Challenge
Before Keycafe, Price is Right Rental depended on traditional lock boxes and in-person key exchanges for customer vehicle access. Managing codes required a spreadsheet and weekly manual programming. Across three locations, COO Joel Price spent hours each month updating multiple boxes by hand because there was no remote management option.
Customers often went to the old lock boxes to return a key, only to find that codes no longer worked, leading to delays and frustration. The team also dealt with occasional lock box failures that interrupted operations. This not only impacted customer satisfaction, but also demanded increased work hours for staff and created extra steps during busy periods.
The manual process also made it difficult to keep track of which keys were available, which added uncertainty during peak rental times and slowed down vehicle turnover.
Pain Points
- Lost Time: Manual programming of codes for several lock boxes every month.
- Complicated Process: No remote access, constant tracking of which week each code belonged to.
- Guest Confusion: Returning customers often went to outdated lock boxes with incorrect codes.
- Operational Interruptions: Lock boxes occasionally failed, creating last minute issues.
Solution
Price is Right Rental chose Keycafe for its remote management capabilities and practical customer-friendly box design. The system provides a straightforward way to pick up and return rental vehicle keys without waiting for staff. Each vehicle booking generates a unique code that is sent to customers, who then enter their code at the SmartBox to access or return their vehicle key.
The outdoor enclosure adds weather resistance, allowing customers to reach the Keycafe unit at any time. This supports after hours rentals and keeps things moving even when the team is off site or handling work at other locations. Staff receive updates when a key is returned, with video confirmation available if needed. “It feels great with Keycafe knowing that we can get anybody in,” COO Joel Price said, reflecting the team’s confidence in the new process.
Price is Right Rental’s Implementation
- Centralized Tracking: Every new vehicle key is added to the Keycafe dashboard so key activity stays in one place.
- Outdoor Access: The unit sits in a weather protected enclosure, giving guests secure access at any time.
- Return Alerts: Staff receive notifications when keys are dropped off, helping them stay aware of incoming vehicles.
- Video Records: Built in video recording shows who returned each key, adding clarity when questions come up.
“We have had zero problems in the past few months, and it’s minimized the key part of our operations quite a bit.”
Result
Keycafe has removed the manual work that came with managing lock box codes, freeing up time for the team to focus on preparing vehicles and supporting customers. Staff no longer deal with monthly programming, lock box failures, or confusion around weekly code schedules.
The change has also improved how the rental process feels for customers, moving through vehicle pickup and return without slowdown, and the setup has boosted confidence in the company’s operations. Joel found Keycafe to be a major competitive advantage, noting, “Compared to all the other rental car individuals and companies, we stand out just from our Keycafe alone.”
The Outcome
- Operational Gains: The workflow improved within the first two months, with an 80%reduction in time spent on guest key handoffs.
- Reliable System: Zero issues reported with Keycafe SmartBoxes, compared to two lock box problems per month before.
- Better Customer Experience: Customers find the process quick and modern, often reacting with surprise at how simple it is.
- Stronger Appearance: The Keycafe setup presents a more polished and organized process than previous methods.
- Future Plans: The company plans to expand Keycafe to all locations as they grow.
