Challenge

For solar installation company Dynamic SLR, keeping their fleet of service vehicles running for 200 employees across 3 Texas offices is a major priority. They relied on a pegboard system for vehicle key management, which lacked accountability and security. Employees shared keys among multiple drivers, and often forgot to return keys or misplaced them, resulting in frequent service interruptions, early-morning troubleshooting calls, and unnecessary costs for replacing lost vehicle fobs.

The lack of a reliable system made it difficult to track who had a key, when it was taken, and whether it was returned. This not only led to frustration among employees, but also delayed project timelines and posed security risks for their fleet of vehicles.

Pain Points

• Missing Keys with No Accountability: Employees frequently forgot to return keys or misplaced them at the end of a shift, leading to delays and inefficiencies.
• Time-Consuming Management: Manual tracking of keys required constant oversight, wasting valuable time and resources - and keys still went missing.
• Costly Security Risks: Lost keys required replacements, resulting in unnecessary expenses and potential security vulnerabilities.

Solution

Dynamic SLR found Keycafe’s vehicle key management system after a suggestion from senior management to improve their key handling processes. The system's ability to store keys and provide controlled access through unique PIN codes was a major selling point for the company, as well as the ability to track keys and manage permissions remotely for 3 regional locations state-wide.

Employees now start their day by retrieving their assigned vehicle keys at the SmartBox installed in the warehouse, and return them the same way at the end of their shift. Managers get notifications for every interaction at the SmartBox, and a real-time access log can be viewed on the Keycafe app to check who has taken a particular key. Thanks to the system’s intuitive interface, new employees are able to understand how it works within 2 minutes.

Dynamic SLR's Implementation

• Role-Based Access: Employees use unique PIN codes to retrieve and return keys, only having access to keys they’ve been given explicit permission for.
• Real-Time Tracking: The SmartBox and app track all key accesses, ensuring real-time and historical visibility into who has which key.
• Centralized Management: Managers use the Keycafe desktop and mobile apps to monitor keys across multiple locations, while warehouse staff and drivers simply use PIN codes to access keys.

Result

Since transitioning their key management to Keycafe, Dynamic SLR has seen notable improvements in both driver accountability and key usage transparency for managers. “A clear indicator was when there was a noticeable drop in lost or unreturned keys”, said Asset Coordinator Zach Lewis. Employees are now confident that the keys they need for a project are available in the SmartBox, enhancing their productivity and ensuring customers aren’t left waiting for a delivery or installation.

Keycafe has given Dynamic SLR more control over their fleet uptime and reduced their overhead costs. The system has not only addressed their initial challenges but also provided unexpected benefits, such as improved staff confidence and a surprisingly simple user experience.

The Outcome

• Improved Accountability: Reduced incidents of lost or misplaced keys, ensuring that employees always have access to needed keys.
• Key Inventory Clarity: Managers can now determine exactly where a key is in seconds, whether it’s in the SmartBox or checked out for a project.
• Cost Savings: Decreased expenses on key replacements and increased ROI by minimizing project delays.