How to reserve, pick up and return

This page has detailed instructions for making a reservation, picking up your key and vehicle, and returning your rental and key. For general information on signing up for a UCAR account, who is eligible to rent, and mandatory Driver & Safety Awareness training, please review the Vehicle rental (UCAR) page.

Please be aware that you will need to pick up your rental and drop it off during the hours that the key manager is available at the UCAR location you are using.

If you have questions, don’t hesitate to reach out to the Fleet Services Rental Office by phone at 206-221-3594 or email at fsrent@uw.edu. Business hours are Monday through Friday from 7 a.m. to 3:30 p.m.

Before you start

You’ll need worktags associated with your user account to make reservations. Some worktags are already in our system, and some may need to be added.

  • If you already have worktags associated with your account, you’re all set to make a reservation.
  • If you are a new user, add your worktags during the initial account request to get privileges to make reservations.
    • If your worktags aren’t listed, include them in the “notes” section, and we will add them to the system.
  • If you already made an account without worktags, add them from the My Profile link in the left sidebar of the reservation system, under Additional information – Reservations. Then, email fsrent@uw.edu and ask for access to complete your request
    • If your worktags aren’t listed, include them in the email to fsrent@uw.edu.

Making a reservation

Step 1

First, select Make Reservation on the reservation system's homepage.

Step 2

Here, you will be directed to log in. Enter your NetID with the full email address, and your NetID password.

Step 3

Next, the Microsoft Sign in dialog will appear. Again, enter your NetID with the full email address. You may encounter issues if you do not enter your full email address.

Step 4

Next, enter your password again.

Step 5

You will see a screen asking if you want to stay signed in. From here, you can choose either option. Neither option matters, as the reservation website (Agile) will keep you signed in as long as you don't clear your browser cookies.

Step 6

Once signed in, you may need to select Make Reservation again.

Step 7

Next, choose whether this reservation is for you or another authorized driver. Then click Next (Continue Request).

Step 8

If you are creating a reservation for another authorized driver, select the second option and type their NetID (with the full email address) in the box. You can also click Search for Driver for a list of all authorized drivers and choose from that. Then click Next (Continue Request).

Step 9

On the next page, choose whether you are driving the car in or out of state. Also, you must choose the UCAR site you want to reserve a vehicle from. For this demonstration, we will select "E2".

Step 10

This is the vehicle request form. Select your pick-up and return date and time, the vehicle type, your destination, and your worktag information.

Step 11

First, make sure the Requestor Information is correct, including the driver information.

Step 12

Then, pick your Pick-up Date / Time and your Return Date / Time. You can type the minutes in if you want a more precise pick-up/return time than the 15-minute intervals it pre-selects. Note that certain lots have limited hours for pick-up and return depending on the building hours for the building where the key manager is located.

Step 13

Select Date.

Step 14

On the next section, select your preferred vehicle type.

Step 15

After selecting your preferred vehicle type, you can check the View vehicle availability checkbox. This will be relevant for the next screen, so we will return to it later.

Step 16

In the Additional Information section, start by typing your Destination. Just a brief description of where you are headed is fine for this.

Step 17

Then, select the Primary Use for the vehicle. If you are not sure what to choose, just select what feels like the most appropriate option for your intended use of the vehicle.

Step 18

Next, you'll enter worktag information. When setting up an account and from your account settings page, you can pre-select your worktag information if you regularly charge to the same budget. Start by selecting your Company code.

Step 19

For the next 8 fields after Cost Center, select the appropriate worktags. If you select the incorrect worktags, you may charge the wrong cost center. Pictured below is an example of the Cost Center list. When you click the box to select a tag, you can start typing your tag and it should start to move the selection based on what you type. If your worktag is not listed, reach out to the Fleet Services office.

Step 20

Once you’ve entered your worktags, you can proceed to the next screen. This is where the View vehicle availability checkbox from step 15 becomes relevant. If you checked that box, you will see a list of all the vehicles at the site. If you didn't choose a vehicle Type, you will be able to see every vehicle at the site. If you chose a vehicle Type, you will be able to see every vehicle of that type listed.

Step 21

By hovering your mouse over a vehicle name in the Vehicle column, you can read more information about it.

Step 22

You can click the Legend button above the availability table to see what the different icons mean on the list.

Step 23

If you didn't choose a vehicle Type on the previous page and want to now, you need to click the Preview (Change Request) button. This is highlighted in red in the screenshot below. If you don't choose a vehicle Type, the system will randomly assign an available vehicle for you to use.

Step 24

This time, select your preferred vehicle Type. Once on the the vehicle availability list screen again, make sure there is a vehicle of that type available. If there is not, select a different vehicle type. Once there is a vehicle available for the time you wish to reserve for, continue to the next screen.

Step 25

On the last screen, make sure all the information is correct. If you wish to change anything, return to a previous screen using one of the options listed. The Previous (Available Vehicles) screen will return you to the list of vehicles. The Previous (Change Request) screen will return you to the screen shown in step 10 and allow you to modify anything about your reservation request including worktag information. Once you are happy with the request, click the Submit Request button.

Step 26

If your account is authorized to make requests and there are no conflicts with the options you chose, your request should be automatically approved. On the next screen, you can see your reservations and the status for each. Feel free to reach out to the Fleet Services office if you have any questions or issues with your request.

Brief instructions

An animation showing how to remove a key from the key manager 

Open the key manager door by squeezing the handle, find your key (look for the green light), turn the key and pull the card out of the slot. Make sure you close the door to the key manager box!

Complete instructions for picking up your key and rental

Step 1

Approach the keybox. These are the three types of boxes you will encounter. They all function the same way.

Step 2

Tap the screen to start.

Step 3

Select Check Out Vehicle. If you accidentally select a different option, don't worry. All of them go to the same screen prior to logging in.

Step 4

Type in your full UW email address.

key manager kiosk screen showing uw office 365 netid login screen

 

key manager kiosk screen showing only netid filled out at uw office 365 sign in screen and person's hand with a thumbs down

 

key manager kiosk screen showing password filled in at uw office 365 sign in screen and person's finger pressing sign in button

 

key manager kiosk showing sign-in is blocked notice at uw office 365 sign in screen

If you get an error screen, just hit the exit button in the top right to start over and return to the splash screen.

key manager kiosk screen showing uw office 365 log in error message and person's finger ready to tap an open door icon at top right of screen

 

key manager kiosk screen showing welcome screen and touch the screen anywhere to begin message with person's hand in foreground with a thumbs up

Step 5

Assuming you are doing it correctly and type in your full email address, the next screen should look like the image below, with the UW-specific login rather than the Microsoft one.

Step 6

When prompted with Stay signed in?, any option will progress you to the next screen. None of the options will do anything different. You will be logged out after retrieving your vehicle no matter what you choose. This box will always appear when you log in. So, just hit one of the options to continue.

Step 7

Now that you're logged in the screen will look the same as the first one. Tap the option you want. For vehicle pick-up, tap Check Out Vehicle.

Step 8

Then, select your reservation. If you have multiple reservations, you may only select one at a time and will need to repeat the process for each vehicle.

Step 9

Next, please wait until the key status check finishes...

Step 10

If everything goes well, you will see the reservation verification screen. If not, contact the Fleet Services office. Verify the information is correct, then tap or click Check Out.

Step 11

When you see the key number screen, open the key manager door and remove the key with the light above it.

Step 12

Open the door by squeezing the latch while pulling the handle.

Step 13

This is what the key manager box will look like when opened. Some may have more or less keys in them. Locate your key using the number and the green light.

key manager box interior with multiple keys hanging from a grid of numbered slots with an indicator light illuminated green at slot 15

 

key manager box showing close up of slot 15 with green light illuminated and metal key inserted attached to car key fob

Step 14

Turn the key and pull the card out of the slot.

key manager box interior showing person's hand turning key at slot 15

 

key manager box interior showing person's hand holding key and keycard partially removed from slot 15

Step 15

Close the door, and you’re all set!

key manager box with person's hand on closed door handle

 

metal key, key card and car key fob in person's hand in front of key manager kiosk

Brief instructions

An animation showing a hand operating the key manager door

Open the key manager door, find the numbered keyslot (green light near it), slide the card in first. The card needs to be all the way in for the software to register this as a return. After the key card is in the slot, insert the key and turn it until the light turns off. Be sure the key card is secure before closing the door. Close the key manager door.

Complete instructions for returning your rental and key

Step 1

Start by logging in to the keybox.

fleet commander touch screen with a person's finger about to tap the touch the screen anywhere to begin button

 

check in options displayed on touch screen with person's finger ready to tap check in vehicle option button

 

netid login screen with email address filled in with person's finger ready to tap next button

 

netid login screen with password filled in with person's finger ready to tap sign in button

Step 2

Select Check In Vehicle.
 

Step 3

Next, select the vehicle you want to check in.

Step 4

On this screen, select the level of fuel in the tank and add any comments about the vehicle such as cleanliness or any issues you encountered with the vehicle. Then tap the Check In button.

Step 5

Once you see this screen, open the key manager door, and locate the numbered keyslot and glowing green light to return your vehicle.

Step 6

Once you've located the numbered keyslot, insert the card first. This is important as the key will not register as returned properly if the card is not inserted.

interior of key manager box with numbered slots and keys shown and a green light next to empty slot number 15

 

person's hand sliding key fob card into slot number 15 in key manager box

Step 7

Once the card is inserted, insert the key and turn it until the light turns off and the key is locked in the slot.

person's hand sliding key fob into slot in key manager box with key fob fully inserted

 

person's hand holding metal key inserted into key hole in key manager box at position 15 with green light illuminated

 

person's hand holding key fob tag with key fully inserted and rotated in key manager box at slot 15 with green light off

Step 8

Close the door and you're good to go!

person's hand holding door handle to key manager box in closed position with touch screen display to the right

 

person's hand with a thumbs up in front of closed key manager box and touch screen
UCAR location Key manager location 
E02 parking lot Key manager is now located at the Fleet services building.
Hours: M-F, 7 a.m. - 3:30 p.m.
UW Tower garage (W46, level 4E) Key manager is in the same location.
Central Plaza Garage (level C01) Key manager is in the same location.
Hours: 5 a.m. - 11 p.m. More information on CPG hours.
N22 parking lot Key manager is now located inside the HUB near the east entrance.
Hours: View the HUB hours.
South Campus Center Key manager is now located inside the South Campus Center.
Hours: View the South Campus Center hours.

Canceling your rental

Step 1

To cancel your rental, simply go to “My schedule”, locate the rental you wish to cancel, and hit the red “X” button next to it.

screen shot of reservation system

Step 2

You should next see a confirmation notice:

screen shot of reservation system

Step 3

Select "Yes (Cancel Request)". Your reservation will now read as:

screen shot of reservation system

If you are within 1 hour of your reservation start time, you will need to reach out to fsrent@uw.edu to end your reservation.