Why physical keys don’t belong in modern fleet operations

Fleet management is a high-stakes operation. Every day, thousands of vehicles move across terminals and highways, carrying critical cargo and relying on precise timing.

Yet many fleets still depend on physical keys and manual processes to manage vehicle access. The result? Delays, wasted labor and operational blind spots that quietly erode efficiency and margins.

And believe us, this is not dramatic exaggeration; lost or shared keys cause ripples that can stall an entire day. A missing key can disrupt dispatch, delay drivers and create compliance headaches. For fleets operating around the clock, even a few minutes of downtime per vehicle quickly adds up, and it's time to stop the losses.

Manual access = higher costs + lower security

Physical keys feel tangible, but they come with hidden consequences. Drivers and technicians waste time tracking down or sharing keys, dispatch teams juggle mismatched schedules and delayed runs while dealing with difficult or inconsistent tracking of vehicle access. And security? A shared or misplaced key can open the door to theft and unauthorized use.

Consider this: Replacing just one lost vehicle key typically costs between $500 and $1,500, not to mention the downtime for drivers and assets when a key is missing.

Moreover, unplanned truck downtime can cost fleets hundreds or even thousands of dollars per vehicle, per day.

Digital access = control, visibility and accountability

Here’s where digital key solutions can truly shine. By shifting access to secure, mobile-based systems, fleets gain control over who can access which vehicle, when and for what purpose. Keys are issued dynamically, tied to specific routes or roles, and auditable. The result is fewer delays, stronger security and a clear record for compliance and operational planning.

This isn’t theoretical. One major U.S. carrier implemented Keystone by Irdeto and transformed its operations. They eliminated delays, reduced manual workload and gained full visibility across thousands of vehicles and technicians. The pilot quickly scaled fleet-wide, proving that digital keys are not a nice-to-have but a strategic advantage.

See how it works in practice

Curious about the full impact? Download the case study to see how one U.S. carrier turned lost keys into measurable results. Learn what digital keys can do for your fleet and why the time to act is now.