Challenge

As Assia UNA expanded its home healthcare services, managing access to its vehicle fleet became increasingly complex. With up to 100 vehicles distributed across four separate service branches, coordination and oversight were critical to daily operations.

Previously, there was no structured key management system in place. Vehicle keys were freely accessible, without tracking or accountability. While manageable at a smaller scale, this approach quickly became unsustainable as the organization expanded beyond 500 employees.

Each morning, caregivers and nurses needed to retrieve vehicle keys before heading out on their rounds. Some vehicles were kept for several consecutive days depending on schedules. Without real-time visibility, managers had no clear way of knowing who had which vehicle at any given moment.

This lack of control created both operational inefficiencies and security concerns, especially with temporary workers, replacements, and short-term staff requiring access. Managing keys across four independent locations further increased the logistical challenge.

Assia UNA needed a secure, structured, and easy-to-use system capable of bringing visibility and consistency to vehicle management across all sites.

Pain Points

• No Structured Key Management: Keys were freely accessible
• Lack of Visibility: No real-time tracking of vehicle usage
• Security Risks: Especially with temporary or short-term staff
• Multi-Site Complexity: Four separate service branches

Solution

After conducting a comprehensive market study of key management system providers, Assia UNA selected Keycafe for its balance of simplicity, functionality, and cost-effectiveness. SmartBoxes were deployed across all four service branches, standardizing key management throughout the organization. Each vehicle key is securely stored in a SmartBox and organized by service branch and department, ensuring employees only access vehicles assigned to their team.

Access permissions are managed directly through the platform. Administrators assign user rights based on role and department, with the ability to grant, modify, or revoke access in just a few clicks : An essential feature for temporary workers and replacement staff. Each nurse or caregiver receives a personal access code; upon arrival, they enter their code at the SmartBox, view the vehicles they are authorized to use, and the corresponding locker opens automatically within seconds, without managerial supervision.

If a vehicle remains assigned for multiple days, the system continues tracking the allocation in real time. Managers can instantly see who has which vehicle, when it was taken, and whether it has been returned. This structured setup combines staff autonomy with centralized oversight, delivering a scalable, secure, and user-friendly solution that supports daily operations while accommodating future growth.

Assia UNA’s Implementation

• Distributed SmartBoxes Across 4 Locations: SmartBoxes were installed across all four service branches to standardize and centralize key management.
• Secure Access for 500+ Employees: Vehicle keys are organized by branch and department, ensuring staff only access vehicles assigned to their team.
• Controlled Access for Temporary & Replacement Staff: Permissions are assigned by role and department and can be granted or revoked instantly as staffing changes.
• Simplified Daily Key Pickups and Returns: Nurses and caregivers use personal access codes to retrieve authorized keys in seconds, without supervision.
• Real-Time Vehicle Assignment Tracking: Managers can instantly see who has which vehicle, including multi-day assignments, across all locations.

Result

Implementing Keycafe brought immediate structure and control to Assia UNA’s vehicle operations. What was once an open-access system is now fully organized, secure, and traceable across all four locations. Staff only have access to the specific vehicles they are authorized to use, eliminating the risks of unrestricted key access.

The organization now benefits from real-time fleet visibility, allowing managers to instantly see who has which vehicle, including multi-day assignments. This transparency has improved coordination and reduced daily operational uncertainty.

Morning key distribution is faster and more streamlined, saving administrative time and allowing staff to focus on delivering care. With over 500 employees, including temporary and replacement staff, controlled and traceable access has significantly strengthened security and accountability.

Overall, the solution provides a scalable and reliable system that supports Assia UNA’s growth while reinforcing operational efficiency and professionalism.

The Outcome

• Structured & Secure Key Management: Replaced open-access keys with a controlled, permission-based system across all locations.
• Full Visibility of Vehicle Allocation: Managers can instantly see who has which vehicle at any time, including multi-day assignments.
• Time Savings in Daily Operations: Faster key distribution reduces administrative workload and streamlines morning departures.
• Reduced Risk with Temporary Staff: Access rights are assigned by role and can be adjusted instantly, ensuring secure vehicle use.
• Greater Operational Efficiency Across 4 Locations: Standardized processes improve coordination and control across all service branches.