Challenge

Managing keys for multi-unit housing developments is a major logistical challenge for Eiffage Construction. On projects with up to 80 homes, the company’s previous system relied on a large plywood board with screws to hang keys. Subcontractors had to collect keys in person from the site office, sign them out manually, and return them for another signature.

This process consumed valuable time for site managers, who had to be physically present for every key handover. It also created security risks: without proper tracking, keys could be misplaced, and expensive lock cylinders had to be replaced if they were lost. Additionally, leaving units unlocked during construction increased the risk of theft, vandalism, and damage to installed fixtures.

The lack of a functional system meant delays in subcontractor work, frustration for staff, and unnecessary costs for Eiffage Construction.

Pain Points

• Manual Key Tracking: A cumbersome sign-in/out process required site managers to spend a disproportionate amount of time handling keys instead of focusing on project coordination.
• Lack of Accountability and Security: Without an automated key management system, there was a risk of lost keys, theft of raw materials like copper and electrical panels, and vandalism to housing units.
• Loss of Productivity: Subcontractors often had to wait for keys, slowing progress on critical construction phases.

Solution

Eiffage Construction researched several key management providers and ultimately chose Keycafe for its cost-effectiveness, ease of use, and ability to meet all operational requirements within budget. A SmartBox was installed in the construction site office, giving subcontractors and staff self-serve access to keys via personal NFC user badges.

When a subcontractor arrives on site, they simply scan their badge, select a specific unit’s key, and retrieve it without manager intervention. This autonomy allows them to immediately proceed to their tasks. Keys are returned the same way after use, preventing loss and ensuring accountability. The Keycafe key control software automatically logs who takes and returns each key, ensuring a complete and transparent audit trail.

Eiffage Construction’s Implementation

• Automated Key Access: Subcontractors use their user badge to access the Keycafe electronic key cabinet located in the on-site office, giving them the autonomy to retrieve keys for their assigned units.
• Secure Key Storage: The Keycafe system provides a secure location for all keys, reducing the risk of loss and preventing unauthorized access to job site housing units and materials.
• Tracking and Accountability: The system tracks which subcontractors take and return each of the 93 keys, providing a clear visual of staff activity and ensuring accountability for all parties.

Result

Since adopting Keycafe, site managers at Eiffage Construction have regained hours of productive time each week. Subcontractors now work independently without waiting for a supervisor to retrieve keys, reducing downtime and improving overall workflow efficiency.

Site security has also improved significantly. The system has reduced the number of lost keys and incidents of theft, saving the company from costly replacements and repairs. Damage to completed work has decreased because subcontractors are aware they will be held accountable for conditions during their access periods.

The ability to reuse the same SmartBoxes across multiple large-scale projects has made the system cost-effective, with expenses amortized over three construction sites in the past two years.

The Outcome

• Significant Time Savings: Site managers spend far less time managing keys, allowing them to focus on core project coordination, and subcontractors no longer need to wait around.
• Enhanced Security: Theft, vandalism, and accidental damage have dropped thanks to locked units, access tracking, and accountability for subcontractors.
• Long-Term Cost Efficiency: One SmartBox has been used for three major projects, spreading key management benefits over multiple construction sites.