Challenge

During a trip to New York, Jordan Maréchaux, CEO of short-term rental management company Les 3 Concierges, noticed tourists picking up and returning keys at a Keycafe SmartBox installed at a café. Jordan recognized the potential for his own company. Les 3 Concierges faced significant challenges with their existing check-in and check-out process for Airbnb guests. The mechanical key lockboxes they used were often vandalized, leading to security concerns and inconvenience for guests. The manual nature of the process also demanded substantial administrative effort, further complicating operations.

Pain Points

• Complex Key Return Process: Guests struggled with the existing manual system and often required intervention from staff.
• Mechanical Key Lockers: Prone to vandalism and could not be managed remotely.
• High Administrative Load: Significant time and effort was spent explaining directions to guests, changing codes, and dealing with after-hours calls.

Solution

To address these issues, Jordan decided to try out Keycafe’s SmartBox key management system, hoping to emulate what he saw in New York. By integrating Keycafe into their check-ins and check-outs, specifically utilizing Keycafe’s Airbnb integration, they streamlined the guest arrival and departure process. After a booking is confirmed in Airbnb, a Keycafe access code is automatically generated for the booking’s duration and sent to the guest. The guest then arrives at the SmartBox, enters their code, and retrieves the key to their unit.

Les 3 Concierges installed their SmartBoxes on the exterior of their property, using Keycafe’s outdoor enclosures to protect the systems from the elements. To enhance the visual appeal and maintain brand consistency, they commissioned local artist Thibaut Rodriguez to create eye-catching graphics for the enclosures. These designs, based on the Mona Lisa and Van Gogh, helped guests identify which box their keys were in, and added a touch of artistry to the practical installations.

Les 3 Concierges’ Implementation

• Airbnb Integration: Key access instructions are automatically created and communicated to the guest upon booking confirmation.
• Outdoor Installation: Used Keycafe’s custom-fit outdoor enclosures for weather protection.
• Last-Minute Changes: Changes to reservation are instant and can be made off-site using the Keycafe app, so guests never need to wait around.

Result

The implementation of Keycafe brought immediate benefits to Les 3 Concierges. The administrative time previously spent on managing key exchanges was significantly reduced, allowing the team to focus on other important aspects of their business. Using the SmartBoxes, guests are now clear on where and how to pick up their keys, and the team at Les 3 Concierges are notified immediately when a guest has checked in or out. Positive feedback from guests highlighted the ease of use and reliability of the new system, and Jordan and his team were also impressed with the follow-up from the customer success team at Keycafe, which ensured a smooth and supportive transition to their new system.

The Outcome

• Simplified Operations: Using Keycafe’s Airbnb integration, much less time is spent on administrative tasks like sending instructions to guests and in-person visits to lockboxes.
• Positive Guest Feedback: Guests regularly praise the ease of use of the key pickup and drop off processes.
• Supportive Onboarding The team appreciated continuous support and follow-up from the Keycafe Customer Success team.