How to Drop Off a Key

In this article:

• Staff Posters
• Quick Scan
• Authenticated Key Dropoffs 
  • Using a User Badge
  • Using the Keycafe Mobile App or Mobile Browser
  • Using an Access Code
  • Using a Phone Number
  • Using a Booking Code
  • Using a Key Code
  • Using the Keycafe Admin

Staff Posters

We have instructional posters available for download that you may print and place next to your SmartBox. There is a separate poster outlining the steps for each method of dropping off a key:

• Quick Scan
• User Badge
• Mobile App
• Access Code
• Phone Number
• Booking Code
• Booking URL

Quick Scan

Dropping keys off at a Keycafe SmartBox is very simple.

1. Tap the SmartBox screen.
2. Select Key Drop Off.
3. Scan the Keycafe fob using the scanner to the left of the screen.
4. Place the key in the bin that opens up and close the bin door.

That's it, keys are now back in your inventory in seconds. This method does not require authentication so you will not know who is dropping off the keys. However, you will always know who picked up the keys, as well as when and where the keys are being returned.

Authenticated Key Dropoffs

If you require those dropping off keys to authenticate themselves, there are a number of different options. The one you use most often will depend on your organization’s workflow and security preferences.

You can turn off the quick drop feature and request that your staff/guests authenticate themselves every time they are dropping off keys.

1. Click the user dropdown at the top near the right side and select My Account.
2. Select Advanced, then SmartBox Options.
3. Scroll to the bottom of the list and toggle off Quick Scan Drops.

Once you have turned off quick drops, you can choose which authentication method you'd like to use. Here is a list of all possible methods of dropping off a key.

Using a User Badge

The easiest and most convenient way for regular users to drop off 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 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. See User Badges for more information.

1. Tap the SmartBox screen.
2. Select Key Drop Off.
3. Scan the user badge.
4. Scan the Keycafe fob attached to the key.
5. Place the key in the bin and close the bin door.

Using the Keycafe Mobile App or Mobile Browser

The Keycafe mobile app and mobile browser app allow you to drop off a key without 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 drop off.
3. Select Drop Off Key.
4. Select Next.
5. Scan the Keycafe fob attached to the key.
6. Place the key in the bin and close the bin door.

Using an Access Code

A common method of dropping off a key is by authenticating yourself with your access code.

1. Tap the SmartBox screen.
2. Select Key Drop Off.
3. Enter your access code and select Enter.
4. Scan the Keycafe fob attached to the key.
5. Place the key in the bin and close the bin door.

Using a Phone Number

One method of dropping off a key is by authenticating yourself with the phone number you registered your account with.

1. Tap the SmartBox screen.
2. Select Key Drop Off.
3. Enter your phone number and select Enter.
4. Scan the Keycafe fob attached to the key.
5. Place the key in 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. The code you used to pick up the key is the same you use to drop off the key when you are finished using it.

1. Tap the SmartBox screen.
2. Select Key Drop Off.
3. Enter your booking code.
4. Scan the Keycafe fob attached to the key.
5. Place the key in 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 drop off 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 Drop Off.
3. Enter the key code and select Enter.
4. Place the key in 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 drop off a key. This feature is useful if a staff member has forgotten their code or user badge but needs to drop off 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 you'd like to drop the key off at.
4. Select the SmartBox you'd like to drop the key off into.
5. Select the unlock icon of an available bin to drop the key off into.
6. Select One-Touch Open.
7. Press the blinking button on the SmartBox.
8. Place the key in the bin and close the bin door.
9. In the pop-up, enter the key name or serial number and select Add.