For organizations with a fleet of vehicles, key management represents an often underestimated daily challenge.
Every day, teams must ensure that the right employees can access the right vehicles at the right time, while maintaining full visibility over key movements.
Whether it's service vehicles, technical fleets, emergency response vehicles, or vehicles shared among several teams, the increasing number of users and movements quickly makes traditional methods difficult to maintain.
For a long time, many organizations operated with manual processes: paper logbooks, internal spreadsheets, traditional key cabinets, or informal exchanges between employees.
While these methods may work with a small fleet, they quickly become complex as the number of vehicles increases. Key tracking then becomes a source of wasted time, uncertainty, and security risks.
This is precisely the challenge faced by Assia Una, an association based in Ille-et-Vilaine that supports people weakened by age, disability, or illness, both at home and in care facilities.
With nearly 100 vehicles in service, used daily by various field and administrative teams, the association needed a solution to better track vehicle access and secure key management.
By adopting Keycafe, Assia Una was able to transform a manual process into a more fluid, secure organization with better traceability.
Regain control over vehicle key movements
For fleet managers, one of the main challenges is knowing precisely where keys are located and who is using them.
When multiple employees use the same vehicles, it becomes essential to be able to quickly answer simple questions:
Who currently has the key to a vehicle?
When was it picked up?
Is the vehicle available?
Has the key been returned?
Without a centralized system, this information often relies on manual tracking or team memory.
At Assia Una, fleet growth and constant vehicle movements progressively made this organization more challenging.
As explained by Vincent Prido, Head of Service at Assia Una:
« Our activity is mainly based on home care, which means we have a fleet that is constantly in motion. What was difficult for us was to track and know where the cars are at any given moment. »
With Keycafe, the association now benefits from better visibility into the use of its vehicles.
« Today, we have a digital tool that truly allows us to easily and readily know where our cars are and with whom. »
Replace paper tracking with digital key traceability
Many organizations still use manual methods to track their vehicle keys.
These systems quickly present certain limitations:
Information difficult to centralize
Lack of precise movement history
Time wasted searching for a key or vehicle
Difficulty in identifying responsibilities in case of an issue
A connected key management solution allows for centralizing keys in a secure, Cloud-connected cabinet while automatically recording each pickup and return.
Each movement is associated with a user, thus providing complete visibility into vehicle usage.
For Assia Una, this traceability represents one of the main changes brought about by Keycafe:
« We had management and traceability that was done via paper logbooks. Today, we have a digital tool that truly allows us to know where our cars are and with whom. »
Facilitating vehicle access for field teams
In many sectors, vehicles are used by mobile teams who need to be able to move quickly.
This is particularly true in the home care sector, where professionals must carry out multiple interventions each day.
At Assia Una, Keycafe users are mainly divided into two groups:
Field teams, including caregivers, nurses, and occupational therapists using vehicles during their rounds.
Administrative teams also needing access to service vehicles.
A connected solution simplifies this organization by giving employees quick access to the necessary keys, while maintaining full control for managers.
This organization helps reduce manual exchanges and streamline daily operations for teams.
Securing access for permanent and temporary employees
Key management also becomes a security issue when multiple profiles need to access vehicles.
Organizations often need to manage access for:
Permanent employees
New hires
Substitutes
Temporary staff
External providers
Without precise tracking, it can be difficult to know who used a vehicle and when.
Thanks to Keycafe, organizations can better control access while maintaining a complete history of usage.
For Assia Una, this aspect is particularly important:
« We also have short-term personnel, temporary workers or substitutes, services we don't necessarily know. In any case, we can also secure these accesses in this way (with Keycafe). »
Simple adoption for all users
When an organization implements a new digital tool, team adoption often represents a significant challenge.
To facilitate the transition, Assia Una organized awareness sessions for field and administrative teams.
However, Keycafe's ease of use enabled rapid adoption.
« Even for employees who didn't have an affinity for IT or digital tools, there was no difficulty. The tool remains simple and truly accessible for all employees. »
An intuitive solution thus allows organizations to improve their processes without complicating users' daily routines.
« There's a whole calibration system at the beginning that takes a little time to master the tool. But once you understand the tool, you can precisely target and adapt it to the organization's needs. »
👉 Discover how Keycafe can help you optimize your fleet's key management.
