How Biarritz Camping Improved Late Arrivals and Key Management with Keycafe

Before implementing Keycafe, Biarritz Camping managed late arrivals using collection trays placed outside the reception area. Each arriving guest received a small envelope containing the keys to their accommodation, a map of the campsite, and the required wristbands. Although this process allowed guests to arrive after reception had closed, it offered limited security and visibility. The team could not confirm exactly when a guest had collected an envelope or verify who had taken each set of keys. There was also a risk that guests might accidentally collect the wrong envelope or enter the wrong rental accommodation. With keys and arrival information left unattended outside reception, the campsite needed a more secure and reliable way to welcome guests after hours. Beyond late arrivals, Biarritz Camping wanted to improve key coordination between reception and housekeeping. The team needed an efficient way to manage keys from guests departing early, pass them to housekeeping, and return them securely before the next guests arrived.

Biarritz Camping installed a Keycafe SmartBox outside the reception office as a centralized key exchange point for guests, reception staff, and the housekeeping team. Before reception closes, staff place each late-arriving guest’s accommodation key inside the Keycafe SmartBox. The guest receives an SMS containing a unique collection code linked to the assigned key. Upon reaching the campsite, they enter the code at the SmartBox, collect their key, and proceed directly to their unit. This controlled process replaces the envelopes and arrival materials previously left unattended outside reception. The same system supports accommodation turnovers during the day. Early-departing guests deposit their keys into the SmartBox, creating a centralized handoff point where reception can coordinate access for housekeeping. Housekeeping retrieves the relevant keys when an accommodation is ready to be cleaned and returns them to the SmartBox after completing the work. This keeps keys secure and accessible throughout every stage of the turnover workflow.

Keycafe has transformed how Biarritz Camping manages late arrivals. Instead of leaving envelopes containing keys and guest information outside reception, the campsite can now provide secure, controlled, and autonomous access to each guest. Late-arriving guests no longer need to worry about reception hours and grabbing the wrong keys. They receive a unique collection code by SMS and can retrieve the correct keys whenever they arrive, giving them a smoother and more convenient check-in experience. The campsite team also benefits from greater visibility and control. Key exchanges can be managed more reliably, reducing uncertainty about whether a guest has collected their keys and minimizing the risk of someone accessing the wrong rental accommodation. Keycafe has also improved internal coordination. When guests depart before 9 a.m., their returned keys can be passed from reception to housekeeping more efficiently. This allows the team to anticipate cleaning schedules, begin rental turnovers earlier, and prepare accommodations for incoming guests. After cleaning is complete, housekeeping can return the keys to the SmartBox, where they remain secure and ready for the next guest. By supporting the entire process—from early departure and housekeeping to late arrival—Keycafe has helped Biarritz Camping increase productivity while giving both staff and guests greater peace of mind.