Using KeyWatcher

KeyWatcher is a smart key cabinet system that integrates with Formbird FLEET's pool booking system. When KeyWatcher is enabled for an asset, the cabinet manages access to that asset's key — the key is only released when you have an active booking, and the booking automatically updates when you take or return the key.

Your KeyWatcher access is set up by an Administrator. If you need access and do not have it, ask someone with Administrator access.

For KeyWatcher setup and configuration, see KeyWatcher Configuration.

KeyWatcher Assets on the Booking Calendar

Assets with a KeyWatcher key display a key icon in the asset row on the booking calendar. You can filter the calendar to show only KeyWatcher assets by selecting the key icon in the asset feature filters.

[SCREENSHOT: Booking calendar showing the key icon on a KeyWatcher asset and the KeyWatcher filter button]

To book a KeyWatcher asset, you must have KeyWatcher access set up on your account. If you attempt to book an asset with a KeyWatcher key and do not have access, the booking will not be created.

How KeyWatcher Bookings Work

Bookings for KeyWatcher assets behave differently to standard bookings:

• Commencing — the booking automatically commences when you remove the key from the cabinet. You do not need to select Commence Booking manually.
• Closing — the booking automatically closes when you return the key to the cabinet. You do not need to select Close Booking manually.

This means the booking status in Formbird FLEET reflects the actual physical state of the key — if the key is in the cabinet, the booking is closed; if it has been removed, the booking is active.

Note: If your organisation has configured allocated driver bookings without KeyWatcher reservations, your allocated vehicle's bookings may auto-commence and close regardless of key cabinet activity.

Viewing Your KeyWatcher PIN

Depending on your organisation's setup, you may access the key cabinet using a PIN, a swipe card, or a fob. If your organisation uses PINs, your KeyWatcher user ID and PIN are available in one or both of the following places depending on how the booking system has been configured.

Display Pin button — a Display Pin button appears at the top of the booking calendar. Select it to show your KeyWatcher user ID and PIN.

KeyWatcher Data panel — a KeyWatcher Data table appears in the Booking Notifications / KeyWatcher Details panel below the booking calendar, showing your user ID and PIN directly.

[SCREENSHOT: The Display Pin button on the booking calendar, and/or the KeyWatcher Data table]

Note: Which of these options appears depends on your organisation's configuration. Contact your Administrator if you cannot find your PIN.

Changing Your PIN

You can change your KeyWatcher PIN from either the booking page or your account settings.

From the booking page:

1. Scroll to the Booking Notifications / KeyWatcher Details panel below the booking calendar.
2. Select the row showing your KeyWatcher details in the KeyWatcher Data table.
3. Enter your new PIN in the Pin field.
4. Save the changes.

From your account settings:

1. Select the Account icon in the top right corner of any page.
2. Scroll to the KeyWatcher Details panel.
3. Select the row showing your KeyWatcher details.
4. Enter your new PIN in the Pin field.
5. Save the changes.

If your organisation has enabled PIN change notifications, you will receive a confirmation email when your PIN is updated.

Learn more about your account settings.

Your KeyWatcher Profile

Your KeyWatcher profile controls what you can do at the key cabinet. Profiles are assigned by an Administrator.

If you find you are unable to access a key you expect to be able to access, check with your Administrator that your profile is set correctly.

Published: April 2026 · Formbird FLEET 4.2.8