Keep your Keycafe system running even when power or internet fails. With offline mode and battery backup built into all MS5 and MS4 Keycafe SmartBoxes, you’ll still be able to pick up and drop off keys. Transactions sync automatically once connectivity returns — all without manual setup.
Offline Mode and Battery Backup for MS5 and MS4 SmartBoxes
What Offline Mode Does
When an MS5 or MS4 SmartBox loses its internet connection (WiFi, Ethernet, or cellular), it shifts into Offline Mode. During this period, you can continue picking up and returning keys as normal, thanks to the SmartBox’s onboard memory:
Continued Key Access: The SmartBox uses its last known sync of permissions, inventory, and user access to authorize pick-ups and drop offs.
Automatic Sync: Any key transactions made while offline are logged locally, then synced back to the Keycafe app once connectivity is restored.
No Setup Required: Offline Mode is available to all customers regardless of plan, and automatically activates whenever a connection is lost.
With Offline Mode, the majority of Keycafe customers can continue operating without interruption during both short and extended outages. For full details on how it works, visit our Offline Key Exchange guide.
Battery Backup & Hibernation Behavior
MS5 and MS4 SmartBoxes include an internal 3500 mAh lithium-ion battery backup system that keeps the system running during power outages.
Battery Performance: On battery power, the device can support roughly 50 to 100 key pickups or drop-offs, depending on usage patterns and environmental conditions.
Hibernation Mode: If the battery level drops below 80%, the SmartBox enters hibernation after one minute of inactivity to conserve power.
This battery backup ensures that even without external power, your SmartBox remains operational during outages.
Offline Unlock Codes & Failsafe Options
In addition to Offline Mode functionality, offline backup codes found in the Keycafe app can unlock bins or the SmartBox itself:
Offline SmartBox unlock codes allow you to dismount or remove the SmartBox from its backplate.
Offline bin access codes unlock individual bins. Each code is single-use, so it’s wise to generate and store them before an outage.
For a last-resort scenario (no power, no connectivity), MS4 and MS5 units include a failsafe unlock module powered independently, allowing the entire box to be removed and keys accessed.
Outage Scenarios with MS5/MS4: What Happens
Outage Type | What the SmartBox Does | What You Can Do |
|---|---|---|
Power outage only | Switches to battery backup | Continue using normally until main power returns. If battery is below 80%, simply press the power button to wake the SmartBox |
Internet outage only | Initiates Offline Mode | Continue picking up and dropping off keys with codes and user badges. When connection recovers, offline activity is synced to the cloud |
Power and internet outage | Switches to battery backup and Offline Mode is activated | Access to keys is retained based on the SmartBox’s most recent cloud sync, and the SmartBox is functional until power returns. |
Guidance for MS3 and Legacy SmartBoxes
Offline Mode and battery backup exist only in MS5 and MS4 models. If you use an MS3 or earlier, follow this fallback plan:
Preparing For an Emergency
With a battery backup and offline codes, you can access all your keys in nearly every scenario. The only scenario you need to prepare for ahead of time is for the very rare event that the Keycafe website and app are offline due to some form of server outage.
With a little prep you can ensure a seamless experience with your key management system. To prepare, you need to download your SmartBox offline codes ahead of time and store them somewhere you can access in an emergency - the best will likely be to print them out or save them on a local hard drive. You may never need these, but once every few years it might really save the day. Lets review a few scenarios.
Scenario 1: Power Outage But You Still Have Internet Access
There has been a local power outage, but your SmartBox is still able to access the internet via either WiFi or cellular. Two minutes after the power goes out, your SmartBox will detect there is no power and automatically go into sleep mode. Once in sleep mode the screen will go dark to conserve the backup battery.
To wake up the system, simply press the small black reset button under the screen and the SmartBox will connect to the internet. You can then proceed to use the SmartBox as normal. Depending on how many key pickups and dropoffs you perform during the power outage, the battery will last up to 6 months giving you plenty of time to get power back to the SmartBox.
Scenario 2: Power Outage and No Internet Access
If you find yourself waking up the SmartBox from scenario 1 and it cannot find an internet signal, we recommend you try one last effort: connect the SmartBox to a smartphone hotspot. If that works, then you can use the SmartBox as normal.
If there is no hotspot available, we still have you covered with offline codes. With these codes you can open all bins or open an individual bin when there is no internet connectivity. If you are confident the power outage is only going to be for a short period of time, then you can access only the keys that are urgently needed. If you anticipate the internet will be out for an extended period of time, you can open all bins and take out all keys for manual distribution until the internet can be restored.
Scenario 3: The Keycafe Website is Down
Sometimes a third-party outage, like Amazon Web Services (AWS), can take out hundreds of websites at once. These outages are rare, but when they happen it can be stressful because the Keycafe app will be offline, meaning you can no longer access any of your codes (including offline codes).
This is the scenario you will now be prepared for. Using your previously saved offline codes, you can now access a single key or all keys using the open all bins offline code. Keycafe fobs are anonymous, so to ensure you know what each key actually unlocks, you will have downloaded your key data showing the name of each key and the corresponding fob serial number. With this data sheet and offline codes, you can now identify all your keys and continue with business while you wait for the outage to be resolved.
Let Us Help
We understand how much you rely on 24/7 access to your keys, and outages can represent a serious issue for your organization. This is why Keycafe has built in multiple redundancies to ensure that you are always in control of your most valuable assets.
Make sure you are prepared for any outage by following our Emergency Outage Plan, and don’t hesitate to contact our support team if you have any questions or concerns.
