Key Lockbox and Key Management System for your Fleet of Vehicles

One of the most important elements of managing a fleet of trucks or a collection of cars is having a secure and efficient way to store and manage keys. Storing keys in a cabinet behind a desk simply isn’t secure enough anymore, and leaving car or truck keys with your employees can be a liability issue while increasing the chances of keys being misplaced.

With Keycafe’s connected key locker, managers with fleets of trucks or cars now have a way to remotely provide access to keys for their workers while being able to track each key’s pickups and drop-offs for complete control. 

Why Key Management is Essential for Car and Truck Fleets

Managing a fleet of vehicles with multiple drivers poses a variety of challenges that revolve around properly managing the storage and exchange of vehicle keys. A secure way for drivers to deposit their keys for the next driver to pick up is essential, especially for companies that might not have a 24/7 front desk or reception where drivers can hand their keys in.

A connected key locker and key management system allows vehicle fleet managers to reduce key loss, track which employee or driver has which keys, and increase efficiency by cutting vehicle downtime and the time spent organising key pickups and drop-offs.  

• No more time spent searching for who has the keys or where keys are stored
• Set up ongoing key access for employees who need continuous access to keys
• Set up scheduled key access to limit the dates an agent can access keys
• Monitor all key exchanges on the Keycafe dashboard from your desktop or mobile phone
• Reduce the chances of keys being lost or stolen
• Minimise employee and driver liability related to holding onto keys overnight

While it can be tempting to leave drivers the responsibility of holding onto and exchanging keys, this can result in liability and security issues while adding the extra work and time of organising key exchanges between drivers. On top of this, nobody wants to have to rekey the locks on their fleet of trucks because an employee misplaced or lost the keys they were holding onto overnight.

Having a key locker where drivers and employees can deposit and pick up keys reduces the opportunity for keys to get lost and allows drivers to focus on driving rather than trying to figure out who has a certain set of keys. You can read more about how our key management system helps New Way Trucking manage their fleet of vehicles.

Keycafe SmartBox: An IOT Connected Key Locker

Keycafe’s SmartBox is an IOT connected key locker that is paired with a complete key management software that is fully accessible on computers, mobile phones, and tablets. Being fully connected allows vehicle managers to freely manage accesses to keys in the Keycafe SmartBox from anywhere, and provide anyone access to a key from any time. When given access to a key, drivers instantly receive a unique access code on their email or mobile phone number which they enter at the Keycafe SmartBox to pick up the key. 

Whether your fleet has a large amount of keys or only a handful, Keycafe has an eight bin and a 26-bin key locker available with 30-bin expansion units able to connect directly to the original base station. The SmartBox is always connected and has a battery backup in the event of power outages so that your keys are always accessible no matter the emergency. 

Keycafe’s Key Management Software for Fleets of Vehicles

For vehicle fleet managers, a connected key locker with a robust key management software allows them to always be on top of who has which keys, and be able to adjust a driver’s access to specific keys from anywhere at any time. Using Keycafe, fleet managers can provide ongoing key access for a driver who often needs regular access to the same set of keys, or set up a scheduled key access for a specific date and time. Having complete control of every key’s access also allows fleet managers to ensure that certain drivers only have access to specific vehicles, or to restrict the use of specific vehicles to certain days or times of day. 

With Keycafe’s key management software, vehicle fleet managers can easily track their keys with a complete history of pickups and drop-offs and see who currently has which keys. API integrations allow for all of the Keycafe key management software’s functions to be accessible through your existing workplace’s software, and Keycafe’s 24/7 multilingual customer support is always available to help answer any questions. By using a connected key locker and complete key management software like Keycafe, vehicle fleet managers are able to streamline their operations and reduce vehicle downtime while minimising the costs of replacing lost keys or re-keying vehicles.

If you are interested in finding out more about the system, please visit the Keycafe Enterprise and sign up at the bottom to speak with an account manager.

About Keycafe

Keycafe is a technology company modernizing business key management with a cloud-connected SmartBox and accompanying key management software.

In addition to a global Public Network of over 1000 locations for Airbnb users, Keycafe’s Enterprise Solution enables businesses in any industry to manage key access for staff and customers.