Setting Up a Key with a Keycafe Fob

About Keycafe Fobs and Why we Use Them

The Keycafe system requires each set of keys to be scanned during a drop off. This ensures Keycafe knows who and which set of keys is being dropped off and can accurately track and maintain logs of all key exchanges. Keycafe fobs contain a unique identifier that is scanned at the SmartBoxes. Setting up a fob is required for each key and permanently links your newly added key with a Keycafe tracking fob and to the key in your account.

How to Setup Keys with a Keycafe Fob Using the SmartBox

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Fobs are provided at a Keycafe SmartBox during the key setup process.

1. Go to a Keycafe SmartBox location. For more information on finding a SmartBox location, visit our Finding a Location page.

2. On the SmartBox screen, tap Touch Screen to Start.

3. Select Setup New Key and follow the instructions on the screen.

4. The fob bin will pop open. Take a fob from the opened bin and close the door firmly.

5. The app will instruct you to scan the attached fob. This will link the fob to your keys in the Keycafe system.

6. Attach the fob to your keys.

Keep the Keycafe Fob on Your Keys

Keep the Keycafe Fob on your Keys

The Keycafe fob is linked to your keys and is meant to be with those keys throughout their life in the Keycafe system. Please do not remove it or you will not be able to complete key exchanges.

How to Setup Keys with a Keycafe Fob Using the App

 Fobs are provided at a Keycafe SmartBox during the key setup process.

1. Go to a Keycafe SmartBox location. For more information on finding a SmartBox location, visit our Finding a Location page.

2. Select Keys in the Keycafe iOS or Android app and choose the key you want to set up with a fob.

3. Select Setup Key with Fob.

4. Select the Location where you are standing and follow the instructions on the app.

5. Take a fob from the opened fob bin and close the door.

6. Attach the fob to your keys.

7. The app will instruct you to scan the attached fob. This will link the fob to your keys in the Keycafe system.

Your Keys are Set Up Now

You can now drop off your keys and create bookings for your visitors to pick them up.

Always keep the Keycafe tracking fob attached to your keys.

How Many Items on One Keychain?

Due to the limited space inside the SmartBox bins, please keep a maximum of three keys attached to any Keycafe fob. We may not be able to store your key chain set if it is excessively large.

Bin Door Jams

Please note that excessively large set of keys can result in the bin doors becoming stuck. This could prevent your visitors to pick up keys. Please register two fobs and store keys separately if the key set is too large for a SmartBox bin.

Finding the Fob Serial Number

 You can check that your keys are linked to a fob and check the identity of that fob in your account. See Managing Keys for detailed instructions.
 

Need to Quickly Set Up Many Keys?

If you are an enterprise customer with dozens or hundreds of sets of keys, there is a faster way to set up keys directly in your account. Here are the steps:

1. Order fobs from the Keycafe store. You can order standard fobs or fobs with your own customized branding. Visit our White-labeling page to learn more about custom branded fobs and SmartBoxes.

2. Once your fobs have arrived, log into your Keycafe account.

3. Create a key in your account for each key you will be setting up.

4. For each key, select About Key and then Edit. Once in the edit view, select the field for Fob # and input the serial number of an available fob you are attaching to the key and click Save. That key is now linked to the fob.

5. Continue this process for all of your keys.

Using a CSV File

You can also speak with your account rep about uploading a .csv file with all your key names to simplify the process if you have a large number of keys you would like to setup with a single upload.

Need a New Fob? Unlinking and Changing the Keycafe Fob

 If you lose a fob from a set of keys or your set of keys has been lost, you can attach a new Keycafe fob and retain the existing accesses and history.

1. Select the Keys menu section.

2. Select the Key whose fob you have lost.

3. Select About Key.

4. Select the Edit button.

5. Select the field labelled Fob #.

6. Select the Unlink button.

7. Select the Save button to confirm your changes.

8. You should set up your keys again at a Keycafe SmartBox.

If you already acquired a new Keycafe fob, you can directly link your keys to the new fob by entering the new serial number in the Fob # field in accordance with the same steps above in this article.

Lost Keys

The fob allows your keys to remain anonymous so if they are lost there is no identifying information on the keys themselves.

Lost and Found

We have many happy stories from customers who have had their lost keys returned. Our faith in humanity is stronger than ever as many people who find keys on the street contact Keycafe and we are able to assist getting keys with a Keycafe fob attached back to the key owner.

If you are certain that a set of keys has been permanently lost follow the same steps for lost fob to replace that set of keys with new ones to retain the accesses and history.

To learn more, visit Managing Keys.

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