Printing Key Tags

What Key Tags Include

Key tags are small printed labels that attach to a vehicle's keys and provide instant identification. Each key tag printed by ScanIt Vehicles includes:

• Barcode — A scannable barcode tied to the vehicle record. Staff can scan the key tag to instantly pull up the vehicle's full details in the system.
• Stock number — The dealership's internal stock number, printed in large, easy-to-read text.
• Year, make, and model — The basic vehicle description so anyone can identify the vehicle at a glance without scanning.
• Color — The exterior color, which is helpful when multiple vehicles of the same make and model are in inventory.

Key tags are designed to be compact enough to attach to a key ring without being bulky, while still containing all the information needed for quick identification.

Printing Key Tags at the Vehicle

The most efficient time to print a key tag is during the check-in process, right at the vehicle:

1. After scanning the vehicle's VIN during check-in, the system prompts you to print documentation.
2. Select Print Key Tag from the print options menu.
3. The key tag prints on your portable printer immediately.
4. Attach the key tag to the vehicle's key ring before placing the keys on the key board.

You can also print key tags at any time after check-in. Simply look up the vehicle in the system and select the print option.

Using Key Tags for Quick Identification

Key tags serve multiple purposes beyond simple identification:

• Instant vehicle lookup — When a customer asks about a specific vehicle, scan the key tag barcode to immediately pull up the full vehicle record, including location, pricing, options, and photos.
• Test drive tracking — Scan the key tag when keys are checked out for a test drive and again when they are returned. This creates a record of who had the keys and when.
• Service coordination — When keys are pulled for service work, scanning the key tag logs the vehicle as being in service.
• Inventory verification — During key board audits, scan each key tag to verify that every vehicle's keys are accounted for.

Key Board Organization Tips

A well-organized key board saves time and prevents lost keys. Here are best practices used by top-performing dealerships:

• Separate new and used — Use different sections of the key board (or separate boards entirely) for new and used vehicle keys.
• Organize by stock number — Hang keys in stock number order so staff can locate a specific set quickly. The stock number on the key tag makes this easy.
• Designate a check-out log — When keys are removed from the board, scan the key tag to create an electronic log. This replaces paper sign-out sheets and creates a reliable audit trail.
• Audit regularly — Walk the key board weekly and scan each key tag. The system compares against your active inventory to identify any missing keys or keys for vehicles that have been sold.
• Replace worn tags — If a key tag becomes worn or the barcode is damaged, reprint it. A damaged barcode cannot be scanned, which defeats the purpose of having the tag.