Barna BunsHow Barna Buns Achieved Full Traceability of Their Vehicle Fleet with Keycafe
“The biggest benefit of Keycafe is having full control of the keys at all times, knowing where they are, who drops them off, and how efficient it is to pick them up and return them to their place again.”
Óscar Ruiz
Production Engineer
About Barna Buns
Barna Buns is a Barcelona-based bakery specializing in premium brioche burger buns, artisan breads, pastries, and baked goods. Founded from a long-standing baking tradition, the company combines craftsmanship with modern production and distribution to serve customers across multiple locations.
Nicole Arasaki Moromisato is a Marketing Coordinator at Keycafe, specializing in the auto dealership and fleet management industries. She focuses on how dealerships and fleets use key management to streamline service, sales, and vehicle access workflows.
Challenge
As Barna Buns expanded its operations to supply cakes, pastries, bread, and its signature hamburger buns throughout Barcelona, managing logistics became increasingly challenging. Before implementing Keycafe, the company stored its company vehicle and warehouse keys in a simple shared box where employees would leave and retrieve keys manually.
The production and logistics teams had no reliable way to track key usage or maintain control. When a delivery vehicle was needed, employees simply took the appropriate key from the shared box. Management had no record of who had taken which key or who was responsible for a specific vehicle at any given time. This lack of visibility led to wasted time searching for missing keys and created accountability challenges, particularly when a vehicle received a traffic ticket or was involved in an incident.
Pain Points
- Zero Traceability — No system existed to track who accessed each key or when.
- Lack of Accountability — The company could not determine who was responsible for a vehicle during incidents or unexpected situations.
- Time Wasted — Employees regularly spent valuable operational time searching for misplaced keys instead of focusing on their daily tasks.
- Frequent Mistakes — The disorganized key box created avoidable errors and misplaced warehouse and vehicle keys.
Solution
Barna Buns implemented the Keycafe SmartBox system to replace its previous manual key storage process with a secure and organized solution. The company moved from a shared key box to a centralized system where employees can access and return keys through their individual profiles.
The SmartBox provides a simple and reliable way to manage company vehicle and warehouse keys, giving the team greater visibility and control over daily operations.
Implementation
- Individual User Profiles — Each employee who requires key access has their own secure profile, ensuring that every key transaction is linked to the correct person.
- Automated Logging — Every key pickup and return is automatically recorded, creating a complete history of key activity.
- Real Time Availability — Employees and managers can quickly confirm whether a specific key is available when needed.
- Incident Accountability — Key activity records provide a clear audit trail, helping the company identify responsibility in case of vehicle incidents or other situations.
“Now we know exactly when keys are returned, who returned them, and whether they are available for the next person. All of our employees quickly learned how to use the Keycafe lockers, and the system has been working very well.”
Result
Keycafe transformed the way Barna Buns manages access to its company vehicle and warehouse keys. The new system replaced an unreliable manual process with a structured and accountable solution, giving the team greater confidence in their daily operations.
With improved organization and visibility, employees can now work more efficiently, while management has the information needed to resolve key related issues quickly and confidently.
The Outcome
- Complete Traceability — Full visibility into company vehicle and warehouse key usage.
- Improved Accountability — Clear ownership of key access through a reliable record of activity.
- Streamlined Operations — A more organized key management process that supports smoother daily workflows.
- Greater Reliability — Reduced errors and a more dependable system for managing important company assets.
- Smooth User Adoption — Employees quickly adapted to the Keycafe SmartBox, making the transition simple and effective.
Customize Your Solution Now
Configure and purchase your smart key management system in minutes. Our onboarding specialists will work with you to set up your solution and ensure it's a success. If Keycafe is not the right fit for your business, you may return it for a full refund for up to 45 days!
