Free for FBOs • Setup in 5 Minutes

Stop Managing Crew Cars with
Paper and Phone Calls

Print a QR code, place it on your counter, and let pilots book themselves. Free digital crew car management with automated rules and real-time tracking.

Get Started Free See How It Works
QR code check-in for walk-ins
Automated time limit enforcement
Digital waivers & damage photos
Current Headaches

Sound Familiar?

Phone calls interrupting CSRs

"Is a crew car available? What time? How long can I keep it?"

Paper logbooks getting lost

No idea who has which car or when it's supposed to be back

Cars kept too long

"4-hour limit" means nothing when there's no enforcement

No damage documentation

Car comes back with a dent, no way to know who had it

No way to contact overdue renters

Car was supposed to be back an hour ago, who has it?

CrewCars Solution

All Fixed. Automatically.

Pilots book themselves

Scan QR code or book online. Zero CSR time required.

Real-time digital dashboard

See exactly who has each car, when it's due back, and contact info

Automatic time limit enforcement

Set rules: 4hr free, $25/hr after. System charges automatically.

Photo check-in/check-out

Timestamped photos of every rental. Know exactly when damage occurred.

Automated overdue notifications

System texts/emails renters. You just watch it handle itself.

Setup Takes 5 Minutes

Seriously. You'll be operational before your next fuel truck arrives.

1

Add Your Vehicles

Create an account, list your crew cars. Just the basics: make, model, photo.

~2 minutes per vehicle
2

Set Your Rules

4 hours free, $25/hr after? Pilots only? 24-hour max? Just toggle it on.

~1 minute
3

Print QR Code

We generate a QR code. Print it, laminate it, stick it on your counter. Done.

~30 seconds

Then What Happens?

📱
Pilot Scans QR
Opens booking page on their phone
✍️
Signs Digital Waiver
Takes check-in photos, accepts terms
🚗
Gets Car Info
Location, key instructions, rules

You do nothing. System handles check-in, tracking, notifications, and check-out.

Your Web Portal Dashboard

What Happens After You Sign Up

Walk through your complete FBO dashboard - where you'll manage everything from your computer or phone browser.

FBO
Your FBO Name
Dashboard
0
Active Bookings
0
Cars Available
$0
This Month
Get Started →
↑ What you'll see when you first log in
1

Your Command Center

After you create your account, you'll land on your dashboard. This is your home base where you see everything at a glance: active bookings, available cars, and monthly revenue.

Real-time overview of your entire fleet
Access from any device with a web browser
Quick-start guide walks you through setup
2

Add Your Vehicles

Click "Add Vehicle" and fill in the basics. Takes 2 minutes per car. Upload a photo, set availability, and you're done. Add as many vehicles as you want - no limits.

What you'll enter:
Make, model, year, color
Photo (snap with your phone)
Where keys are located
Special instructions (optional)

Add Vehicle

Vehicle Photo
📷 Click to upload
Make
Toyota
Model
Camry
Key Location
Lockbox at FBO desk
↑ Simple form, takes 2 minutes

Usage Rules

Set time limits and pricing

Time Limit
Free hours before charges apply
4 hours
Overage Rate
Charge per hour after limit
$25/hr
Approval
Require manual approval
Photo Required
Check-in/out photos
↑ Toggle settings on/off
3

Configure Your Rules

Set your rental policies with simple toggles. Want to charge for long trips? Set time limits and overage rates. Want to approve each rental? Turn on manual approval. Everything is customizable.

Set different rules per vehicle or fleet-wide
Change anytime - updates instantly
System enforces everything automatically
4

Watch It Work

Once you're live, your dashboard shows real-time activity. See who's renting what, when they're due back, and get notifications for new bookings or overdue returns. Everything happens automatically.

What you can do:
Approve/deny pending bookings with one click
View renter contact info and call/text directly
Review check-in/out photos for every rental
Generate reports on usage and revenue

Active Bookings

Right now

2018 Toyota Camry
Out
👤 John Smith
Due back: 3:00 PM On time ✓
2020 Honda CR-V
Available
Ready for booking
↑ Live status updates

That's It. Really.

Four simple steps in your web browser. No apps to download, no complex software. Just a modern dashboard that works on any device.

Start Your Free Setup
Try It Now

See What Pilots Experience

Scan this QR code with your phone to walk through the complete pilot check-in flow - from license verification to getting the car keys.

Live Demo

Scan to experience the pilot's view

QR Code to Pilot Demo
Or Click to View Demo

No signup required • Sample data only

The Complete Pilot Experience

This interactive demo shows exactly what pilots go through when they scan your QR code. Takes less than 2 minutes.

1
Driver's License Upload
Snap a photo for identity verification
2
Insurance Verification
Photo of insurance card for proof of coverage
3
Sign FBO Agreement
Digital signature on your rental terms
4
Pre-Trip Photos
Document vehicle condition (4 angles)
✓
Get Car Info
Key location, parking spot, due back time
All Data is Sample
This demo uses pre-filled sample data. You can skip uploads and see the complete flow without providing real documents.
Works on any smartphone - no app download required

Powerful Features, Zero Complexity

Everything you need to run crew cars like a modern FBO. Nothing you don't.

Custom Time Limits

Set free hours, then automatic charges. "4 hours free, $25/hour after." Pilots are notified and charged automatically.

Photo Documentation

Required photos at check-in and check-out. Timestamped and securely stored. If damage happens, you know exactly when and by who.

Digital Waivers

No more paper. Pilots sign electronically. You can customize the waiver text. Securely stored in the cloud.

Smart Notifications

Reminders 30 min before due. Overdue alerts. Late fee notifications. All automatic. Text and email.

Real-Time Dashboard

See all active bookings, who has what car, when it's due back. Mobile app and web. Check from anywhere.

Flexible Rules

Pilots only? Require fuel receipts? Blackout dates? Local area only? Set whatever rules you want. System enforces them.

100% Free for Basic Use

If you loan cars out for free, the system is free. If you charge overage fees, we take a small cut.

Free Plan

$0

Loaning cars for free? No charge.

Unlimited vehicles
Unlimited bookings
QR code booking
Digital waivers
Photo documentation
Real-time dashboard
24/7 support

Perfect for traditional courtesy car programs

OPTIONAL

Overage Fees

15%

Only on fees you collect

Everything in Free
Automatic late fees
Payment processing
Weekly payouts
Example:
Pilot keeps car 6 hours
First 4 hours: FREE (no fee)
2 extra hours @ $25/hr: $50.00
Platform fee (15%): -$7.50
You receive: $42.50

Most FBOs use the free plan and never pay anything.
Overage fees are completely optional.

Common Questions

Everything FBOs ask about digital crew car management.

No! Pilots can also book online directly. But the QR code is perfect for walk-ins. Takes 30 seconds to print, laminate, and stick on your counter. Then pilots who walk up can book themselves without bothering your CSR.

Absolutely! Most FBOs do. Just set "No time limit" or "24 hours free" and you'll never charge anything. The system is 100% free in that case. You just get better tracking, digital waivers, and photo documentation.

You set the rules. Common examples:

  • "4 hours free, then $25/hour" - Discourages all-day trips
  • "24 hours free" - No fees, just tracking
  • "$50 per day" - Revenue model for premium vehicles

System calculates fees automatically and charges the pilot's card.

System sends automated reminders (30 min before, at due time, every hour after). If you set overage fees, they're charged automatically. You see their phone number in the dashboard if you need to call. Most pilots return early because they get reminders.

No, but they're great! If you already have a key system that works (lockbox with code, keys in FBO, etc.), keep using it. Just tell pilots where to find the keys in the app. Smart lockboxes ($99) are optional and let pilots get keys without coming inside.

Yes! Set bookings to "Requires approval." Pilot books online, you get notified, you approve (or deny) with one tap. Or make it "Instant book" if you want it fully automated. Totally your call.

You have timestamped photos from every rental showing before/after condition. You know exactly who had it when damage occurred. The renter is responsible for any damage, and their personal insurance should cover it. Our platform provides complete photo documentation and damage tracking to support any claims process.

5-10 minutes per vehicle. Create account (2 min), add vehicle with photo (2 min), set rules (1 min), print QR code (30 sec). That's it. We have onboarding videos, or call us and we'll walk you through it live.

Stop Wasting Time on Crew Car Logistics

Join FBOs who replaced paper logs with a modern system. Free to use, 5 minutes to set up.

Get Started Free Questions? Email Us
100%
Free Basic Use
5min
Setup Time
24/7
Support