Challenge

TLC Properties, a property management company specializing in lifestyle concierge services in Springfield, Missouri, was seeking a more efficient solution to manage access to a Tesla rental vehicle for residents. Previously, the process required significant staff coordination, as residents had to request a booking slot, then schedule a time to meet with a manager to retrieve or return the car keys. This system proved inefficient and cumbersome, leading to unnecessary delays and increased payroll costs. The team also faced frustrations with a previous key management solution that was expensive and often malfunctioned.

Without a reliable key management system, TLC Properties had to rely on manual processes that were not only time-consuming but also led to a lack of convenience for their residents. The company wanted a system that would allow residents to enjoy their rental service without unnecessary staff intervention.

Pain Points

• High Operational Costs: Managers had to be on-site to hand over and collect keys, increasing payroll hours.
• Lack of Convenience: The manual key handover process limited flexibility for residents to pick up or drop off the rental vehicle after-hours.
• Inefficient Key Management System: Previous systems were unreliable and expensive, often causing delays and dissatisfaction.

Solution

TLC Properties decided to implement Keycafe’s key management system, driven by the need for a user-friendly, reliable, and cost-effective solution that would enable residents to reserve and access the Tesla at their convenience. With Keycafe, residents can now easily book the vehicle through their phone and receive a unique access code for the duration of their booking. They enter their code at the SmartBox to retrieve and return the key without ever needing to meet with a staff member.

This new system allowed TLC Properties to streamline their vehicle rental program by removing the need for managers to be physically present during key handovers, reducing staff involvement and improving the overall experience for residents. Staff can monitor resident usage of the vehicle and make sure booking times are being respected by setting up real-time alerts and viewing the access history of all users.

TLC Properties' Implementation

• Self-Service Key Access: Residents now book the Tesla online and use Keycafe’s SmartBox to retrieve and return the keys at any hour of the day.
• Reduced Staff Coordination: Staff no longer need to schedule or supervise key handovers, freeing up time and reducing payroll hours.
• Centralized Key Control: With real-time insights into key usage, TLC Properties can monitor vehicle access and availability efficiently.

Result

TLC Properties saw a significant increase in convenience for residents, allowing them to access the Tesla at any time without needing to wait for a manager. This self-service capability has improved the resident experience and freed up valuable time for the on-site staff, resulting in lower operational costs.

In addition to the new flexibility for residents, a reduction in payroll hours is expected to lead to substantial savings in the future. Furthermore, the ease of scheduling and key access has allowed TLC Properties to focus more on expanding their concierge services, enabling them to provide a more tailored experience for their residents.

The Outcome

• Enhanced Resident Experience: Residents can now rent the Tesla on their own time, significantly improving convenience.
• Reduced Operational Costs: The need for staff to manage key handovers has been eliminated, cutting down on payroll hours.
• Increased Staff Productivity: Staff are now free to focus on more critical tasks, improving overall efficiency within the company.