Fleetio Integration

Updated March 07, 2022 23:54

What does the integration do?

By integrating your Fleetio account with Keycafe, you can quickly connect your entire Fleetio vehicle inventory with each vehicle’s key in Keycafe. When a vehicle is assigned to a driver in Fleetio, a one-time booking for the key is automatically created in Keycafe and access instructions are sent to the driver. The driver will then use a unique code to retrieve the vehicle's key at the SmartBox. Bookings for Fleetio vehicle keys will appear in Keycafe with a Fleetio indicator, and the Keycafe key access instructions and code are shown in the vehicle assignment in Fleetio.

Drivers with Keycafe accounts can use their phone number (and if enabled, their PIN) to access vehicle keys they have been assigned instead of using a new one-time code each time.

After the initial setup, this integration allows for management and automation of vehicle assignments using just Fleetio.

Premium feature

For enterprise users, third-party integrations are a feature only available on the Premium plan.

How to set up the integration

There are three steps to setting up the integration:

Retrieve three identifiers from your Fleetio account settings:
Link your Fleetio account with your Keycafe account
Test the integration by:

Retrieving the Fleetio API key, account token, and webhook secret key

We recommend that you copy and paste each of these into a temporary document, in preparation for the next step.

Create a new API key in Fleetio

An API key enables a third-party system to connect and permit data transfers. You’ll need to generate an API key in Fleetio that will become part of the configuration of the integration with Keycafe.

Select Manage API Keys.

Select + New API key.

Type in "Keycafe" for the Label and then click Generate API Key. You should see the new API Token in the table.

Get your Fleetio Account Token

An account token is the primary identifier for a third-party system in an API integration and pairs with the API key for complete identification. The Fleetio account token is found in the API Keys page in your Fleetio account settings.

In the Account Tokens section, copy the account token in its entirety and paste it into the same temporary document in which you put the API key. You will need to add this account token in the Keycafe integration configuration.

Create a Fleetio Webhook

A webhook gives you the ability to send an HTTP POST to one or more URLs whenever specific types of events occur in your Fleetio account. All Fleetio webhook events contain data serialized as JSON.

Select Webhooks.

In the upper-right corner of the page, select + Add Webhook.

On the New Webhook page, copy and paste the following into the URL field:

https://www.keycafe.com/webhooks/fleetio

Enter “Keycafe" for the Description.

Scroll to the bottom of the page and check each of these boxes: Vehicle Assignment Created, Vehicle Assignment Updated, and Vehicle Assignment Deleted. Then select Save Webhook.

Back on the Webhooks page, click the small actions button for the new Webhook to display a popup menu and then click View Secret Key.

Copy the secret key in its entirety and paste it into your temporary document—which also contains the API key and account token.

There should now be three items in your temporary document: the API key, the account token, and secret key. You will add these to your Keycafe account settings.

Link your Fleetio account with your Keycafe account

Configuring the integration in Keycafe primarily involves adding the three identifiers captured in the task described above.

Login to your Keycafe account.
In the upper-left corner, select + Add.
Select Integration.
Select Fleetio.
Enter the API key, the account token, and secret key from your temporary document.

Select Connect with Fleetio. After a few moments, click on the Integrations tab in Keycafe to see the integration.

Custom Fields

Next, you need to add three custom fields in your Fleetio system settings.

Navigate to your Fleetio Account Settings page and locate the Custom Fields menu item in the System Settings section of the left-side menu.

Select + Add Custom Field in the upper-right corner of the page. On the New Custom Field page, set Record Type to be Vehicle Assignment, and set Data Type to be Text.
Select the Save Custom Field button to create the custom field.

Repeat the steps above to create two more custom fields. The aim is to create these three custom fields:

Record Type	Data Type	Label
Vehicle Assignment	Text	Keycafe Access Instructions
Vehicle Assignment	Text	Keycafe Access Link
Vehicle Assignment	Text	Keycafe Access Code

To view the custom fields in Fleetio settings, navigate to the Custom Fields page and—in the Record Type drop-down—choose Vehicle Assignment in the drop-down menu.

Link a key to a Fleetio vehicle

Adding keys to Keycafe

You will need to add your vehicle keys to the Keycafe system before proceeding with linking a key to a Fleetio vehicle. See Adding a Key.

Now it’s time to link a Fleetio vehicle to a key.

The Integrations tab in Keycafe should now contain an item for the integration. Click on that item to display the Vehicles and About subitems.

To view a list of your Fleetio vehicles, click Vehicles to browse the list on the right side.
Choose a vehicle and click the small key icon.

Type in the name of your Keycafe key and select it from the dropdown list of matching key names.

Select Link to confirm that you want to link this key to this vehicle.
You can choose Automatic or Prompt, which will change how a user is notified when they are assigned a vehicle.which will cause a prompt to appear each time a guest requests access to the keys. Click Update to close the popup window.

Changing notification method

You can change between automatic and prompt at anytime by selecting the gear icon next to the vehicle's linked key.

Notification methods

Automatic

Whenever a vehicle assignment is created in Fleetio, an email is automatically sent to the driver with instructions on how to access the keys.

When creating a vehicle assignment in Fleetio, you will see three empty fields for Keycafe Access Instructions, Keycafe Access Link, and Keycafe Access Code. Leave these blank, as they will be automatically populated when the assignment is created.

Once the assignment is created, view the details to see the populated values for Keycafe Access Instructions, Keycafe Access Link, and Keycafe Access Code.

The assignment will also appear in the Bookings tab in Keycafe.

Prompt

With the Prompt setting, the Keycafe account admin is sent an email with a reminder to create the key access whenever a vehicle is assigned in Fleetio. This allows for customization of the key access.

Once a vehicle has been assigned in Fleetio, find that vehicle within the Fleetio integration in Keycafe and select the calendar icon.

Select the reservation you would like to assign a key access for.

Confirm the date, driver, and contact email for the assignment and select Create Booking.

Customize the booking details as you wish and confirm it by selecting Add.

Navigate to the Bookings tab in Keycafe to confirm.

The assigned driver will receive an email or SMS (depending on the contact method you just selected) with instructions for how to access the key.