The City of Salisbury has improved the way staff access pool vehicles by integrating its booking platform with an electronic key cabinet, creating a secure and fully automated system for managing vehicle keys.
Previously, while the council already had a reliable booking system for hire and pool vehicles, the physical handling of keys remained a manual process. Keys were stored and distributed using traditional methods, requiring staff to manage handovers and maintain manual logs. Over time this led to operational issues such as missing keys, inconsistent records, unauthorised vehicle use, and delays for staff collecting vehicles.
Moving from manual to automated access
To resolve these challenges, the fleet team integrated the booking platform with an electronic key cabinet. Instead of relying on manual processes, staff now access vehicle keys by swiping their existing ID card at the cabinet.
The system automatically checks the live booking data. If the user has a valid booking, the cabinet releases the key for the assigned vehicle. If there is no booking, access is denied. Every pickup and return is recorded automatically, creating a complete digital audit trail without requiring any manual data entry.
This integration means vehicle access now aligns directly with confirmed bookings, significantly improving governance and reducing the risk of unauthorised vehicle use.
Improving efficiency for staff and fleet teams
The change has simplified the process for staff who need to access pool vehicles. Instead of searching for keys or waiting for assistance, users can quickly collect the correct key through a self-service process.
For the fleet team, the integration has removed much of the administrative workload associated with key management. Time previously spent resolving missing key issues or coordinating handovers can now be redirected towards higher-value fleet management activities.
The system has also improved accountability, as every key movement is logged automatically. This provides clear records of who accessed a vehicle and when, strengthening governance and risk management.
Delivering measurable operational benefits
Since the system was implemented, the council has reported significant improvements in both operational efficiency and fleet governance. Vehicle availability now aligns closely with bookings, and the long-standing issue of missing keys has been eliminated.
Importantly, the council reports that there have been zero unauthorised vehicle movements since the new system was introduced. The automated audit trail also provides stronger oversight of vehicle access and supports improved fleet compliance.
While the project required an initial capital investment and ongoing annual costs, these are being offset by improved productivity, reduced administrative workload, and stronger asset security.
Lessons for other fleets
One of the key lessons from the project was the value of establishing a dedicated testing environment before deploying new technology at an operational site. Because the cabinet was installed directly at its final location, some commissioning activities required multiple visits to troubleshoot configuration issues.
Future projects could benefit from initial testing at a central facility before installation, allowing system configuration and bug fixes to be completed without disrupting operational locations.
Overall, the City of Salisbury’s initiative demonstrates how integrating existing fleet systems with relatively simple technology can deliver meaningful improvements in governance, efficiency, and user experience for pool vehicle operations.
The case study was an entry in the 2026 IPWEA Fleet Innovation Award.
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