We’re excited to announce the launch of Reservations, a highly requested feature now available to Business Pro users that gives you more control over how your team accesses shared keys.
For teams managing shared resources like pool vehicles, it's now easier than ever to ensure that each key is reserved for specific users during specific time windows — no more overlaps, missed handoffs, or confusion over availability.
What Are Reservations?
Reservations allow you to require users to reserve time slots for keys before they can access them. This adds a structured layer of scheduling on top of our existing key access permissions.
With Reservations, you can:
Prevent conflicts: Only one user can access a key during a reserved period.
Improve accountability: Know exactly who is scheduled to use which key and when.
Streamline operations: Reduce manual coordination among staff managing shared resources.
Reservations are particularly useful for businesses that operate vehicle fleets, equipment rentals, or shared workspaces, where multiple users need access at different times.
The New Reservation Access Permission Role
Alongside Reservations, we’ve added a new permission role: Reservation Access.
This role ensures that designated users:
Can only access keys they have an active reservation for.
Cannot pick up any keys outside their reserved time window.
It’s ideal for teams who want staff to request and secure access in advance, instead of having free access at all times.
Other Updates to Permission Roles
To align with the new Reservations system and simplify role management, we’ve made the following updates:
New Role Name: Exchange Only is now called Continuous Access. The functionality remains the same — users can access and return keys at any time (or according to their Time Shift) without needing a reservation.
View Only Role Retired: The View Only permission role for keys has been discontinued. Existing assignments remain unaffected, but this role can no longer be newly assigned going forward. For locations, View Only is still available.
For a full breakdown of user types and permission roles, visit User Types and Permission Roles Guide.
Start Using Reservations Today
The Reservations feature is available now and can be used by your staff. Assign the new Reservation Access key permission role to any user you'd like to limit to scheduled access.
We built this feature based on your feedback, and we’re excited to see how it helps you streamline your key management.
Have questions or need help setting it up? Speak with our support team via live chat, or ask your questions on the Keycafe subreddit.
