Uitdaging

Gringhub is a company based just outside Paris in Vélizy-Villacoublay that supports last-mile delivery providers in their transition to electric vehicles. They offer both charging infrastructure and electric vehicle rentals to delivery companies. Their goal is to provide a reliable, centralized location where drivers can start and end their day with a fully charged vehicle and seamless support.

As operations expanded, one major obstacle emerged: key handoffs. With multiple clients renting vehicles and different drivers using them daily, manually distributing keys became unsustainable. Gringhub’s staff had to be present onsite at all times just to manage key exchanges; a process that was time-consuming, inefficient, and vulnerable to human error. There was no reliable way to track who had accessed each vehicle, creating operational friction and security concerns.

Pain Points

• Manual Key Handoffs: Staff were required to be onsite at all times just to distribute and collect keys.
• Lack of Visibility: There was no reliable way to track which driver had accessed a vehicle or when.
• Security Risks: Keys were sometimes misplaced or left in vehicles, increasing the risk of loss or theft.
• Operational Delays: If a driver forgot or failed to return a key, the next driver couldn't use the vehicle, causing downtime.

Oplossing

Gringhub turned to Keycafe to solve their key management bottleneck. The SmartBox system provided a secure and trackable way to manage vehicle key access, allowing drivers to pick up and return keys independently at the start and end of their shifts. Each key handoff is automatically logged digitally, providing a complete access history and improving accountability across the board.

Keycafe also enabled Gringhub to support a 24/7 self-service workflow for their clients. Vehicle keys can be picked up or dropped off at any time, even when Gringhub staff are off-site. For a business built on efficient vehicle turnover and client flexibility, this level of automation was an important addition to scale future operations.

Gringhub’s Implementation

• Self-Serve Key Access: Clients' drivers retrieve and return keys without needing onsite staff, 24/7.
• Remote Authorization: Client managers can authorize keys remotely through the Keycafe app for real-time permission changes on-site.
• Central Key Drop-Off Point: Keys are dropped off by drivers after daily routes when vehicles are returned for charging.
• Full Visibility: Every interaction is logged digitally, allowing for real-time tracking and accountability.

Resultaat

Keycafe enabled Gringhub to run their vehicle handoff process without staffing it, a change that reshaped their operational model. Keys are now always accessible, but only to authorized users, removing a major friction point for both Gringhub and its clients.

The automation gave Gringhub full visibility over their shared fleet usage and reduced the risk of keys being lost or forgotten. They also gained a new billing advantage: using SmartBox activity to verify which vehicles were onsite allowed them to invoice clients accurately.

Gringhub reported that once one client adopted the system, others followed quickly, seeing how much time and coordination it saved. What began as a key management fix evolved into a core part of Gringhub’s value offering.

“Clients love the system. It’s practical and gives them one more reason to choose our charging hub”, explained Kamel Fekhart, Gringhub CEO.

The Outcome

• Reduced Labor Costs: No more need for staff to be present for key handoffs led to increased profitability.
• Fleet Oversight: Gringhub staff track driver activity and vehicle status remotely through the Keycafe app.
• Billing Accuracy: SmartBox activity confirms vehicle presence and supports precise client invoicing.
• Increased Service Value: Keycafe became a selling point for Gringhub’s vehicle rental and charging services, bringing in clients who saw their competitors’ time savings.