Challenge

Ensis Groupe, based in Villeparisis, France, operates a diverse vehicle fleet across its subsidiaries: Clamens, which recycles construction materials, and STPS, a public works company serving major utility providers like GRDF (Gaz Réseau Distribution France) and EDF (Électricité de France). With over 90 vehicles and 480 employees, their operations require daily coordination between drivers, mechanics, and managers across multiple departments and shifts, including overnight and emergency on-call work.

The company relied on a manual process for managing vehicle keys, using a physical board and office lockers. Drivers often left keys in informal places, forgot to return them, or passed them around, creating uncertainty around vehicle availability. When a truck needed to be reassigned, repaired, or dispatched urgently, not knowing where the key was (or whether it was even onsite) led to delays, internal friction, and service disruptions.

Pain Points

• Lack of Traceability: Keys were frequently exchanged informally between drivers without records, making it difficult to track vehicle usage and ensure accountability.
• Unreturned or Misplaced Keys: Keys were left in personal lockers or not returned at all, delaying vehicle reassignments and interrupting workshop schedules.
• Uncontrolled Access: Key storage relied on open boards or unsecured drop-off points, with no ability to restrict access by role, vehicle, or time of day.
• Administrative Burden: Fleet managers were often required to manually resolve key-related issues, adding time-consuming tasks to their daily responsibilities.

Solution

To bring structure and security to their key management, Ensis Groupe deployed Keycafe SmartBox systems across their Clamens and STPS operations. Drivers, workshop staff, and dispatch managers now use the system daily to retrieve and return keys through secure, logged access.

Each user is assigned a unique PIN code that is tied to specific permissions based on their role and responsibilities. For example, drivers only see keys relevant to their assigned vehicles, with access limited to certain time windows. Workshop teams can retrieve any key they need for maintenance, while dispatchers can grant or revoke access remotely via the Keycafe app.

This configuration ensures only authorized personnel handle keys, with full visibility into every transaction. The SmartBox system replaced informal practices with a standardized, auditable workflow; improving security, accountability, and operational control.

Clamens’s and STPS’s Implementation

• Role-Based Access Control: Each user is added to the Keycafe system with specific permissions based on their role; such as drivers, workshop staff, or managers, limiting access to only the keys they need.
• Scheduled Access Windows: Access times are customized to align with each user’s shift or responsibilities, ensuring keys are only available when needed and improving oversight.
• Remote Management: Dispatchers and IT staff use the Keycafe app on their phones and computers to manage access and troubleshoot issues in real time, even outside working hours.
• Shared Use Across Departments: In addition to drivers, the workshop team and night shift staff rely on the system to retrieve vehicle keys without needing to track down coworkers or supervisors.

Result

Following the rollout of Keycafe across their Villeparisis operations, Ensis Groupe achieved a complete transformation in how keys are managed by drivers, managers, and workshop staff. Informal handoffs and unsecured storage methods were replaced with a structured, traceable system that allowed users to independently access the keys they needed, while administrators maintained full control over permissions and access windows. This was especially valuable for night and weekend shifts, where on-call teams could retrieve keys without delay and continue operations without needing managerial support onsite.

The new system also improved cross-team coordination. Dispatchers are able to quickly reassign vehicles based on availability, and maintenance staff can retrieve keys for repairs as needed, all without interrupting workflows. With clear procedures and centralized access, key management became faster, more secure, and significantly more reliable for everyone involved.

The Outcome

• Full System Adoption: 100% of keys are now deposited and retrieved through Keycafe, eliminating informal exchanges between staff.
• Drastic Reduction in Key Loss: Over 80% decrease in lost or forgotten keys, significantly improving daily reliability.
• Time Savings in Daily Operations: An estimated 30% reduction in time spent managing key access and coordination.
• Improved Visibility and Accountability: Real-time tracking of key movements ensures secure access and supports internal oversight.