Challenge
For years, Al Packer Ford relied on a manual key tracking system: manila envelopes with stock numbers stored in filing drawers at the operator’s desk. Salespeople had to sign keys in and out, often forgetting to return them or handing them to others without logging the exchange.
This outdated method caused frequent delays in test drives and service operations, with keys constantly misplaced or lost. The team routinely spent hours each week searching for keys, creating frustration for staff and customers alike.
Pain Points
- Lost Keys and Lost Time: Staff spent hours searching for misplaced keys, disrupting test drives and customer handoffs.
- No Accountability: Without a tracking system, no one knew who had a key or when it was taken.
- Customer Frustration: Delays during sales and service caused poor experiences and slower deals.
- High Replacement Costs: The dealership spent up to $9,000 annually on replacement fobs, often costing $400 - $500 each.
Solution
After evaluating multiple key systems, Al Packer Ford chose Keycafe for its sleek wall mounted design, user friendly software, and real time tracking capabilities. Competing options were bulky, required floor space, and lacked an intuitive app.
Each vehicle key at Al Packer Ford is now tagged with a Keycafe fob and stored in the Keycafe SmartBox, accessible only to authorized staff via unique PINs or NFC badges. Managers monitor all key movements through the Keycafe dashboard and receive instant visibility into who checked out or returned each key.
The process is seamless:
- Vehicles arriving from the Get Ready department are tagged and checked in.
- Staff can instantly locate keys using the Keycafe app or SmartBox screen.
- Every transaction is logged with time, user, and location data.
Implementation
- Centralized Key Tracking: Every key is digitally registered, stored, and tracked in real time.
- Role-Based Access: Employees only access keys relevant to their department (Sales, Service, or Get Ready).
- Smart Notifications: Managers receive instant alerts for checkouts and late returns.
- Cloud Dashboard: Allows full visibility across departments and locations.
- Space Efficient Design: Wall mounted SmartBox units save floor space in high traffic dealership areas.
“Best decision we have ever made for key tracking and organization.”
Result
Since introducing Keycafe, key losses have dropped by over 95%, saving the dealership thousands in replacement costs and eliminating delays caused by misplaced keys. The SmartBox system brought structure and accountability to key management, giving the team full visibility and control over daily operations.
Staff now check keys in and out within seconds, track usage instantly, and keep every test drive on schedule. Managers can see who has which key at any time, improving communication and reducing downtime. With stronger inventory control, faster coordination, and transparent tracking, Al Packer Ford has moved from key chaos to complete control, running smoother and more efficiently than ever.
The Outcome
- Lost Keys Eliminated: Reduced from hundreds per year to only a few.
- Full Accountability: Digital logs show who took each key and when.
- Faster Operations: Sales reps can locate keys instantly and focus on customers.
- Cost Savings: Thousands saved annually in key replacement costs.
- Better Space Utilization: Wall mounted units save valuable dealership floor space.
