Challenge

Kashiwabara Corporation operates an internal training facility in Yamaguchi, where trainees perform repair work on full-scale mock-ups of buildings.The training center operates without on-site staff, placing the responsibility of door access—both locking and unlocking—entirely on its users.

Before using Keycafe, each room was equipped with a QR code-based access system, but it was prone to frequent technical issues. The codes often failed to scan correctly, doors would not unlock, and the electronic locking mechanisms were unreliable. Because all access points in the facility relied on this unstable system, users sometimes left without properly locking doors, creating significant security risks. It was clear that a more dependable and user-friendly solution was needed.

Pain Points

• Unreliable Access System: Frequent malfunctions with the QR code-based system prevented users from reliably unlocking or locking doors.
• User Frustration: As a self-managed facility, every access issue led to frustration for users, with no immediate fix.
• Increased Admin Burden: Time-consuming intervention from remote administrators reduced overall operational efficiency.
• Security Risks: The inability to properly lock doors due to system errors resulted in unsecured facilities after use.

Solution

To address ongoing issues with door access, Kashiwabara’s management team began evaluating alternative solutions under two key criteria: enabling unattended key handover and allowing for remote facility management. While smart locks were initially considered, they were ultimately excluded due to the requirement to replace all existing doors, which was not feasible in terms of cost and timeline.

Keycafe was selected as the optimal solution thanks to its simplicity and speed of deployment. From order placement to installation and operational readiness, the entire process was completed within a short timeframe — making it an efficient and practical choice for the facility's unique needs.

Kashiwabara Corporation’s Implementation

• User Access Codes: Staff receive an access code in advance to retrieve keys, enabling key handoffs outside business hours.
• Real-Time Management: When staff have inquiries, administrators can remotely check access logs in real time, with the option to review history via the mobile app for added peace of mind.
• Remote SmartBox Control: The ability to operate the SmartBox remotely provides a key advantage in managing an unmanned facility.

Result

The biggest benefit of implementing Keycafe was eliminating the issue of doors not being able to be locked or unlocked within the facility. In the rare case of doors being left unlocked, it’s now easy to check key usage history and status from the management dashboard.

After implementation, Rin Odawara shared her feedback: "We feel confident that choosing Keycafe was the right decision. Users can operate the system intuitively, and administrators find it efficient to manage remotely with real-time notifications and log checks, through both the desktop and mobile app."

The Outcome

• No More Unlocked Doors: Users can take physical keys from the SmartBox to unlock and lock doors, resolving the major issue of doors not opening or closing properly.
• Saved Time: Both users and management are relieved from unnecessary stress and time-consuming troubleshooting.
• Enhanced Security: With Keycafe’s management dashboard, the team can track who used which key and when, ensuring top-level security for the training center.