What are electronic key management systems?
What is a key management system, and why are they important?
A key management system is a means to track and control how keys are used in your business. When keys are some of your greatest assets, like in the automotive industry, a good management system can be the difference between a smooth-running and stress-free workplace, and one plagued by headaches. It allows you to control who signs out which keys and when, and set curfews for when they must be returned. It also allows employees to reserve keys for times when their use is urgent.
You might wonder if it's worth switching from manual to electronic, the latter carrying out safeguarding duties automatically. Before deciding, it's important to consider your current labor and key replacement costs, how quickly and easily employees require access to your assets, and what your business’ current security capabilities are. Using the automotive industry as an example, this blog post will take you through some common situations where electronic key management systems can be used, and how they can help transform your business. We will also guide you in picking the right system for you.
7 use-cases for electronic key management systems and how they can improve your business
- Reserving keys for test drives
Product demonstrations are crucial for sealing a vehicle sale. Customers want to know how a car feels to drive, and if the reality matches the picture your sales team has painted. But if a car is already in use every time a customer drops by to test it out, they will soon become frustrated, and may take their custom elsewhere. With our KEYper MXi LOCK-IN Electronic Key System, employees can reserve a key for demonstrations, ensuring a sale stays on the right track. - Restricting access to trained/licensed staff
Only trained staff members or those with a valid license should get behind the wheel of a car. Our KEYper MXi LOCK-IN Electronic Key System benefits from smart software that allows you to provide automated access to your vehicles to authorized users only, and retain a 24/7 audit trail. Not only does this offer total accountability but it also helps keep your employees and customers safe. - Ensuring test drives are completed on time
It can be frustrating if employees over-run on test drives, bleeding into other bookings, especially if specific staff members are routinely late. Or perhaps you have trouble with certain employees misusing your vehicles by taking them out on their lunch break to run personal errands, without permission. This type of irresponsible behavior can be difficult to track but our KEYper MXi LOCK-IN Electronic Key System collects data about user history, duration, and when items were returned. This audit trail can help encourage workers to return keys on time by creating more accountability. - Transferring key ownership in the field
Life gets busier everyday. And the sales world is no different. Being able to transfer key ownership in the field is ideal for last-minute test drives. It tells the customer that your business is always on the ball, always efficient and accommodating. That your team can swerve any bump in the road. With our KEYper Go software, salesmen can use their smartphone to identify if a key or dealer plate is available. They can also see who has an item checked out, contact them and transfer ownership, saving precious time. - Identify training gaps
The data provided by our MX Electronic Key System can help you analyze worker behavior and identify gaps in staff knowledge. For example, you will instantly receive email or SMS notifications about important information, such as failed login attempts. This could help identify gaps in training around fostering a strong safety culture in the workplace. - Offer a 24/7 key collection service
In this increasingly busy world, customers want convenience. Finding ways to offer it gives your company a competitive edge. Our KEYper Service Express 24 (SE24) is a 24-hour automated key box dispensing system. It’s perfect for car rentals as it gives you peace of mind, saves on labor costs and makes life easier for both you and your customers. Managers simply place keys inside the system, and customers use a personal code to pick them up. - Alert the police to thefts sooner
Let’s not forget the importance of security cameras in your key management system. Our iDter Niō camera puts eyes on your assets 24/7, meaning you don’t need to hire people to work unsociable hours. It can also help eradicate human error. Niō activates flood lights, sirens, red and blue strobes and more when it detects an intruder. But if that doesn’t put them off – iDter’s monitoring center issues a video-verified alert to local authorities. The sooner the police are notified, the better chance they have of catching the intruder.
Where do you start with choosing the right system for your business?
Before buying any old system, you need to understand your business’ requirements. You also need to assess its current key management capabilities and blindspots. Of course, one of the biggest challenges is a system's financial cost. Consider how much time and money you spend locating or replacing lost keys. And if you have ever had a vehicle stolen, how big was the blow to your business? How high are your labor costs? Could the skills and expertise of your employees be better spent on problem-solving and creative areas, instead of fulfilling physical labor that could be done by technology?
Then, think about the emotional costs. Do you require more visibility over your inventory to know exactly where each asset is? If a key went missing, could you identify who had it last, and when? Delayed sales and disrupted tasks can cause stress and annoyance not only to yourself and employees but also to customers. And a lack of accountability in a workplace can breed mistrust and unhappiness.
Electronic key management systems from KEYper – We’re here to help
Going electronic can help ease numerous problems when it comes to key management systems. Our intelligent products have multiple uses, from reserving and controlling access to keys, to offering 24-hour security and collection. These powerful solutions can help promote efficiency, accountability and visibility in the workplace to help keep customers happy and boost sales. They can also make a workplace safer and happier, which motivates staff to go above and beyond for your customers.
But in order to enjoy this wealth of benefits, you first need to pick the right tools for your business. And that starts with understanding your current key management abilities, gaps and requirements. KEYper is here to help. Our team of automotive specialists can help with planning your new system. We can also offer a personalized system demo, and show you how KEYper solutions can help drive up your business’ value. We can even install the products and schedule online training. Contact us today to find out more.