Pool vehicles enable companies to flexibly organize employee mobility and increase the utilization of company cars. However, managing these vehicles, especially with regard to key management, is often a challenge. This is where digital solutions can significantly simplify processes and considerably reduce the effort involved. In this article, we show you the different types of digital key management and how they can help you manage your car sharing fleet.
What does key management in the vehicle fleet mean?
Key management in the fleet includes all processes for organizing, issuing and returning keys. It ensures that vehicles are accessible to drivers and enables orderly use of the fleet. Effective key management reduces errors, saves time and ensures that keys are assigned to the right users.
Overview of the various solutions for key management in the vehicle fleet
Key management in the vehicle fleet can be carried out either manually or digitally. With manual management, the keys are physically handed over, while the digital solution uses modern systems such as key cabinets, key safes or key boxes.
Handing over the keys in person may still be feasible in the start-up phase of a vehicle pool or for small vehicle fleets. However, with growing size or increasing demands on the flexibility of key management, this variant soon reaches its limits.
In addition, a time-independent key handover cannot usually be guaranteed with manual key management. With the Corporate Carsharing Software you can manage your keys digitally. Two tools are available for vehicle access that offer flexibility and make it easier to coordinate the keys: the electronic key cabinet and the key box.
Key management in the vehicle fleet: the electronic key cabinet
What is an electronic key cabinet?
A digital key cabinet is an electronically secured storage cabinet and is used to store the keys for the vehicles. The driver can reserve a vehicle via a website or app and then open the cabinet using a PIN or RFID chip, such as a company ID card. The key intended for the driver is automatically indicated by a small light signal. All other keys are inaccessible. This means that only authorized persons have access to the keys of the pool vehicles.
Advantages: Electronic key cabinet
A digital key cabinet in the vehicle fleet is an efficient solution for managing vehicle keys. On the one hand, it is intuitive and easy to use, which significantly simplifies the process for fleet managers and employees. Secondly, only authorized persons can access the vehicle keys, which improves control over access to the vehicles. This increases security in the fleet and simplifies pool vehicle management more reliable.
Disadvantages: Electronic key cabinet
Although the use of a digital key cabinet can offer many advantages, there are also disadvantages to this variant. The operation of a digital key cabinet is dependent on the availability and functionality of the technology. Malfunctions or failures of the IT systems or software can result in the key cabinet not working and the reservation and collection of vehicles not being possible. In addition, a digital key cabinet can be costly, as purchase, installation and maintenance must be taken into account.
Digitize your Fleet Management with Fleet+
Key management in the vehicle fleet: the key box
What is a key box?
A key box is a storage box that secures the vehicle key directly in the vehicle. Especially in companies with pool vehicles, key boxes offer flexible and uncomplicated use of the vehicles, as drivers are not dependent on a physical key handover. Manually secured boxes are attached to the car window and can be secured with a lock or numerical code. Digital key boxes, which are installed inside the vehicle, offer an IT-based solution that makes access more secure. The vehicle is opened via an app to access the digital key box. Drivers remove the key and put it back after use. The vehicle can then be locked via the app and opened again if necessary without using the key directly.
Advantages: Key box
The key box offers secure and centralized storage of vehicle keys, simplifying key management. Thanks to its compact design, it generally remains inconspicuous and ensures greater security with less effort. The key box enables fast and automated key handover. The box also protects the keys from external influences such as moisture and dirt, ensuring their longevity. This means that effective key management can be implemented more reliably and with less effort.
Disadvantages: Key box
One disadvantage of the key box is that its function depends on a stable power supply. If the box’s battery is empty, the driver can neither open the doors nor start the vehicle.
Key management with the flinkey Box
The flinkey Box is a digital key box that can offer you numerous advantages in key management. Thanks to an integrated rechargeable battery, the box can be operated for up to four weeks without an external power source. Installation is uncomplicated: Simply place the key in the box, lock it and place it in the vehicle, for example in the glove compartment. No additional installation work is required, as no modifications to the vehicle are necessary.
With the flinkey Box, keys can be issued digitally or assigned by a fleet manager. The vehicle is then locked and unlocked using a smartphone app and Bluetooth connection.
The flinkey Box is a secure and user-friendly solution for fleet managers that can optimize key management and reduce effort. It is also compatible with the corporate car sharing software so that digital key management can be integrated via the CaranoCloud.
Do you still personally hand over the keys in the office?
With our CaranoCloud car sharing software, you can digitize your vehicle allocation, as drivers can book a suitable pool vehicle in just a few clicks via the desktop application or app. Thanks to the stationary key cabinet or key box, access to the vehicle is possible immediately and around the clock. Find out more now!
FAQ - Key management in the vehicle fleet
The key box can be installed flexibly at different locations. It is compact and suitable for different environments.
Digital key management ensures efficient management of the vehicle fleet and at the same time improves security by automatically preventing key loss, preventing unauthorized access and enabling flexible vehicle use.
Some digital key management systems have integrated emergency functions that allow you to open the vehicle even in the event of a power failure.
Yes, digital key management is secure. Most systems use advanced encryption technologies to ensure that only authorized individuals have access to vehicles.
No, you only need a smartphone or other mobile device with an internet connection for management.
Most electronic key management systems are very easy to install and use. Usually, a simple app installation is enough to get started.
Other useful articles on the subject of fleet management
The 5 advantages of fleet management software for your company
10 Tips for Successful and Efficient Fleet Management
Accounting in the fleet: Efficient recording of costs made easy
The advantages of pool vehicle software for the vehicle fleet
Current trends in fleet software: how your company can benefit
