Auto Dealerships
Key Management for Auto Dealerships
Track and manage keys for sales, service and detailing.
Smarter Key Management Across Your Dealership
Keycafe’s electronic key management system gives dealerships full control over key access and activity. Every pickup and return is logged in real time so staff always know who has each key. Sales teams can access vehicles for test drives without delays. Service technicians retrieve and return keys on their own schedule. After-hours drop offs are simple and secure for customers. With clear records and controlled access, dealerships reduce key loss, improve response times and keep all departments on track.
Designed for Simple
Staff Training
Keycafe is built for quick adoption across your team. Staff access keys by entering a PIN or scanning a QR code with their phone. The assigned bin opens automatically, with no complicated steps or extra tools required. To help you onboard your team, we provide a one minute training video that covers everything users need to know, making it easy to train entire departments quickly. Book a demo to see how it supports faster test drives, organized service workflows, and secure customer handoffs.
Trusted by Industry Leaders
Optimize Your Dealership Operations
Keycafe is built for the daily workflow of auto dealerships, cutting down time spent searching for keys or coordinating handoffs. It integrates seamlessly into your existing process and gives you 24/7 remote access to assign, track, and revoke permissions right from your phone. No need to be on site or rely on paper logs.
For teams that prioritize speed, control, and reliability, Keycafe’s electronic key management system is a better way to stay organized and reduce avoidable costs.
Improve Safety and Accountability
Keys represent access to your dealership’s inventory. Losing one can delay a sale, interrupt a service job, or cause unnecessary costs. Keycafe’s automotive key management system prevents these issues by tracking every key movement and logging each action in real time.
Staff only access the keys they’re authorized to use, and managers can see exactly who took what and when. With organized storage and clear records, you reduce confusion, avoid downtime, and keep your teams working without interruptions.
Control Who Has
Access and When
Set specific permissions by role and time to ensure only approved staff handle your inventory.
Prevent
Key Loss
Real-time tracking and organized storage help you avoid delays and costly replacements.
Track
Every Key
Every pickup, return, and handoff is logged so managers always know who has each key.
Protect Keys with
Secure Storage
Locked bins, randomized locations, and alerts for overdue returns help prevent theft and keep keys protected.
Watch the Key Pickup Process
Minimal training ensures staff compliance
- Search for a vehicle key
- Confirm on the SmartBox touch screen
- Bin opens to reveal the requested key
"The accountability and cost savings of not losing our keys, and being able to know where they are at all times is fantastic. We couldn’t be happier!"
M-Series
SmartBox Modular Key Control
Wall mounted and 4 inches off the wall means it’s not much bigger than a picture frame.
MS5 Base SmartBox 9 Bin
$2399.00
- 9-bin capacity
- Steel-reinforced polycarbonate chassis
- 7” touch screen
- 5MP Camera
- Optical motion sensor
- Cellular kit optional
- 3500 mAh lipo battery backup
- Cloud managed
- OTA updates
- iOS / Android compatible
- IP52 / Weather-resistant
MS5E-18 Expansion SmartBox 18 Bin
$650.00
- 18-bin capacity
- Steel-reinforced polycarbonate chassis
- Cloud managed
- Daisy chain up to 10 Expansions
- IP52 / Weather-resistant
MS5E-42 Expansion SmartBox 42 Bin
$1199.00
- 42-bin capacity
- Steel-reinforced polycarbonate chassis
- Cloud managed
- Daisy chain up to 10 Expansions
- IP52 / Weather-resistant
Smart Features Built for Daily Use
Real-Time Tracking
See who has each key and when it was taken, with a complete history to keep everything organized and easy to find.
Programmable Alerts
Send automatic reminders so keys are returned on time, keeping the team on track without manual follow-ups.
Max Key Limits
Control how many keys each person can hold, ensuring availability for everyone and avoiding delays.
Instant Key Swaps
Transfer key custody between users instantly via the app without returning the key, keeping operations moving during busy times.
Offline Access and Backup
Keep key access running during outages with built-in battery backup, offline mode, and a failsafe release mechanism for emergencies.
Auto Dealerships Love Keycafe
"It's a simple way to keep everything safe and monitored. The absolute best customer service of any 3rd party I've dealt with in a dealership setting."
"Since installing Keycafe my key problems have disappeared. I am able to see who checked the key out and hold them accountable. This has been a cost-effective alternative to the high dollar systems that extort high monthly fees to maintain."
Key Management Trusted by Dealerships
Keycafe gives your dealership full control over every key with a system built to support sales, service, and customer operations. It helps speed up test drives, reduce delays in service, and offer secure after-hours pickups and drop offs. Every key action is tracked in real time, and built-in reports give managers clear insight to catch issues early.
The system connects with CRMs, email tools, and dealer platforms through Zapier, making it easy to automate tasks and keep data in sync. Access is protected by strict controls and encryption on a secure platform. Book a demo to see how Keycafe improves handoffs, oversight, and coordination across your team.
Ready for Smarter Key Management?
Let's Talk.
Frequently Asked Questions (FAQs)
Can service and sales staff access keys remotely from their phones?
Yes, sales and service staff can use our mobile app to select and access keys before arriving at the SmartBox. It saves time by letting them skip the onscreen search and go directly to the key they need. Staff can also be limited to the number of keys that they are able to take out at one time, and have the option to perform a direct key swap to another staff member without having to return the key to the smart box.
How does the installation work - do we need a professional installer?
No. The SmartBox is wall-mounted and ships with fasteners for drywall. Setup is straightforward: connect it to power and Wi-Fi, follow the on-screen setup steps, test the bins and locks, then secure the backplate to a stud or solid wall. Staff adoption takes minutes with minimal disruption.
How do keys get identified and tracked?
Every key is linked to a unique NFC Keycafe fob that’s scanned at drop-off. The system logs each action with full access history like user, date, time, and key description. Administrators can view a full log in real time, helping maintain accountability and reducing operational delays.
