Is it possible to prevent employees from holding too many keys at once?

Administrators can now set a specific cap on the number of keys an individual user is permitted to have checked out simultaneously. This "Maximum Keys" setting helps prevent key hoarding and ensures that essential keys remain available for the rest of the team. By controlling these limits, organizations can maintain better asset rotation and operational availability.

How can I quickly identify who is currently using a specific key?

A new "Keyholder" field has been added to the key details, allowing administrators and users to see exactly who has a key checked out at a glance. This update is designed to help team members quickly identify the person they need to contact for a key retrieval. It streamlines communication by removing the guesswork from tracking down missing or in-use assets.

Can staff members hand off keys to each other without returning them to the cabinet?

The "Field Swaps" feature allows users to transfer custody of a key directly to a colleague while in the field. While the key is never physically returned to a SmartBox during this process, the system still records the transfer and updates the audit trail to reflect the new Keyholder. This saves significant time for mobile teams while ensuring that a complete record of custody is maintained.

Can our company use its existing employee ID cards to access the key system?

Organizations can link their existing non-Keycafe NFC staff access badges directly to the system for user authentication. This allows employees to use their current company badges or fobs instead of requiring a separate Keycafe code or dedicated credential. Integrating existing cards simplifies the login process and aligns key access with established internal security policies.

Is it possible to prevent employees from holding too many keys at once?

Administrators can now set a specific cap on the number of keys an individual user is permitted to have checked out simultaneously. This "Maximum Keys" setting helps prevent key hoarding and ensures that essential keys remain available for the rest of the team. By controlling these limits, organizations can maintain better asset rotation and operational availability.

How can I quickly identify who is currently using a specific key?

A new "Keyholder" field has been added to the key details, allowing administrators and users to see exactly who has a key checked out at a glance. This update is designed to help team members quickly identify the person they need to contact for a key retrieval. It streamlines communication by removing the guesswork from tracking down missing or in-use assets.

Can staff members hand off keys to each other without returning them to the cabinet?

The "Field Swaps" feature allows users to transfer custody of a key directly to a colleague while in the field. While the key is never physically returned to a SmartBox during this process, the system still records the transfer and updates the audit trail to reflect the new Keyholder. This saves significant time for mobile teams while ensuring that a complete record of custody is maintained.

Can our company use its existing employee ID cards to access the key system?

Organizations can link their existing non-Keycafe NFC staff access badges directly to the system for user authentication. This allows employees to use their current company badges or fobs instead of requiring a separate Keycafe code or dedicated credential. Integrating existing cards simplifies the login process and aligns key access with established internal security policies.

Features Update

User Key Limits, Field Swaps, and Use Your Company Badges

2 minutes

Written by Gideon Leung

Published on June 3, 2025

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Features Update 2025: User Key Limits, Field Swaps, and Use Your Company Badges

Author

Gideon Leung

Product Marketing Manager

Gideon Leung is the Marketing Manager at Keycafe, leading global marketing and serving as the company's product expert. He writes the technical documentation, feature announcements, product updates, and how-to guides that help customers worldwide get the most out of the platform.

Set Maximum Keys Per User

Need to limit how many keys a user can have checked out at once? Now you can! With the new Maximum Keys setting, you can specify a cap on how many keys a particular user can check out simultaneously, helping to prevent key hoarding and ensure availability for your entire team.

Learn how to use Maximum Keys.

New Key Detail: Keyholder

Keeping tabs on your keys just got easier with the new Keyholder field, allowing you to see who currently has the key checked out at a glance. This small but powerful update gives admins and users the ability to more quickly find out who they need to contact to retrieve a key.

Field Swaps

Our new Field Swaps feature allows users to transfer custody of a key to another user - without dropping the key off at a SmartBox. In other words, designating a new Keyholder for the key while it is being used. Perfect for users who share keys with each other on the go, this feature saves time and opens up new workflows.

See how Field Swaps work.

Company Access Badges

Organizations can now link their existing non-Keycafe NFC staff access badges to Keycafe users, enabling user authentication without requiring a dedicated Keycafe badge or code. This is ideal for companies with internal access cards or fobs that are already used for access control.

See how to link external badges.