Challenge

Biotix Environmental Solutions, a Quebec-based environmental consultancy, was grappling with a persistent headache – missing keys and zero transparency into key usage. Marianne Boivin, Biotix's Executive Assistant, witnessed firsthand the toll this was taking on daily operations. With a team of 19, misplaced keys to facilities and vehicles were causing delays and frustration. Time wasted searching for keys was a significant inefficiency in an otherwise well-oiled machine. Biotix needed a solution that offered both accountability and easy access, without compromising security.

Pain Points

• Key Bottlenecks: Lost and misplaced keys were creating delays in reaching client sites.
• Accountability Gap: No system existed to track real-time and historical key access.
• Wasted Productivity: Time was spent searching for missing keys instead of productive tasks.

Solution

Biotix first attempted their own methods - a notepad next to the keys and Apple AirTags. However, users would often forget or ignore logging their usage, and while the AirTags allowed lost keys to be found, they did nothing to prevent the misplacement from happening.

Following a comparison of key management systems, Biotix landed on Keycafe as the optimal solution. Impressed by its practicality and affordability compared to other options, they knew they had found the answer. Keycafe offered a comprehensive solution for all their key management woes – a convenient, accessible, and trackable system. To pick up a key, staff identify themselves by entering their unique access code at the SmartBox, which then displays a list of keys they’ve been given permission to use. The key return is done using the same code, and details of each transaction are logged.

By implementing Keycafe's SmartBox key management system, Biotix gained complete traceability for every key, automatically recording who took it and when. This level of accountability and efficiency was exactly what Biotix needed. In addition, they found the user-friendliness of the system allowed for even their non-tech-savvy staff to quickly understand their new workflow.

Biotix Environmental Solutions’ Implementation

• The Keycafe Advantage: Biotix chose Keycafe for its superior features, user-friendly design, and low cost compared to competing key management systems.
• Trackable and Transparent: Key access requiring authentication and detailed usage logs provided peace of mind for Biotix management.
• Quick Staff Adoption: Intuitive software and workflows enabled both users and administrators to start using the system from day one.

Result

After two months with Keycafe, Biotix reported a significant decrease in lost keys – from multiple times per week to at most once per month. Moreover, keys that are lost are now found much faster since they can be traced back to the last user. This dramatic reduction in key-related issues led to smoother operations, freeing up countless hours previously wasted searching and waiting.

For Biotix, the benefits went beyond keys. They discovered unexpected advantages like a stronger sense of responsibility among employees, and the idea to place company credit cards in the SmartBox. The accounting team can now easily find which staff member made a purchase (and who to chase down for an invoice!).

The Outcome

• Operational Efficiency: Significantly reduced time spent searching for keys and piecing together a chain of custody boosted overall efficiency.
• Staff Accountability: Detailed access logs enhanced security and led to staff being more conscious of their vehicle use.
• Benefits Beyond Keys: Credit cards placed in the SmartBox are tracked the same way as keys, resulting in more transparent employee spend management.