How to Pick Up a Key

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There are a number of ways to pick up keys from a Keycafe SmartBox. The one you use most often will depend on your organization’s workflow and security preferences.

In general, the process of picking up a key at a Keycafe SmartBox is:

  1. You authenticate yourself with your Keycafe account.
  2. You identify which key you are picking up.

However, some methods skip the first step and allow you to directly pick up a key. Here is a list of all possible methods of picking up a key.

 

Using your access code

One of the most common methods of accessing keys, access codes are available for both Full Users and SmartBox Users. They must be enabled by a business' administrator when creating a user. This is a user-level code that can be used to access any key a user has been granted permission to in a business' network of SmartBoxes.

  1. Tap the SmartBox screen.
  2. Select Key Pickup.
  3. Enter your access code and select Enter.
  4. Select the key you'd like to pick up.
  5. Take the key out of the bin and close the bin door.

 

Using your phone number

One method of picking up a key is by authenticating yourself with the phone number you registered your account with. If the key owner has enabled two-factor authentication, you will be required to enter a personal PIN you can set up (if the key owner has enabled the PIN option) or a code that is sent via SMS.

  1. Tap the SmartBox screen.
  2. Select Key Pickup.
  3. Enter your phone number and select Enter.
  4. Enter your PIN or the code sent to you by SMS.
  5. Select the key you'd like to pick up.
  6. Take the key out of the bin and close the bin door.

 

Using the Keycafe mobile app or mobile browser

For users who have access to a large number of keys, the Keycafe mobile app or mobile browser app is the most effective way to quickly select the key you are looking for. This also eliminates the need to memorize access codes and PINs.

  1. Log in to the Keycafe mobile app or to www.keycafe.com on a mobile browser.
  2. Select the key you'd like to pick up.
  3. Select Pickup Key.
  4. Select Start Key Pickup.
  5. Press the blinking button on the SmartBox.
  6. Take the key out of the bin and close the bin door.

 

Using a booking code

Most often used for guests and one-time accesses, booking codes are sent to you via email or SMS. You can use this code to pick up the associated key during the time frame set by the creator of the booking.

  1. Tap the SmartBox screen.
  2. Select Key Pickup.
  3. Enter your booking code.
  4. Select Pickup this key.
  5. Take the key out of the bin and close the bin door.

 

Using a key code

If the key owner has enabled key codes, you can use this code to pick up the associated key without authenticating yourself. The key owner will have to tell you what the code is, and this code does not change unless manually done so by the key owner.

  1. Tap the SmartBox screen.
  2. Select Key Pickup.
  3. Enter the key code and select Enter.
  4. Select Pickup this key.
  5. Take the key out of the bin and close the bin door.

 

Using a user badge

The easiest and most convenient way to pick up a key is with a user badge. There is no need to memorize codes or carry a phone. Your manager will provide you with either a Keycafe badge or traditional key fob that is linked to your account, which you can tap at the SmartBox scanner to authenticate yourself. The badge is a sticker that can be placed on a staff ID card, business card, or any other object you regularly carry. The key fob can be attached to a keychain.

  1. Tap the SmartBox screen.
  2. Select Key Pickup.
  3. Scan the user badge.
  4. Select the key you'd like to pick up.
  5. Take the key out of the bin and close the bin door.

 

Using the Keycafe admin

If you are the administrator of a SmartBox, you can remotely open key bins for someone at the SmartBox to pick up a key. This feature is useful if a staff member has forgotten their code or user badge but needs to pick up a key.

  1. Log in to the Keycafe mobile app or to the website on desktop or mobile.
  2. Select Locations.
  3. Select the name of the location the key is stored at.
  4. Select the SmartBox the key is stored in.
  5. Select the unlock icon of the bin the key is stored in.
  6. Select One-Touch Open.
  7. Press the blinking button on the SmartBox.
  8. Take the key out of the bin and close the bin door.
  9. Select Remove from the pop-up.

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