If your agency is exploring shared fleet vehicles or already managing a motor pool, one question inevitably comes up:
"How do we handle the keys?"
Manual key control methods—like front-desk pickup, sign-out binders, or shared drawers—don’t scale, aren’t secure, and drain staff time. That’s where motor pool kiosks come in.
These secure, electronic systems allow drivers to check out keys 24/7, enforce reservation rules, and generate real-time logs—all without tying up admin resources. For public-sector fleets, kiosks are quickly becoming the cornerstone of modern vehicle sharing.
A motor pool kiosk is a secure, wall-mounted key control system integrated with your fleet management software. It:
Stores keys for shared-use vehicles
Authenticates drivers via PIN, badge, or SSO
Releases keys only during valid reservation windows
Logs every transaction for auditing and reporting
Drivers can pick up and return keys anytime—nights, weekends, holidays—without relying on front-desk coverage.
Keys are only accessible to approved drivers with a valid reservation, preventing unauthorized or off-hours usage.
Kiosk systems log:
Who took which key
When it was checked out/returned
Any late returns or missed reservations
Keys stay locked away when not in use, and every access is traceable—protecting your vehicles and reducing replacement costs.
When integrated with software like FleetCommander, kiosks:
Pull reservation data in real time
Sync driver eligibility and permissions
Alert fleet managers to missed check-ins, key shortages, or maintenance holds
Automatically notify drivers of key pickup instructions
This eliminates paper logs, prevents key hoarding, and ensures fleet rules are followed at the point of access.
Agencies like Sonoma County Human Services and Adapt Integrated Health use key kiosks to:
Support multiple office locations
Enable vehicle access across large geographic areas
Reduce administrative load by hundreds of hours per year
Expand shared fleet access while maintaining strict control
A kiosk is a smart investment if your agency:
Offers vehicle access outside business hours
Has multiple departments sharing a fleet
Needs better compliance and audit readiness
Wants to reduce staff time spent managing keys
As vehicle sharing becomes the norm, kiosks make it safe, efficient, and scalable. They don’t just solve the key problem—they unlock better compliance, accountability, and ROI.