Challenge

CAM Industrial Solutions was grappling with the challenge of effectively managing the use of on-site vehicles at a manufacturing facility in Ontario. The absence of a centralized system to monitor and control vehicle access led to vehicles being misused and keys being left in vehicles. This situation posed a significant risk, especially after hours, not only in terms of security but also in managing the accountability of vehicle damages.

Every incident of misuse or damage to a vehicle meant increased operational costs and time lost in investigating and resolving these issues. The need for a system that could seamlessly integrate into their operations and bring about a culture of accountability and efficiency was evident. CAM Industrial Solutions was in dire need of a transformative solution to reclaim control and oversight of their vehicle fleet.

Pain Points

• Uncontrolled Vehicle Access: Keys were often left in vehicles, leading to unmonitored access and use.
• Lack of Accountability: No system in place to track who used vehicles, especially after hours, and no recourse for unexplained damage to vehicles.
• Operational Inefficiency: Significant time wasted tracking down keys and resolving vehicle use-related issues.

Solution

CAM Industrial Solutions turned to Keycafe to address these challenges. Compared to competing products, the team found Keycafe's solution provided a more cost-effective and efficient way to manage vehicle use. By assigning vehicles to specific work groups and qualifying primary and backup drivers within each group, using Keycafe ensured that only authorized personnel could access the vehicles during their shift. The system's ease of use, supported by a smartphone app and a web interface, along with responsive customer support, made the integration seamless and effective.

At the beginning of a driver’s shift, they sign out the key of the vehicle they’ve been given permission to from the Keycafe SmartBox using their PIN code, which creates a log of the key pickup. At the end of the shift, they simply return the key back to SmartBox using the same PIN code, which again will log the key return, creating a comprehensive record of the vehicle’s use for the day.

CAM Industrial Solution’s Implementation

• Controlled Access: Vehicles assigned to specific groups with designated primary and backup drivers, ensuring controlled but flexible access.
• Full Access Records: The Keycafe system allowed drivers to self-sign out vehicle keys at the start of their shift and return them at the end, creating a log of transactions.
• Responsive Support: The Keycafe support team was easily reachable and helped swiftly resolve queries, ensuring a smooth setup and operation.

Result

The adoption of Keycafe by CAM Industrial Solutions led to immediate and impactful results. The system not only streamlined the management of vehicle use but also significantly improved accountability and reduced the time spent on investigating vehicle damages. The ability to track and identify who signed out the vehicle keys proved invaluable, marking a substantial improvement in operational efficiency and security.

There was initial hesitation from employees who expected a slow and arduous new process for signing out keys, but they quickly adapted after the first key pickup, realizing how quick it was. Everyone was on board and appreciated the transparency and efficiency it brought to their daily routines. Project Manager Rocky Ellison found Keycafe to be a perfect addition to the company’s toolbelt: “The overall accountability was more than expected. The ability to immediately assign a new user access from my phone made dealing with after-hour call ins flawless.”

The Outcome

• Reduced Vehicle Damages: A notable reduction in vehicle damages was observed, with Keycafe enabling precise identification of who used the vehicles and when, reducing the time spent on investigations.
• Cultural and Operational Transformation: Rapid adoption and appreciation for the system's impact on transparency and efficiency.
• Enhanced Accountability: The overall accountability exceeded expectations.