Challenge

For Florida-based solar energy provider SunVena Solar, managing keys for their growing fleet of vehicles across three regional offices was confusing and error-prone. The company initially used a basic system of hooks on a board, and later a traditional lockbox, but these systems proved insufficient. They lacked adequate accountability, as a sign out sheet was provided but rarely filled out, leading to frequent issues such as missing keys and unauthorized vehicle use.

The inefficiencies of this manual system became apparent as the company scaled. Employees struggled with tracking down keys, often finding them missing or incorrectly logged, which resulted in delays for customers and mismanagement of resources. This disorganized approach not only impacted day-to-day operations but also posed security risks, as there was no reliable way to track who had access to different keys. Occasionally, staff members would even forget keys in their pockets and bring them home after a shift.

Pain Points

• Lack of Accountability: Manual check-out process made it difficult to track key usage, leading to missing keys and confusion over who had last used a vehicle.
• Security Concerns: The traditional lockbox and hook systems did not sufficiently prevent unauthorized access.
• No Remote Management: The inability to quickly locate keys and manage vehicle assignments from off-site led to delays and inefficiencies, impacting project timelines.

Solution

Safety Manager Pete Kelting discovered Keycafe and immediately recognized it as a reliable key management solution, particularly because of the robust security features, ease of use, and the ability to monitor key usage remotely. The installation of Keycafe's SmartBox was straightforward. Within 30 minutes, the system was up on the wall and operational. “Keycafe’s onboarding and customer service is the best I have ever dealt with.”

The transition to Keycafe enabled a simple workflow where employees start their shift by authenticating themselves at the SmartBox with an NFC badge and check out their vehicle keys for the day. At the end of their shift, they return their keys the same way. Every transaction is recorded and monitored, and managers are notified if keys are not returned. As an added bonus, credit cards for gas are also kept in the SmartBox, so all expenses are accounted for.

For Pete, the ability to remotely view and manage keys across Sunvena’s three branches has been invaluable. “The mobile app gives you instant access to see everything. I can see key history. I can see who last used it, when they dropped it off, when they picked it up, date and time.”

SunVena Solar's Implementation

• Easy Set Up and Onboarding: Only took 30 minutes to install the SmartBoxes, and staff quickly understood how to use the system.
• Confident Key Access: Keys and gas cards are checked out with the tap of a badge by authorized users, who now feel confident the keys they need are actually there.
• Remote Monitoring: The Keycafe app allows administrators to monitor key transactions in real time, providing an immediate overview of key usage across different locations.

Result

Since implementing Keycafe, SunVena Solar has experienced a notable improvement in key management efficiency and reliability of vehicle availability. The company's ability to remotely track and manage keys has led to full accountability and reduced instances of misplaced keys. This system has also provided peace of mind, knowing that unauthorized usage of fleet vehicles is prevented and when a key does go missing, they know exactly which driver had it last.

Ultimately, using Keycafe has led to a smooth process for employees to access keys and equipment they need, and fewer work delays. “It has saved so much time. It’s brought down frustration of the employees trying to get their keys. We can’t figure out what we’d do without Keycafe.”

The Outcome

• Enhanced Security: All accesses are logged and recorded with the built-in video camera. Unauthorized access to fleet vehicles is prevented thanks to custom permissions.
• Time Saved: Knowing where keys are at all times has eliminated the issue of staff starting their shift, expecting to drive a particular vehicle, and not being able to find the keys.
• Optimized Work Schedules: By looking at when crews check their keys back in, management can determine the ideal length of work schedules and safe start times for the next day.