Challenge

BGA Location is a vehicle rental company operating across the Bordeaux region, managing a fleet of approximately 300 to 400 cars and utility vehicles spread over several agencies. Their core business revolves around providing flexible and reliable rental services for both personal and professional clients. With multiple locations and a large number of vehicles to manage, the company quickly faced logistical and operational challenges that hindered efficiency and customer experience.

Before implementing Keycafe, the company relied entirely on manual key management, which created a strong dependence on on-site staff. Vehicle pick-ups and returns were strictly tied to office hours, limiting flexibility for clients and creating scheduling bottlenecks. Every rental required staff presence to hand over and collect keys, which increased workload and slowed down operations. On top of that, the lack of real-time visibility over vehicle returns made it difficult to track the fleet accurately. These challenges impacted operational efficiency, autonomy, and ultimately the customer experience, highlighting the need for a more automated and flexible solution.

Pain Points

• High Staff Dependency: Employees had to be present to manage key handoffs
• Restricted Access Hours: Customers were limited by agency opening times
• No Key Tracking: No visibility on who picked up or returned keys
• Security Gaps: No proof of key return or vehicle handoff
• Inefficient Operations: Manual processes slowed down rentals and returns

Solution

BGA Location implemented Keycafe’s SmartBox key management system to fully automate their vehicle key management process.

Once a rental contract is established, the team sends the customer:

• A rental summary
• A unique access code generated by Keycafe

Customers can then independently collect their vehicle by entering the code at the SmartBox, which opens the locker containing their key. Each vehicle key is stored with a Keycafe fob that identifies the key, enabling secure tracking throughout the rental lifecycle.

Upon vehicle return, the customer simply scans the Keycafe fob at the SmartBox. The locker opens automatically, and the key is deposited without any staff involvement.

BGA Location’s Implementation

• Automated Pickup & Drop-Off: Customers collect and return keys independently
• 24/7 Access: No dependency on opening hours or on-site staff
• Smart Key Tracking: Each key is linked to a Keycafe fob that identifies the key at pickup and drop off
• Instant Notifications:
  • Customer name
  • Vehicle license plate
  • Time of return
  • Video proof of key deposit
• Centralized Control: Full visibility across agencies and fleet

Result

Keycafe significantly transformed BGA Location’s operational model.

The company drastically reduced its reliance on on-site personnel, allowing rentals and returns to happen autonomously. The entire rental process is now automated, from contract validation to vehicle return.

This shift delivered:

• Clear time savings
• Increased operational freedom
• A measurable return on investment
• A smoother, more professional customer experience

Keycafe also provided total fleet visibility, allowing the team to know where vehicles are, who is using them, and when they are returned : A major improvement over their previous manual system.

The Outcome

• Reduced Staffing Constraints: Less need for on-site presence
• Full Fleet Control: Real-time visibility over vehicle usage
• Improved Security: Verified key deposits with video proof
• Enhanced Customer Experience: Faster, simpler, and fully automated rentals