Key Management for Trucking and Transport Companies

Each driver checks out their vehicle key at the start of a shift or run using a PIN or the Keycafe app, and returns it when they're done. Every transaction is logged automatically with the driver's identity and timestamp. Fleet managers can see the status of all vehicle keys in real time and receive alerts if any key isn't returned on schedule.

Yes. Only drivers with explicit authorization can access specific vehicle keys. If someone attempts to retrieve a key they're not authorized for, the system denies access and logs the attempt. Fleet managers are alerted to any unauthorized access attempts, creating a clear record of all activity.

Every key transaction — checkout, return, and failed access attempt — is stored in the Keycafe system with a precise timestamp and user identity. If a vehicle is involved in an incident, fleet managers can immediately pull the full access history to determine who had the vehicle and when. This documentation supports insurance claims, compliance reporting, and internal investigations.

Yes. Keycafe manages any physical key — long-haul trucks, local delivery vehicles, yard equipment, support vans, and trailer locks — all within the same system. Different permission levels can be assigned per vehicle type so drivers only access the vehicles they're authorized to operate.

Yes. Each depot or yard has its own SmartBox, and all units are managed under a single Keycafe account. Fleet managers have visibility across all locations from the central dashboard. Drivers can be given access at specific yards, and reporting can be pulled per location or across the entire operation.

Fleet managers can issue a new access code remotely from the Keycafe dashboard or mobile app in seconds, without needing to be on-site. The system also logs all failed access attempts, so managers can quickly identify and resolve any access issue before it causes a delay.