Challenge

At Wallace Community College in Dothan, AL, faculty and staff faced significant hurdles in accessing state fleet vehicles, used for travel between campuses. With only two individuals responsible for distributing keys, logistical challenges were inevitable. Instructors often experienced delays, or worse, were left without access to vehicles due to conflicting schedules of the key distributors. On top of this, coordinating maintenance with the transportation mechanic was difficult with no transparency into when a vehicle was in use.

Leaving the keys out solved the accessibility problem, but introduced the issue of unauthorized vehicle access and theft. This inefficiency posed a problem for time-sensitive academic and administrative operations, highlighting the need for a more flexible and reliable solution, especially one that wasn’t dependent on staff members being on-site to issue keys.

Pain Points

• Vehicle Access Bottleneck: Instructors were reliant on a manual key distribution process with two on-site staff members.
• Significant Delays: Without instant access to keys when needed, instructors and other drivers were often late to their commitments.
• No Real-Time Visibility: There was no way to remotely view if a vehicle was in use, making it difficult to schedule maintenance and last-minute changes.

Solution

Keycafe emerged as the ideal solution after a thorough search by the department’s leadership team. The cost-effectiveness and user-friendly interface stood out among other key management systems on the market. With both a desktop and mobile app, the ease of access for administrators and end-users alike was a major factor in choosing Keycafe. In fact, the team was able to utilize Keycafe’s extensive help documentation to become familiar with the setup and software before receiving their system.

Their vehicle access workflow involved setting up a request form in the college-wide SharePoint, so all faculty and staff have visibility and access. When a request is approved by the Student and Campus Services team, a booking is created in Keycafe, which automatically creates and sends an access code to the driver, valid for the duration of the vehicle booking. The driver can then enter the code at the SmartBox located outside the Student and Campus Services office and take their key. This system allowed for seamless key pickups and drop offs without the need for staff presence, markedly improving the workflow for accessing fleet vehicles.

Wallace Community College’s Implementation

• Cost-Effectiveness: Leadership found Keycafe to be lower cost, yet more user-friendly and accessible compared to other systems.
• Streamlined Reservation System: Drivers automatically receive unique access codes for vehicle keys, valid only for the booking’s duration.
• 24/7 Self-Serve Access: The SmartBox allows for keys to be accessed anytime, even without Student and Campus Services staff present.

Result

The implementation of Keycafe at Wallace Community College yielded immediate and overwhelmingly positive results. Faculty and staff quickly adapted to the new system, expressing their appreciation for the newfound ease of access to vehicles. The convenience of being able to pick up and drop off keys at any hour, without the need for interpersonal coordination, was a game-changer for the college's operational dynamics. This level of autonomy and efficiency was unprecedented on campus, leading to a notable increase in user satisfaction.

The system's impact extended beyond just the convenience of key exchanges; it facilitated a more effective management of the fleet's maintenance schedule. The college's Transportation Mechanic was able to access vehicle booking information through Keycafe, allowing for better planning and execution of regular maintenance checks. This not only ensured that vehicles were kept in optimal condition but also minimized downtime, contributing to the overall reliability of the campus fleet.

The Outcome

• Immediate Positive Feedback: Both administrators and drivers have noted what a great addition Keycafe has been to the campus.
• Improved Maintenance Scheduling: Leveraging Keycafe's booking visibility, the mechanic can now squeeze in regular checkups when a vehicle is not in use.
• Eliminated Wait Time: Instructors can now make it on time to their commitments with zero delays picking up vehicle keys.