

How reserving a shared vehicle works in Crew Keys.

01
Choose a date and time
For example, an operator needs a pool pickup from 8 a.m. to noon next Tuesday. They search that window rather than relying on what is available today.
02
Select a reservable vehicle
Crew Keys checks the selected window against approved bookings, active custody, and vehicle restrictions. A vehicle requiring approval is labeled accordingly.
03
Confirm or request approval
Automatic reservations can be approved immediately when eligible. Approval-required vehicles generate a request for an administrator to review.
04
Check out and return the vehicle
As the booking approaches, protected checkout rules help prevent another operator from taking the vehicle. The reserved operator still completes checkout, inspection if required, and return.

Active Checkout

Operator, trip, mileage, fuel, and vehicle stay on one operational record.

Out

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

Connected product views

A future booking connects to daily vehicle operations.

Explore availability for a future booking window, then see how checkout and return record the actual vehicle handoff.

Crew Keys Find a Vehicle search showing a selected booking window and eligible vehicles — Availability search
Check the requested time before reserving.
Crew Keys checks existing reservations, active checkouts, and vehicle readiness before offering a booking. Availability is checked again when the request is submitted.

Crew Keys vehicle checkout interface recording an operator, destination, mileage, fuel, and inspection handoff — Vehicle checkout
A reservation is a plan. Checkout records the actual handoff.
See vehicle checkout

Actual Crew Keys vehicle return workspace with ending mileage, fuel, parked location, and return notes — Vehicle return
Close the trip and make the vehicle available again.
See vehicle return

Current Crew Keys UI · fictional demonstration data

Who it fits

For teams whose vehicles need to be shared across people and days.

Companies with a common pool of cars, pickups, vans, or other vehicles that employees need to book in advance.

Motor pools and shared fleet desks coordinating several operators and future vehicle requests.

Administrators who need to review bookings, reserve on behalf of roster members, and keep reservation history separate from actual vehicle custody.

Operational Records

Checkout, inspections, returns, mileage, faults, and preventive maintenance stay attached to history.

Example records

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

Practical questions about shared vehicle reservations.

Can two people reserve the same vehicle at overlapping times?

Approved reservations block overlapping bookings for the same vehicle. Crew Keys checks availability while the operator selects a vehicle and checks again when the reservation is submitted.

Does every reservation require administrator approval?

No. Each vehicle can be configured for automatic reservations, approval-required requests, or reservations disabled. Organization-wide notice, advance-booking, and duration limits also apply.

What should shared fleet software for pool vehicle reservations include?

Look for future time-window availability, conflict prevention, rules for who may reserve which vehicles, optional approvals, a schedule people can understand on mobile, cancellation controls, and a separate check-out and return record. Crew Keys supports these reservation and custody workflows without GPS tracking.

Can an administrator reserve a vehicle for another employee?

Yes. An administrator with the appropriate operations permission can create a reservation on behalf of an active roster member.

Does reserving a vehicle count as checking it out?

No. A reservation holds a future time window; checkout records when a specific operator actually takes custody. Inspection requirements and return details still apply.

Can a member cancel a booking?

Members can cancel their own eligible pending or approved reservations while the reservation window has not ended. Administrators can manage applicable requests and review the reservation log.

What if someone tries to check out a vehicle before another person’s booking?

Crew Keys applies a configurable protected window before an approved reservation. For an earlier checkout, an upcoming booking can require an expected return time that does not overlap the next reservation. The software cannot physically prevent an overdue return.

Do operators need GPS tracking or a key cabinet?

No. Crew Keys manages booking, checkout, and return through a web-based fleet record. It does not require GPS hardware or electronically controlled keys.

Related workflows

See what happens before and after a booking.

Live vehicle availability

A reservation covers a future window; the fleet status view shows current operational availability.

See fleet availability Vehicle checkout and custody

See what the operator records when a reserved vehicle is actually taken.

See vehicle checkout Motor pool management

Understand how booking fits into everyday shared-vehicle operations.

Explore motor pool operations Company pool vehicle operations

See how employee-shared company vehicles use reservations alongside actual checkout and return.

Explore company vehicle pools Return and check-in

Close actual vehicle custody with mileage, fuel, parked location, and return notes.

See vehicle return

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

One shared fleet record

Schedule vehicle use without losing track of the handoff.

Manage future vehicle bookings alongside live availability, operator checkout, inspections, return details, and the records that stay with the vehicle.