From key chaos to total control: the role of digital keys in logistics

It’s a familiar story. A driver calls, stuck outside a locked gate. A technician wastes valuable time waiting for access. And that overflowing key cabinet back at the office? It’s become a symbol of delays, frustration, and pure chaos. Sound familiar?

Managing access in logistics is a puzzle that drains time, money and energy. Keys get lost, there’s confusion over who can enter which site and technicians are left waiting at locked doors. It’s the invisible handbrake on your entire operation. But what if you could release that handbrake for good? What if you could manage secure, controlled access entirely remotely? Welcome to the world of digital keys.

With digital keys, you can manage access rights centrally and automatically. No more physical handovers, no need for a manager to be on-site. The right person, whether an employee, supplier, or technician, gets access at the exact moment they need it. It's time-bound, location-specific and can be fully integrated into your existing systems.

This delivers immediate time savings while giving you a complete overview and tighter grip on your operations. Access is granted via a mobile (web) app and is temporary, revocable, and tailored to each specific situation. It's the perfect solution for organisations working with flexible teams or third-party partners.

Furthermore, the system automatically logs who accessed a location and when. This provides a clear audit trail, aids in efficient planning, and contributes to a safer working environment.

A powerful real-world example comes from the major housing association, Lieven de Key. Their challenge will resonate with any logistics manager: efficiently coordinating a huge field-based workforce. With over 800 technicians from 90 different partner companies, their physical key management had become a major bottleneck. Technicians had to make a daily trek to a central hub just to pick up keys. A time-consuming process that brought their workflow to a crawl.

Switching to digital access brought structural improvement. Technicians now automatically receive access to the correct door, directly linked to their work order. No coordination calls, no physical key handovers.

They chose GuestCompass for our technical expertise and seamless integration with iLOQ via SDK and API. This allowed us to develop a custom app that goes far beyond simply opening a door. Technicians now receive crucial extra information within the app: which entrance to use, the best route to follow, and alerts if a space is temporarily unavailable. This prevents misunderstandings on-site and boosts efficiency in the field. The result is one central platform for both access and communication.

Ultimately, in a sector where speed, security, and flexibility are non-negotiable, the advantages of digital keys are undeniable. With regulations becoming stricter, the ability to instantly manage who goes where is crucial. This technology cuts down on manual work, reduces errors, and fosters smoother collaboration.

But the true power lies in the agility it unlocks. A new site? A last-minute supplier? A sudden change in schedule? Access is sorted in just a few clicks, ensuring your operations never miss a beat.

Curious to see how your logistics operation can get smarter with digital access?
Get in touch with us. We’d love to explore the possibilities with you.