Challenge

Hardy Realty was looking for a key management system that would provide a convenient way for clients to check out keys when viewing vacant properties. In their previous workflow, client IDs were manually verified and photocopied, and clients had to be called to be reminded to return keys. Details were hand-written and paper files were only kept for 30 days. In addition to being inefficient, this system was not feasible during COVID-19 pandemic restrictions. A modern solution was desperately needed.

Solution

Keycafe was chosen as the solution because of the ability to verify IDs within the system, and the notification feature that sends out alerts to clients reminding them to return keys. Hardy Realty was able to operate throughout the pandemic by offering self-managed key access for prospective tenants viewing vacant properties. A unique key access code is sent to the client, and they are required to upload a photo of their ID prior to picking up the keys at the SmartBox. After viewing the property, the client returns the key to the SmartBox, which is then ready for the next client to pick up. Management is notified every time a key is picked up and dropped off, along with the client’s ID.

Result

Hardy Realty’s customer service department immediately recognized the results of working with Keycafe, as property showings could continue through the pandemic without physical contact or client interactions at the main office. “It’s quick, easy, and convenient”, remarked their Customer Service Assistant. In fact, even more prospective tenants are able to view properties now that showings are possible outside of normal business hours. Staff that would normally facilitate key handoffs or accompany clients to properties are now free to focus on other duties. The company has found an increase in not only operational efficiency, but in the capacity for number of property showings as well.