Challenge

Facing the high replacement cost of modern electronic keys for vehicles and equipment, Signarama in Lawrenceburg, Indiana knew something had to change. Their existing processes for managing the logistics of keys for trucks, trailers, and equipment presented a substantial operational headache. General Manager Bill Hall was particularly concerned with having no way of confirming who was responsible for a key at any given time, and therefore nobody to hold accountable in the event of vehicle damage or missing keys. This issue not only imposed financial strains and disrupted the efficiency of the team, but it also encouraged carelessness among staff with regards to accountability.

Pain Points

• Frequent Key Loss: Led to operational inefficiencies and delays.
• High Replacement Costs: Purchasing and reprogramming new keys and vehicle fobs put financial pressure on the company.
• Lack of Accountability: Difficult to track who was responsible for each key when issues came up.

Solution

After hearing about Keycafe from a Signarama location in Detroit that previously faced similar key tracking challenges, Bill reached out and soon after installed Keycafe’s SmartBox key management system. The Lawrenceburg location’s team was impressed with the simple setup and how quickly Keycafe was integrated into their daily operations, creating a structured process where each team member now has a unique code used to pick up and return keys. Their codes allow them to access only keys they’re permitted to use, and every transaction is automatically logged. This not only established a clear line of accountability but also ensured the secure and efficient management of Signarama’s assets.

Signarama Lawrenceburg’s Implementation

• PIN Code Authentication: Staff use their unique, identifiable codes to pick up and drop off keys at the SmartBox.
• Undeniable Accountability: Access history logs enable precise tracking of who had which key and when.
• Quick Onboarding: Easy setup and user-friendly software allowed the team to immediately start using the system.

Result

From day one of using Keycafe to store, distribute, and track their keys, Signarama Lawrenceburg noticed a clear improvement in overall operational efficiency. The intuitive nature of the system meant that it was quickly adopted by the team, who appreciated the transparency and accountability it brought to their work. The newfound peace of mind for management was in stark contrast to the persistent fear they used to experience of the next missing key - and the next surprise replacement cost. This has not only saved time and money but also fostered a more proactive and accountable approach to scheduling and using company assets.

The Outcome

• 100% Key Return Rate: Since the introduction of Keycafe, there has not been a single instance of lost keys at the company.
• Culture Shift Towards Accountability: Knowing their key usage is tracked and tied to them, staff are now more careful with equipment under their care.
• Proactive Scheduling: Staff are more diligent to schedule their use of trucks and equipment now that their usage is logged.