Défi

Managing dozens of keys across multiple multifamily properties presented logistical and security challenges for Lodgeur. Traditional lockboxes were unreliable and lacked visibility: codes weren’t rotated, and there was no record of who accessed a key or when. In-person check-ins added operational costs and friction, while installing smart locks in every unit proved cost-prohibitive due to per-door hardware and ongoing integration fees.

Lodgeur needed a scalable, centralized solution for physical key management that enabled 24/7 guest access and complete accountability without requiring on-site staff.

Pain Points

• Security Risks: Lockboxes lacked visibility and traceability.
• Operational Inefficiency: Manual check-ins increased labor and coordination costs.
• Scalability Limitations: Hardware-based solutions didn’t scale economically.

Solution

To solve these challenges, Lodgeur implemented Keycafe’s SmartBox system along with API integration into their internal workflows. This allowed them to automate key access creation, distribution, and revocation—fully synchronized with their reservation and guest screening systems.

Automated Access Creation: When a booking enters Lodgeur’s system, a one-time Keycafe access code is generated via the API. The code remains locked until the guest completes ID verification, after which it is automatically released - or revoked - based on workflow triggers.

System Orchestration: The current setup runs on an email trigger → Parsio → Zapier → Keycafe API workflow, which writes the access code back into their guest management platform, Track. Lodgeur maintains mapping between listings and key IDs using Zapier Tables, with plans to migrate orchestration to Make + Supabase for greater scalability.

End-to-End Visibility: Both guest and operations teams can see bin status and a real-time audit trail of key movements, enabling remote support and faster resolution of issues. Future integration of cloud-enabled cameras will further enhance accountability and access security.

Lodgeur’s Implementation

• Automated Access Control: API-generated one-time codes tied to guest screening outcomes.
• Real-Time Updates: Instant visibility into key pick-up and return events.
• Custom Integrations: Automated workflows built using Zapier and Keycafe API.
• Remote Management: Full control without on-site staff intervention.

Résultat

With Keycafe, Lodgeur has been providing 24/7 contactless self-check-in since 2019. Thousands of secure key handoffs occur each year without on-site staff, supported by real-time visibility and full accountability.

The solution enhanced operational resilience, improved the guest experience, and saved the company significant costs in both development and recurring subscriptions.

The Outcome

• 24/7 Self-Check-In: Continuous access for guests without staff presence.
• Operational Transparency: Real-time audit trail builds trust and accountability.
• Cost Savings: Avoided ~$5K custom integration costs and saves >$10K annually.
• Automation Efficiency: API-based workflows minimize manual intervention.
• Enhanced Credibility: Demonstrated reliability and professionalism to property partners.