Item: Keycafe
Rating: 10
Author: Shaun Shepherd

Overall Satisfaction with Keycafe

Use Cases and Deployment Scope

At our accommodation for keyworkers and relatives of cancer patients, we’ve completely transitioned from traditional key boxes to using Keycafe for key collection and drop-off. The old key boxes posed frequent security risks and caused several after-hours issues, such as residents picking up the wrong keys or boxes failing to open. Since switching to Keycafe, we’ve experienced none of these problems. Keycafe provides a secure and efficient method for managing keys. It’s incredibly easy to use, and when combined with the provided fobs, keys become fully trackable, adding an extra layer of accountability. We also have the option to just send codes, this is beneficial for our long term bookings as they can last from months to years. The system has made our operations smoother and has brought peace of mind, knowing that our residents’ key access is always safe and reliable.

Pros and Cons

Pros

Amazing Customer Service
Great product
Good Price
Fantastic team
Good options

Cons

Video recordings available on Cloud
More fobs offered with product
Ability to send mobile links without fobs

Return on Investment

Security has improved
Lower cost for Call outs
Improved customer experience

Usability

The product itself is easy to use, self explanatory and intuitive. This makes it extremely user friendly, and reduces issues faced by our residents.

The back office software is also intuitive, it's easy to create new keys, and users. You can assign a booking to each allowing a restricted window for key collection, but will still allow a key drop off at any point.

Key Insights

Do you think Keycafe delivers good value for the price?

Yes

Are you happy with Keycafe's feature set?

Yes

Did Keycafe live up to sales and marketing promises?

Yes

Did implementation of Keycafe go as expected?

Yes

Would you buy Keycafe again?

Yes

Other Software Used

SALTO Systems, StarRez, PROACTIS Spend Control Platform

Likelihood to Recommend

The product is fantastic for settings such as Airbnbs, holiday lets, anywhere there are short term bookings with multiple bookings. Also anywhere staff need to collects keys for multiple reasons: Access to certain areas, vehicles, buildings etc.

I would say the product is probably not suited to places where the keys will not be returned in a short term. For example Long term resident collection.

Using Keycafe

Users and Roles

2 - We have to people currently using the Keycafe system, we are a flagship site and we are hoping to role this out on other Keyworker sites. So far we have been incredibly happy with the product. The two users create keys, manage bookings, ensure keys are collected and deposited within the booking dates, extending bookings when needed.

Support Headcount Required

2 - We have to people currently using the Keycafe system, we are a flagship site and we are hoping to role this out on other Keyworker sites. So far we have been incredibly happy with the product The two users create keys, manage bookings, ensure keys are collected and deposited within the booking dates, extending bookings when needed.

Business Processes Supported

Key Collection
Key Drop Off
Booking management

Innovative Uses

Contractor Key collection
Key hand overs

Future Planned Uses

Office sites
General needs Housing
Maintenance Offices

Likelihood to Renew

The Keycafe system is exactly the product we required, it has replaced the previous system used for Key collection and Drop offs, and Key Management.

We have not seen another product, which will suit the requirements we need. Also replacing the Keycafe would be expensive and would require a lot of work.

Evaluating Keycafe and Competitors

Products Replaced

Yes - We transitioned from traditional key boxes to using Keycafe for key collection and drop-off. The old key boxes posed frequent security risks and caused several after-hours issues, such as residents picking up the wrong keys, boxes failing to open, keys being returned to wrong boxes. Since switching to Keycafe, we’ve experienced none of these problems.

Key Differentiators

Cloud Solutions
Scalability
Ease of Use

We went with the Keycafe system as it's easy to use and intuitive. The patient relatives we regularly have staying are of an older age, they generally not tech savvy. Having an easy to use system, helps to reduce confusion and frustration caused. Leading to a higher overall satisfaction, especially during a stressful stay.

Evaluation Lessons Learned

I might have a more in depth look at some other options, we were surprised with some of the Keycafe features when we discussed suitability with the sales team. Other products, may of had features not mention which would have resolved the issues we were having.

Keycafe Implementation

Implementation Details / Implementation Partner

Implemented in-house

Implementation Phases

Change Management Lessons

Change management was minimal

Keycafe Support

Support Rating

From the very beginning, the customer service has been nothing short of incredible. Our first meeting with [...] was thorough and informative—he took the time to understand our specific needs and ensure that the product would suit us perfectly. Once we received the device, [...] went above and beyond to help us set it up and make sure we were using the software as effectively as possible, tailoring his guidance to our business needs. The team has consistently exceeded our expectations, and it’s comforting to know that they’re always available should we need further assistance.

Keycafe Customer Support Pros and Cons

Pros	Cons
Quick Resolution Good followup Knowledgeable team Problems get solved Kept well informed No escalation required Immediate help available Support understands my problem Support cares about my success Quick Initial Response	None

Using Keycafe

Usability Pros and Cons

Pros	Cons
Like to use Relatively simple Easy to use Technical support not required Well integrated Consistent Quick to learn Convenient Feel confident using Familiar	None