Smart Fleet Key Management for Police Forces
Built for the Pressure, Pace, and Accountability
e-Track gives police fleet managers complete control over every vehicle, every key, and every movement. Powered by an electronic key cabinet and web software, e-Track centralises control for every police force, helping reduce costs, meet sustainability targets, and ensure your fleet is always ready when it matters most through smarter vehicle circulation and improved fleet utilisation.
Trusted by UK police forces managing thousands of fleet vehicles across the country.
Optimising Your Police Fleet
Working closely with UK police forces, we have developed an enhanced key management web software. We found a consistent pattern: forces were significantly underutilising their fleets, not through mismanagement, but because departments operated in isolation, each with their own keys on their own wall board, with no visibility of what vehicles sat unused elsewhere around the facility. This reduces overall fleet utilisation and obscures vehicle circulation. Here is how e-Track solves the most critical challenges facing fleet managers today.
Eliminate Manual Allocation
Assigning vehicles by routine causes uneven mileage, early wear, and rising maintenance costs. e-Track's fleet utilisation system automatically distributes using real-time data, mileage, fuel, battery charge, age, and usage history, so the right vehicle reaches the right officer every time, without manual input.
End the Booking Bottleneck
Officers can reserve vehicles by type, date, and duration through the web platform or directly at the cabinet. This removes shift delays, reduces availability disputes, and ensures specialist vehicles are allocated efficiently.
Prove Every Asset Instantly
Every key and asset can be linked to a QR code, providing instant access to full usage history, last return details, logged defects, and assigned users. This creates a clear audit trail in environments where accountability and scrutiny are critical.
Faster Vehicle Defect Response
When a defect is recorded, the system automatically removes the vehicle from circulation and alerts the relevant service teams. This prevents unsafe deployment, reduces manual intervention, and ensures vehicles only return to operational use once cleared.
Turn Fleet Data into Budget Evidence
Real-time analytics provide visibility of utilisation rates, vehicle downtime, mileage distribution, fuel consumption, and officer attribution. This supports budget reviews, compliance reporting, and internal governance processes with data-backed evidence.
Meet Sustainability Targets with Confidence
Fleet circulation, fuel usage, EV battery cycles, and mileage data are automatically recorded, giving sustainability teams accurate reporting without additional administrative burden.
Intelligent Vehicle Circulation
Manual vehicle allocation is one of the most invisible costs in fleet management. When officers choose vehicles by preference rather than data, fleets wear unevenly, fuel costs rise, and emissions go untracked. Autovend removes the human variable entirely, circulating your fleet intelligently, automatically, and continuously to enhance vehicle circulation and overall fleet utilisation for every police force.
The Problem
Officers taking the same vehicles on every shift creates uneven mileage distribution, accelerated wear on frequently used vehicles, and a fleet that costs more to run and replace than it should.
The Solution
The system assigns the most suitable vehicle for each booking using real-time data such as mileage, fuel or charge level, age, and usage history. If your force already uses telematics, e-Track integrates directly, pulling live vehicle data straight into the allocation engine. For forces that do not use telematics, the Return Questions module and other data capture features offer the same quality of operational data. It integrates with existing telematics where available, or captures the same operational data through built-in Return Questions, ensuring intelligent allocation regardless of setup.
The Benefit
Consistent mileage spread throughout the fleet leads to longer vehicle lifespans and lowered maintenance expenses, all while maintaining an automated log of each vehicle's movement without needing manual oversight.
Booking Ahead of Time
Officers on shift should not have to worry about vehicle availability. Whether they need a regular patrol car, a dog van, or a specialised vehicle, e-Track's booking system allows them to schedule in advance and assures their vehicle will be ready upon their arrival.
The Problem
Without a structured booking system, vehicle availability becomes unclear, and specialist assets operate on a first-come, first-served basis. Departments manage keys independently, creating silos where teams cannot see what vehicles are available across the wider force. This lack of visibility leads to allocation conflicts, operational delays, underutilised vehicles, and unnecessary fleet expansion.
The Solution
Officers reserve vehicles by type, date, and duration via the web platform or mobile app. The system automatically assigns the most suitable available vehicle based on real-time fleet data. On return, a short touchscreen survey captures mileage and any defects, creating a structured, time-stamped journey record. This ensures full accountability, removes manual reporting, and provides complete visibility of fleet usage across the force.
The Benefit
Ensure vehicle availability for each shift, end disputes over allocations, and have a thorough pre-logged record of every booking ready before the officer even uses a key. Combined with Return Questions, every trip has a clear start and end: who had the vehicle, what condition it left and returned in, and exactly how far it travelled. That is the data that makes fleet utilisation visible and defensible.
Asset QR Codes
In a police environment, every asset must be accountable. An unidentified key, an asset with no movement history, or a vehicle without a clear record of who had it last is not just an operational problem; it is an accountability gap that cannot be left open.
The Problem
Manual records and unlabelled keys create accountability gaps. When an asset can't be tracked or the history of a key is missing some details, fleet managers may find themselves lacking the evidence needed to respond to leadership, auditors, or investigators' enquiries.
The Solution
Every key and asset is fitted with a QR code tag. One scan from any device instantly displays the asset's complete profile: what it belongs to, its full movement history, who last had it, when it was returned, and any defects or issues recorded against it. When combined with an electronic key cabinet, assets and keys remain secure, auditable, and easy to locate.
The Benefit
Total asset accountability at the point of scan. No unidentified keys. No missing histories. A complete, searchable, defensible record of every asset in your fleet, always accessible, always accurate.
Keep Track of Your Fleet
Data that lives in a spreadsheet nobody updates is not useful. The analytics dashboard turns your fleet's daily operation into a live, accurate graph of performance, giving fleet managers the evidence they need for budget reviews, sustainability reporting, and operational decision-making.
The Problem
Fleet managers are regularly asked to justify spend, demonstrate efficiency, and report on sustainability, but the data they need is scattered across manual logs, spreadsheets, and systems that do not talk to each other.
The Solution
The analytics dashboard brings together all fleet data in real time. You'll find utilisation rates, vehicle downtime, mileage per vehicle, fuel and battery statuses, driver usage patterns, defect records, and sustainability measures, all in a single, consistently updated location.
The Benefit
When your budget committee asks for evidence, you have it. When your sustainability team needs emissions data, it is already there. Turn your fleet operation from a cost centre into a measurable, defensible story of operational excellence, with clear insights that improve fleet utilisation and optimise vehicle circulation.
Systems Ideal for the Police Force
Police Force FAQs
e-Track’s electronic key cabinets ensure keys are stored securely and accessed only by authorised personnel. Access is controlled via PIN codes, ID cards, or biometric fingerprint verification, and detailed logs track who accessed each key and when. This level of security helps maintain accountability and prevent unauthorised access to critical areas or equipment.
Yes, e-Track’s cabinets support tiered access levels. Administrators can set permissions based on rank or role, ensuring that only authorised officers can access certain keys, such as those for the armoury, evidence lockers, or restricted areas.
Each key retrieval and return is logged with a timestamp and the user’s credentials. This detailed audit trail ensures full compliance with chain-of-custody protocols for evidence handling and other sensitive operations. Additionally, these details can be reviewed at a later stage using the integrated reporting function.
The system can send automated email alerts to administrators or supervisors if a key is not returned within a specified time. This helps ensure keys are accounted for at all times and reduces the risk of operational delays.
e-Track have a full API which allows for integration with various police systems, including HR, fleet, maintenance and telematics.
e-Track cabinets are equipped with backup battery systems to ensure uninterrupted operation during power outages. In addition, emergency override procedures are in place to grant access when needed without compromising security.
e-Track’s solution is highly scalable and can support departments of all sizes. Multiple cabinets can be networked together, allowing centralised management and reporting across different facilities.
Yes, the cabinets can streamline patrol vehicle key management by securely storing keys and granting officers quick access during their shifts. The system tracks key usage, ensuring accountability and helping manage vehicle allocation efficiently. The function of circulating keys will also extend the life of the fleet and help cut costs.
e-Track’s cabinets are designed to be user-friendly, and minimal training is required for officers to use the system. Administrators are provided with in-depth training to configure settings and manage access levels.
The cabinets are built to withstand heavy use and are constructed from robust materials suitable for high-security environments. They are designed to perform reliably under demanding conditions often encountered in police departments. All keys placed into e-Track systems are secured and can resist any attempts of forced entry. The locks used in our cabinets can withstand a tensile load of 5800NM.
Yes, all access logs are stored securely and can be retrieved for audits, internal investigations, or reporting purposes. These logs provide a transparent record of key usage, supporting accountability and internal compliance.
e-Track cabinets can be customised with various configurations, such as cabinet size, door options, number of key slots, and access control methods. Additional features like integration with existing systems or specialised key management setups can be tailored to your requirements.
If a key is reported lost or damaged, the system can immediately flag it to administrators who can track the last user who accessed the key to aid in recovery or investigation.
During emergencies, administrators can quickly grant or revoke access to specific keys. The cabinets also support an “Emergency Release,” allowing officers to quickly access all keys at once.
Yes, e-Track systems comply with relevant data protection and security standards, ensuring secure storage and transmission of access logs and other sensitive data.
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