Challenge

Before adopting Keycafe, Fuji Auto stored keys in cases organized by brand and alphabetical order. The process was not automated and depended heavily on staff attention. Keys were often placed in the wrong case, switched by mistake, or misplaced entirely. When a key went missing, there was no way to know who had taken it or where it might be.

“The main problem was finding the key, but also the time wasted searching for it,” Operations Analyst Letizia Merlo explained. “We never knew who had the key or where it was.”

As keys moved frequently between departments and sometimes outside the dealership, these issues caused daily slowdowns and frustration.

Pain Points

• Lost Time: Staff spent significant time searching for missing keys
• No Visibility: No clear record of who had a key or where it was
• Manual Errors: Keys placed in the wrong case or switched accidentally
• Operational Delays: Sales, service, and vehicle movement slowed due to missing keys

Solution

Fuji Auto adopted Keycafe to centralize key storage and tracking across the dealership. When a new vehicle arrives at the dealership, its key is registered in the Keycafe app and attached to a fob before being scanned and placed into the SmartBox. Staff access keys using personal codes, allowing every pickup and drop off to be logged automatically.

Keys move frequently between departments including administration, sales, workshop, and body shop. With Keycafe, each movement is tracked in one system. When a vehicle is sold, the final technician returns the key fob to administration, where it is removed and reused for the next vehicle.

All keys are stored in one secure location, making them fast to locate and easy to manage.

Fuji Auto’s Implementation

• Centralized Key Tracking: All keys are registered and visible in one system
• Controlled Access: Staff use personal codes to pick up and return keys
• Daily Workflow Support: Keys move smoothly between departments
• Fob Reuse: Fobs are reassigned when vehicles are sold, keeping the system simple

Result

Fuji Auto saw immediate improvements once Keycafe was introduced. The time spent searching for keys dropped significantly. Using the Keycafe app, staff can now locate any key in seconds and see who last used it. This visibility increased accountability across teams and reduced confusion during busy periods.

“At first, some employees were skeptical,” Letizia adds. “But after a few weeks, they were much happier with this system than the one we had before.” Key handling became predictable, faster, and easier to manage.

By moving away from key cases, Fuji Auto now manages a high volume of vehicles with clarity and control, using a system that supports the pace of daily dealership work rather than slowing it down.

The Outcome

• Time Savings: Key searches reduced from up to an hour to seconds
• Improved Accountability: Clear records show who has each key
• Fewer Lost Keys: Central storage reduced misplacement
• Smoother Operations: Sales and service teams move faster with fewer interruptions