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Keycafe enables fleet managers to track, grant, and revoke key access from anywhere at any time, and manage access codes for keys at a user level. The integration with Fleetio is an API integration that syncs your entire vehicle list and vehicle assignments with Keycafe as changes occur in Fleetio.
What You Need to Know
If a Vehicle Assignment is deleted in Fleetio, it will be deleted in Keycafe from the booking section.
If test keys are set to Automatic in Keycafe, once you add a vehicle assignment in Fleetio with a Vehicle, Operator, and Start and End time, you can see this has been added as a booking in Keycafe. The Keycafe custom fields that were added will now be displayed under Vehicle Assignment in Fleetio.
Integration Setup
IMPORTANT: To integrate your Keycafe and Fleetio accounts, you need to have accounts on both platforms and have Fleetio's Professional or Premium plan.
Watch the video or follow the instructions below to add the integration.
This video was created by KeyCafe and provided to Fleetio.
- Log in to Keycafe and go to Integrations. Click Add, then choose Fleetio. You’ll be asked to input API information from Fleetio.
- To get the Fleetio API tokens:
- Log in to your Fleetio account
- Go to your Account Menu and select Settings
- In the Settings sidebar, click Manage API Keys
- Click New API key
- Label the new key Keycafe
- Click Generate API Key
- You should see the new API Token in the table
- Copy the API token and paste it into #1 above in Keycafe
- Below the New API Key button, you should also see your Account Token. Enter this into #1
- To get the Fleetio Webhook Secret:
- Return to Fleetio’s Settings
- In the Settings sidebar, click Webhooks in the Integrations section
- Click Add Webhook
- Enter https://www.keycafe.com/webhooks/fleetio in the URL field and Keycafe in the description field
- Check the following boxes under Vehicle Assignment and click Save Webhook:
- Vehicle Assignment Created
- Vehicle Assignment Updated
- Vehicle Assignment Deleted
- Select More Actions next to the new Webhook, then View Secret Key. Enter this into #1
- Create several custom fields under Fleetio’s Account Settings by scrolling down to the Organization section and clicking Field Management. Then, click the Add Field button and add the following Custom Fields:
- Record Type: Vehicle Assignment, Data Type: Text, Label: Keycafe Access Instructions
- Record Type: Vehicle Assignment, Data Type: Text, Label: Keycafe Access Link
- Record Type: Vehicle Assignment, Data Type: Text, Label: Keycafe Access Code
- After creating the custom fields and filling in these details, go to #1 and click on the Connect with Fleetio button, and you're done!
Linking Your Keys to Vehicles and Using the Integration
Watch the video below to learn how to link your keys to vehicles and how to use the KeyCafe integration.
This video was created by KeyCafe and provided to Fleetio.
Additional Information
If you need additional information for setting up the Keycafe Integration with Fleetio, reference Keycafe's Fleetio Integration article.
