How Excellence Academy Streamlined Training Room and Vehicle Key Management with Keycafe

Excellence Academy provides adult education and apprenticeship programs across two training sites in Roissy–Charles de Gaulle and Thiais. Its trainers need regular access to training rooms at both locations, as well as company vehicles for professional assignments outside the Paris region. Before implementing Keycafe, Excellence Academy did not have a dedicated key management system. Its administrative team was responsible for coordinating access to training rooms and company vehicles manually. Managing the training room keys at the Thiais site was particularly inconvenient. Trainers sometimes had to travel to the company’s Roissy location several days before a course simply to collect the keys. On the day of the training, they would then travel back to Thiais with the key. Vehicle key management created another operational challenge. Trainers frequently needed company vehicles for assignments outside the Paris region, including trips over the weekend. Without an autonomous way to exchange keys, vehicles sometimes had to be reserved or taken out of circulation for longer than necessary. The company needed a simple solution that would allow trainers to retrieve and return the appropriate keys without depending on an assistant being present.

Excellence Academy implemented Keycafe to provide secure, autonomous access to keys for training rooms and company vehicles. The company now uses Keycafe at its two sites, including an autonomous location where trainers need to access rooms without an administrative employee being present. Through the Keycafe app, the team can assign the correct keys to each trainer based on their upcoming schedule. Keycafe then automatically sends each trainer a unique PIN tied specifically to the keys they need. Every Friday, the administrative team reviews the following week’s training sessions and assigns the relevant room keys to each trainer. Trainers can then use their unique PINs to collect the correct keys and return them independently at the appropriate site. Keycafe is also used to manage vehicle keys for trainers traveling on professional assignments, including weekend trips outside the region.

Keycafe has simplified how Excellence Academy manages access to training rooms and company vehicles across its two sites. Trainers no longer need to make unnecessary trips to Roissy simply to collect a key before delivering a course in Thiais. Instead, they can retrieve the appropriate room key directly and independently, based on the access assigned to them through the Keycafe platform. The system has also improved the management of vehicle keys for professional travel. More flexible key handovers mean vehicles no longer need to be reserved for unnecessarily long periods because of administrative availability or weekend scheduling. For the administrative team, remote key assignments have reduced the time and resources required to coordinate access. The company no longer needs to ensure that an assistant is physically present for every key exchange, enabling its autonomous training site to operate more efficiently. After installing its second Keycafe system, Excellence Academy saw how the solution could support independent operations across multiple locations. The company highlighted time savings and resource optimization as its most important results.