In our 27th meet-up, the Formbird FLEET Professionals Community came together to explore the evolving landscape of pool vehicle and asset booking — and what a session it was!
💡 Key Takeaways:
- Streamlined self-service booking via desktop or mobile
- Pool management by location and department, with filters and custom rules
- Booking limits to prevent resource hoarding
- Dynamic asset availability based on repairs, faults, and urgent pre-start failures
- Integration with KeyWatcher for secure, automated key access
🎥 Live Demonstration: KeyWatcher in Action
One of the session highlights was our live cross to Ed, who gave us a real-time walk-through of how Formbird FLEET integrates with KeyWatcher key lockers.
From booking a vehicle in the system to collecting a key from the box using a PIN code — all live — Ed showed exactly how it’s now possible to manage pool vehicle access without involving the front desk or key control staff.
🔐 Keys remain locked unless a valid booking is detected.
📱 Real-time updates reflect when a key is taken or returned.
🔄 Booking statuses are automatically updated based on key activity.
It was a genuine “wow” moment for the group — especially those juggling large fleets across multiple sites.
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00:00 – 00:30 Welcome & meet‑up opening
03:00 – 04:15 News from Mark: integration and tech updates
04:15 – 05:00 Introduction to Pool Vehicle Booking System demo
05:00 – 06:15 Live demo: Asset Booking interface walkthrough—pools, filters, calendar
06:15 – 08:00 Feature highlights: location grouping, booking counts, utilisation management
08:00 – 09:15 Hover-details, asset statuses (wrench, fuel type, check-required icons)
09:15 – 10:15 Calendar visuals: blocked time, availability rules
10:15 – 12:30 Booking process: drag‑and‑drop selection, filters, tweaks
12:30 – 14:00 Booking details: assign to others, phone populates, contact details
14:00 – 15:00 Booking reasons & configuration: meeting, maintenance, leave, job linkage
15:00 – 16:00 Integration with KeyWatcher: reservation generation, cloud sync
16:00 – 17:00 Non‑KeyWatcher assets: auto-commence/close explanation
17:00 – 18:30 Booking modifications & cancellations: editing, error checking, update flow
18:30 – 20:00 Pre‑start checklist & transition to live KeyWatcher demo
20:00 – 22:00 Live cross to KeyWatcher: PIN entry, key light guidance, access process
22:00 – 23:00 Booking notifications: email confirmations, calendar integration
23:00 – 24:00 Accessing past and future bookings: filters and visualisation
24:00 – 25:00 Booking status updates: changing colours and booking lifecycle in real time
28:00 – 28:00 Workshop integration: repair schedules, auto-disable settings
28:00 – 29:30 Q&A: smart key vs fob, RFID discussion
29:30 – 32:00 Q&A: swipe card integration, markup stickers, secure RFID constraints
32:00 – 36:00 Chris (Shepparton): rollout insights, user feedback, reduced complaints
36:00 – 38:30 Usage improvements: quick feature updates, training ease, user satisfaction
38:30 – 40:00 Support strategy: documentation, user training, feedback response
40:00 – 42:00 Configuration highlights: hire pools, notifications, rate settings, key integration
42:00 – 44:00 Policy enforcement: vehicle use policy acknowledgments & resets
44:00 – 46:00 Analytics dashboard: utilisation metrics, pool filtering, booking counts
46:00 – 48:00 Booking settings: rules, non‑key assets, form configuration
48:00 – 49:30 User account: KeyWatcher access settings, user provisioning in integration
49:30 – 50:30 Questions and admin control via Formbird
50:30 – 51:30 Meet‑Up wrap‑up: thanks, next session details (Meet‑Up 28, 9 October 2025)
