Introducing a New Permission Level: Organization Admins

As technology continues to evolve, Keycafe remains at the forefront of innovation in the business key management industry. We are excited to announce our latest software enhancement, the introduction of Organization Admins. This feature is designed to streamline key and access management for businesses and organizations of all sizes, offering a seamless and efficient solution for multiple managers at once.

Understanding Organizations

In the Keycafe software, an "organization" represents a distinct entity with its own set of users, keys, permissions, groups, locations, SmartBoxes, and account settings. When you create a Keycafe account, add a location, and attach a SmartBox, you become the account owner, and your company becomes your Keycafe "organization".

With our latest update, you now have the ability to appoint "organization administrators" who can manage users, keys, groups, locations, and SmartBoxes within your organization, just like you.

Introducing Organization Administrators

Organization administrators are staff members within your organization who are granted a new permission level, allowing them to assume administrative responsibilities similar to those of the account owner. With this elevated access, they can effectively manage all keys, accesses, SmartBoxes, and other key management details within the company, except for billing information.

This enhancement enables you to delegate key management tasks and streamline operations while maintaining control over sensitive financial details.

Setting Up an Organization Administrator

The process of setting up an organization administrator is straightforward and can be completed in just a few simple steps:

Step 1 - Invite a staff member as a Full User:

  1. Log into your Keycafe account.
  2. Select "+ Add" from the menu.
  3. Choose "User" and then "Full User".
  4. Enter the staff member's email address and click "Add User". You can disregard other fields as they will be auto-populated once the staff member creates their Keycafe account.

Step 2 - Convert Full User to Organization Administrator:

  1. Log into your Keycafe account.
  2. Select "Users" from the left menu.
  3. Navigate to "Organization Permission”.
  4. Click on "+ Add Permission”.

Once completed, the user you've appointed as an organization administrator will have access to the same functionalities as the account owner, except for billing details. This ensures smooth coordination and efficient management within your organization's Keycafe account.

Navigating Between Organizations

For the account owner, there is typically only one organization associated with their Keycafe account. However, when a Full User is granted the permission of an "organization administrator," they will have access to two organizations: your company's organization and their own personal organization.

Users can easily navigate between these organizations using the drop-down selector located in the upper-right area of the desktop app or by selecting "More" in the phone app and scrolling to the bottom.

To edit the name of your organization, simply open the Keycafe app and follow these steps:

  1. Select “More” from the left menu.
  2. Click “Organizations”, then “About Organization”.
  3. Select Edit, then enter a new name for your organization.
  4. Click “Save”.

Removing an Organization Administrator

Key orgs's tracking and monitoring capabilities not only lead to time savings, but also improve key accountability among your employees. This results in fewer lost, misplaced, or stolen keys, reducing the need for re-keying. This is a cost-effective solution, as it eliminates the expenses associated with re-keying (which can be costly particularly for modern vehicle keys), as well as the cost of replacing locks in the event of a lost or stolen key.

  1. Log into your Keycafe account.
  2. Select "Users" from the left menu.
  3. Locate the name of the user you wish to remove as an administrator.
  4. Access "Organization Permission".
  5. Click on the trash can icon next to the organization's name.

By following these steps, the user's administrative access to your organization will be revoked, ensuring control and only authorized access over your key management system.

Final Thoughts on Workplace Key orgs

We understand that adapting to new features may require additional support or clarification. If you would like to learn more about organizations, organization administrators, or any other aspect of the Keycafe software, visit our extensive Help Centre.

If you prefer a live training session for your organization, we encourage you to reach out to our dedicated success management team. They will be more than happy to assist you and provide further guidance. Feel free to contact us at

At Keycafe, we strive to deliver the most efficient and user-friendly key management solutions. With the introduction of organizations and organization administrators, we are confident that our software will empower your organization with enhanced control, flexibility, and convenience. Stay tuned for more exciting updates as we continue to evolve and innovate.

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