Select vehicle and key set
Confirm the key identity, vehicle, home location, availability, and related assignment.
Fleet key management system
Know who holds each vehicle key and what is overdue
Replace an unsigned key cabinet sheet with a mobile-ready checkout and return record that connects the key to the vehicle, assignment, holder, due time, condition, and exception owner.
Track key handoffs and overdue returns in Jodoo. If you need to physically restrict access or detect a missing key automatically, pair the process with a suitable electronic key cabinet.
Start with Jodoo’s Free plan for up to five users. No credit card required.
- Every key set has a home location, current holder, due-back time, and status
- Overdue and lost-key cases keep the response, decision, owner, and next action visible
- The key record can open the related vehicle and assignment context
Inside the working appAvailable, issued, due-today, overdue, returned, and lost-key-review states across twelve vehicle key sets.Adapt it to your fleetChange key types, cabinet locations, issue rules, acknowledgement, due windows, escalation, permissions, and dashboard views.
Choose how keys are released—not just how the handoff is recorded
An electronic key cabinet and a checkout app answer different questions. For some fleets, the strongest setup combines them.
ApproachBest suited toLimits to consider
Staffed desk with a checkout app
An attendant issues keys and verifies each return. Jodoo records the vehicle, holder, assignment, due time and any problem.
The record depends on people logging each handoff. It cannot physically prevent an unauthorized person taking a key.
Electronic key cabinet
Unattended or after-hours access where users must authenticate and only authorized keys should be released.
Check authentication, individual-key locking, return detection, offline access, power-loss procedure, spare-key handling and installation.
Cabinet plus fleet workflow
Cabinet events supply issue and return data; Jodoo connects them to assignments, approvals, late returns and replacement decisions.
Confirm a supported API or event export, stable key/vehicle identifiers and duplicate-event handling before promising automatic updates.
Record the custody facts that answer the next question
Use controlled choices and automatic identifiers instead of manual IDs and ambiguous notes.
Field groupFieldsWhy it matters
Key identity
Automatic record number, key set, key type, vehicle, tag or cabinet reference, home location.
Prevents similar keys and spare sets from being treated as one item.
Issue
Holder, assignment, purpose, issued at, due back, issued by, acceptance.
Establishes current custody and expected return.
Return
Returned at, received by, return condition, accessories, destination cabinet.
Proves the handoff is complete and the key is available.
Exception
Status, contact attempt, holder response, severity, escalation, decision owner, due date, next action.
Shows who will investigate a missing key and what they will do next.
Closure
Returned or replaced, replacement cost, evidence, verified by, vehicle availability impact.
Keeps the result and operational consequence visible.
Use a different response for overdue, damaged, and lost keys
Not every late key needs escalation, and not every lost key can wait.
Due today
Send a reminder with vehicle, key, due time, return location, and contact path.
Overdue
Confirm holder response, assignment status, vehicle impact, revised return, and supervisor escalation.
Damaged
Record the component, usability, replacement need, cost decision, and impact on the next assignment.
Lost or unlocated
Assess vehicle security, spare availability, access-control action, replacement approval, and accountable closure.
Choose the system around the control you actually need
A workflow record and an electronic cabinet solve different parts of the problem.
QuestionJodoo workflow managesSpecialist hardware manages
Custody
Request, approval, issue, holder, due-back, return condition, exception, decision, cost, and closure.
Physical key release, cabinet access, RFID detection, electronic locks, immobilizers, and automated presence.
Connection
Vehicle, assignment, driver, inspection, incident, renewal, and management dashboard records.
Use an integration if hardware events need to update the operational record automatically.
Keep vehicle access accountable without slowing the handoff
The record should be easy enough for every issue and complete enough for each exception.
What is a fleet key management system?
It manages the identity, location, availability, issue, holder, due-back, return, condition, exceptions, and history of vehicle key sets. Some products add electronic cabinets or access-control hardware.
Can a driver check out a key on mobile?
Yes. Use a short form to select the vehicle and key, confirm purpose and due time, and record acceptance.
Can the app send overdue reminders?
Yes. Configure reminders and escalation based on due-back time and current status.
Does Jodoo control a physical key cabinet?
Not by itself. Jodoo manages the workflow and record. Electronic release, RFID, access control, or cabinet presence requires suitable hardware and integration.
Can key records connect to vehicle assignments?
Yes. Keep the key set, vehicle, driver, purpose, assignment, due time, and return state related so a fleet manager can understand the operational impact.
Can we change the checkout rules?
Yes. A trained administrator can change key types, locations, fields, approval paths, due windows, reminders, permissions, views, and dashboards.
Put key custody in one place
Open the Jodoo fleet applicationKnow who has the key before the next driver needs it
Open the overdue-key queue, review the holder and vehicle, and record the return or replacement decision. Configure reminder rules for your own team.