Live vehicle status
See what is available, checked out, pending inspection, or in maintenance before someone grabs the keys.
Shared vehicle checkout software
Replace the vehicle sign-out sheet with a live shared-fleet record.
See what is available, who has each vehicle, whether the inspection is complete, and what came back wrong. Crew Keys connects checkout, Preventive Maintenance Checks and Services (PMCS), faults, mileage, returns, and maintenance without GPS hardware.
No GPS hardware requiredBrowser-based workspaceBuilt for shared fleets
01Know what is available
Live status before keys move.
02Know who has it
Operator and mission accountability.
03Know what came back wrong
PMCS, faults, mileage, and return context.
04Keep the history
One vehicle record across its lifecycle.
Inside Crew Keys
See the workspace before you configure your fleet.
Current product captures show the tables, statuses, identity fields, and review workflows your team will actually work with. The data is fictional; the interface is Crew Keys.
01Fleet Status
See operational availability before someone grabs the keys.
The same workspace language used in the product: open, checked out, PMCS pending, out of service, maintenance, operator, location, and service context.
02Vehicle Directory
Keep identity, mileage, lifecycle, and history together.
Vehicle details stay attached to the permanent vehicle record so operational history is not dependent on a changing tag label.
03Import Review
Review spreadsheet changes before they touch the fleet.
New rows, updates, unchanged rows, and identity conflicts are separated before the selected changes are committed.
Review before writeBulk vehicle imports validate creates, updates, and conflicts before commit.
One vehicle historyCheckout, PMCS, faults, repairs, mileage, and returns stay tied to the vehicle record.
Operational statusAvailability reflects checkout, PMCS, out-of-service faults, and maintenance holds.
Exportable recordsVehicle and fleet history can be reviewed and formatted for operational records.
Screenshots contain fictional demonstration vehicles and operators. No customer data, customer logos, testimonials, or adoption metrics are represented.
Shared vehicle checkout
One vehicle record from available to checked out to returned.
Crew Keys connects the vehicle, operator, inspection, fault, mileage, and maintenance history instead of spreading it across clipboards, spreadsheets, and text messages.
Checkout and return records
Capture operator, purpose, destination, mileage, fuel, parked location, and return notes in one record.
Digital vehicle inspections
Run configurable PMCS and inspection checklists and tie findings directly to the vehicle history.
Fault accountability
Carry reported faults forward until they are repaired or resolved instead of losing them on paper forms.
Maintenance visibility
Track service mileage, maintenance status, notes, repair activity, and vehicles that need attention.
Printable fleet history
Review and export vehicle usage, inspection history, faults, mileage, and date-range operational records.
Records
Checkout, PMCS, returns, mileage, and faults stay attached to the operational record.
Showing 1-3 of 3 example records.
| Type | Status | Vehicle | Operator / PMCS By | Started / PMCS Time | Returned | Faults | Purpose |
|---|---|---|---|---|---|---|---|
| Checkout | Out | TRK-204 Ford F-250 | J. Carter | Aug 13, 18:42 | — | 0 | Equipment run |
| PMCS | Complete | VAN-108 Ford Transit | A. Brooks | Aug 13, 15:18 | Aug 13, 15:26 | 1 | Pre-operation inspection |
| Checkout | Returned | SUV-022 Chevrolet Tahoe | R. Allen | Aug 13, 09:03 | Aug 13, 13:47 | 0 | Site visit |
Example only · fictional records and operators
Specific fleet workflows
Replace the sign-out sheet first. Keep the rest connected.
Start with shared vehicle checkout and a digital vehicle sign-out record, then keep inspections, faults, availability, returns, and maintenance tied to the same fleet history.
Vehicle checkout software
Replace paper sign-out sheets with a live checkout and return workflow.
Explore workflow →Digital vehicle sign-out sheetMove the key log online and keep operator, mileage, inspection, fault, and return details together.
Explore workflow →Shared vehicle managementKeep pooled cars, trucks, vans, and specialty vehicles accountable across many drivers.
Explore workflow →Vehicle checklist appRun fleet inspection checklists and PMCS with faults tied to the source vehicle record.
Explore workflow →Motor pool management softwareCoordinate availability, checkout, inspections, maintenance, drivers, and fleet history in one workspace.
Explore workflow →Printable vehicle logSame report format generated by Crew Keys
Vehicle Log
Window: Aug 1, 2026 - Aug 13, 2026
Total Records: 3
TRK-204 — Ford F-250
| Date | Beg Time | Beg Miles | End Time | End Miles | Purpose | Operator First and Last | Faults | Fuel Level |
|---|---|---|---|---|---|---|---|---|
| 08/13/26 | 09:03 | 64,118 | 13:47 | 64,176 | Site visit | R. Allen | None | 3/4 |
| 08/11/26 | 07:28 | 64,022 | 12:10 | 64,096 | Equipment run | J. Carter | None | Full |
Example only · fictional vehicle log data
Practical fleet resources
Use the workflow even before you move it into software.
Templates and implementation guides explain the actual fields, identity rules, and fault lifecycle behind Crew Keys rather than repeating generic fleet-management advice.
Vehicle sign-out sheet template
Download a printable PDF or Excel workbook and see which fields make a sign-out record useful later.
Open resource →Vehicle spreadsheet import guideSee how Crew Keys validates Vehicle ID, VIN, updates, conflicts, and transaction safety before import.
Open resource →Inspection-to-fault lifecycleTrace a PMCS finding from inspection detail through persistent fault, maintenance, repair, and history.
Open resource →Built for pooled fleets
Enough structure for accountability. Not enterprise fleet bloat.
Crew Keys focuses on the operational handoff around shared vehicles: availability, keys, operators, inspections, faults, returns, and records.
Small organizations and departments with shared cars, trucks, vans, or specialty vehicles.
Teams that need operator accountability and inspections without telematics hardware or enterprise fleet complexity.
Operations currently relying on keys, whiteboards, paper forms, spreadsheets, or messages to know what is available.
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.
Shared vehicle checkoutFleet inspections & PMCSMotor pool accountabilityProduct or setup questions
Replace the sign-out sheet
Make shared vehicle checkout visible, repeatable, and auditable.
Start an organization workspace, configure the fleet, and replace the paper key log with a live operational record that survives the return.