In the taxi business, a vehicle sitting idle at dispatch is a vehicle losing money. When fleets run 24 hours a day, shift changes need to be fast and organized. Every minute a driver spends waiting for a vehicle key is a minute they are not on the road, and every unrecorded key swap creates an administrative headache.
For over 30 years, C&H Taxi has been a reliable transportation staple in Charleston, West Virginia. Today, the locally owned company manages its fleet with a system of 38 vehicle keys. Because C&H leases its vehicles to independent contractors on a time basis, knowing exactly who has which car and for exactly how long is the foundation of their business model.
For CEO Jeb Corey, finding a way to track vehicle access without slowing down drivers or tying up his dispatchers was essential to the company's bottom line.
The Problem: The hidden costs of pen and paper tracking
Before Keycafe, C&H Taxi relied on a physical handoff system. A staff member at the dispatch window would hand the vehicle keys to the driver and record the checkout time in a paper logbook.
In a quiet office, that approach might work. In a busy dispatch center, however, it was easy for information to slip through the cracks.
"Sometimes they did a fantastic job of tracking that data," Jeb explains. "But when you're talking to drivers, answering the phone, and responding to questions all at the same time, sometimes that information wouldn't be as accurate or would simply be forgotten or not written down."
This missing data created two massive problems. First, if a shift changed in the middle of the night when the window was unstaffed, swapping keys between drivers was logistically difficult. Second, and more importantly, inaccurate logs directly threatened the company’s revenue. Because drivers are billed based on how long they have the vehicle, a missing drop-off time meant C&H Taxi management had to manually scrub through security camera footage just to figure out what to charge the driver.
The Solution: Self-serve access and remote fleet control
Jeb did extensive research before selecting Keycafe, ultimately choosing the system for its ease of use, flexibility, and overall value.
C&H Taxi now uses Keycafe to completely automate vehicle handoffs. Management programs the system in advance so drivers only have access to the specific vehicles they are approved to lease. From there, the daily workflow runs entirely on its own:
Self-Serve Checkouts: Drivers walk up to the Keycafe SmartBox, enter their unique credentials, and retrieve their key without needing to talk to a dispatcher.
Quick and Secure Key Returns: Every key is fitted with an NFC tag. At the end of a shift, drivers simply scan the key, a bin pops open, and they drop it securely inside.
Remote Vehicle Access: Even when the local dispatch office is empty, remote operators can use the Keycafe dashboard to instantly grant drivers access to a different vehicle.
Beyond the Fleet: Securing gas cards and facility keys
Once C&H Taxi saw how effectively the system managed their vehicles, they expanded its use to protect other company assets.
Today, the company’s Keycafe system holds physical gate keys, facility door keys, and company gas cards. When a driver needs to refuel, they check out a gas card exactly like a vehicle key. Management gets an automatic, timestamped record of exactly who holds the card and when it is returned, ensuring complete accountability over fuel expenses.
Reducing Billing Disputes and Administrative Work
For C&H Taxi, keeping track of keys is about more than knowing where they are. It helps the company accurately track vehicle usage, bill for the time used, and reduce administrative work.
With Keycafe’s digital timestamps, the company has a clear record of when keys are returned. If a driver returns a key an hour late, the system provides an accurate record of the transaction.
"We want to be accurate on that information. So if somebody brings back a key later than they're supposed to, now we have that data and we can make sure that we charge appropriately for that time," Jeb notes. "Without the platform, we'd have to go back to surveillance systems and try to watch camera footage. That takes up a lot of time, energy, and effort, which in any business is a cost."
By simplifying key tracking and recording return times automatically, Keycafe helps C&H Taxi reduce manual work, bill accurately for vehicle usage, and keep its fleet moving around the clock.
Key takeaways for 24/7 operations and transportation fleets:
Automate your time-based billing. If your revenue relies on knowing exactly how long an asset is used, digital timestamps are much more reliable than human dispatchers.
Enable unstaffed handoffs. The Keycafe SmartBox allows your business to keep moving during night shifts or weekends without paying dedicated staff to manage a key window.
Centralize access globally. Cloud-based systems mean your management team or remote call centers can instantly resolve access issues from anywhere in the world.
Secure high-risk assets. Expand your key management system to track high-value physical items like company credit cards, fuel cards, and secure facility keys.
👉 Stop tracking fleet keys on paper. Book a demo today and see how Keycafe can automate your 24/7 shift changes.
