What KeyProof does
The proof KeyProof captures at every handover, how you log in, and the Today screen that runs your day.
KeyProof captures the proof at every handover, so the day a hire goes wrong you are never left on your word against theirs. For every car you send out you get one clean record: who the hirer was, what was checked about their licence, your agreement signed, and how the car looked when it left and when it came back.
It fits the way you already work. You send your hirer a link in the same Instagram or WhatsApp chat you booked them in. They tap it, prove who they are on their phone, and it all lands back in your portal. There is no app for them to download and no account for them to make.
Under the proof, the portal also runs the day to day: bookings, an availability calendar, your vehicles and their MOT and tax dates, the money on each hire, and any fines that land after a car goes out.
Logging in
Your portal is switched on by the KeyProof team. Go to the sign-in page and sign in with the exact email address that was added to your firm. Owners and staff both land in the same place: your firm's portal, showing your bookings and nobody else's.
If you cannot get in, check the spelling of the address you are using, then ask your firm's owner to confirm it is on the list under Settings, People. See Team access, branding and the blocklist.
The Today screen
Today is the screen you open first. It answers "what needs me right now" before you go looking. On a laptop a rail down the left lists its sections (Needs you, Moving today, Waiting on hirer, Fleet attention, Fleet schedule and Recent activity) with a count on each, and a tap jumps to one. Working down the page:
- The greeting: your firm's name, a hello by the hour with your first name, and the date. Under it a line counts the cars going out and coming back today, and the hires still waiting on their hirer. On a quiet day it says no cars are going out or due back.
- Get set up, while you are new: a short walkthrough leading the screen so nothing important is missed on day one. It leaves Today once you confirm the firm is set up. See The setup steps.
- While you were away: a panel that sums up what changed since you last looked. Dismiss it and it stays gone until you are genuinely away again.
- The next hire card. It shows the car due back today or already late, headed "Due back next" or "Overdue return". If nothing is due back, it shows your next collection instead. It carries the time, the hirer, the car and its plate, five marks for the proof on that hire (ID, Licence, Agreement, Deposit and Photos, each done or outstanding), and a Message hirer button. The arrow opens the hire. With nothing out and nothing booked it says "No cars due back" and offers New hire.
- Takings this month: a chart of what you have taken so far this month with last month beside it. On a laptop, an "At a glance" list under it gives Cars out as a count of your fleet and Overdue (or Due back today when nothing is late), and each line opens the matching view in Bookings.
- Needs you: one queue, ranked by urgency, pulling together cars due back, hirers still to check in, bookings ready to hand over, weekly payments due, fines to action, and complaints to acknowledge or resolve. It shows the ten most urgent and says plainly when more are waiting; View all actions takes you to Bookings. When it is empty you see "All caught up" (or "Nothing due yet" on a brand new account).
- Today's movements: on a laptop, the cars going out and coming back today with their times, and a link to the full schedule. On a phone those same movements join the Needs you list instead.
- Waiting on hirer: on a laptop, every hire whose check-in link is not finished, with when it was sent or where the hirer stopped, and a Resend link button. On a phone the count is a tile and the chasers sit in Needs you.
- Three tiles on a phone: Cars out, Waiting on hirer, and Overdue (or Due back today when nothing is late). Tap one to open that view in Bookings.
- Fleet schedule: a compact seven-day view of the diary, showing only the cars with something on, with arrows to move a week at a time and a Full calendar link into Bookings.
- Fleet attention: any car whose MOT, tax, insurance or service date has passed or falls in the next 30 days, and any car marked non-compliant for ULEZ. A link takes you to the fleet to set or update the dates.
- Recent activity: a running feed of what has happened across the firm. On a laptop it opens from the View recent activity link.
The rest of the portal
The portal is six rooms: Today, Bookings, Fleet, Money, Records and Settings. Some rooms hold more than one view, one tap apart inside them. Bookings carries the Bookings list, the Calendar and your Hirers directory. Fleet carries Vehicles, Maintenance and Compliance. Money carries Overview, Payments, Deposits, Expenses and Insights. Records carries Records, Fines, Claims, Cases, Complaints and Police requests. Settings is nine sections: Firm details, Branding, Payments and deposits, Hirer eligibility, Agreement and charges, Messages, People, Appearance and alerts, and Support. Hirers is your own customer directory, built from completed check-ins and matched on phone number, with private notes you can keep against a name. See Know your hirers.
On a phone you move between them from the bar at the bottom: Today, Bookings, a raised plus that starts a new hire, Fleet, and More. Money, Records, Calendar, Hirers, Compliance and Settings are all behind More, which also holds Record something for a past booking, payment, expense, fine, car event or note. On a laptop the rooms run across the top of the header with Search and New hire beside them. Settings is not in that row: it is in the menu under your firm's name, top right.
Where to go next
On day one, work through the setup steps, starting with adding your cars. After that the natural order is create a booking, then send the hirer link, then returns, fuel and mileage when the car comes back.