The UCI engineering facilities and students rely on a large number of room keys including things for labs, workshops, and specialized project spaces. Currently, key distribution is handled manually by staff members who must approve requests, check out keys, and track returns. This process is often slow, inefficient, and difficult to keep organized. A more efficient and automated solution is needed to streamline the key checkout and return system, reduce staff workload, and improve overall organization. This project addresses this need by developing an automated key vending machine that securely stores and dispenses keys through a digital request and approval system, improving accessibility, efficiency, and trackability for all students, staff, and faculty who rely on these facilities.
To address the problem of inefficient key management, our team designed and developed an automated key vending machine that integrates a mechanical system with a digital request and tracking platform. The machine stores keys in organized holders within a structural frame made from aluminum extrusions. A two-axis gantry system moves across the storage area to locate and retrieve the correct key using a grabber mechanism. A microcontroller controls the movement of the system and communicates with a digital request platform where users submit key requests through Wi-Fi. Once a request is approved by an administrator, the machine automatically retrieves the key and dispenses it to the user. Throughout the design process, CAD modeling was used to design mechanical components such as adapters and key holders, while key hardware including aluminum extrusions, motors, and a worm gear system was selected and integrated to enable precise gantry motion. Fabrication methods such as laser cutting and 3D printing were used to manufacture custom parts and adapters needed to assemble the system.
By the end of the project, our team will produce a functional prototype of an automated key vending machine designed to improve the organization and accessibility of keys within engineering facilities. The system demonstrates the ability to automatically retrieve and dispense a requested key from up to 500 different storage locations after receiving an approved request through the digital platform. Users submit requests through a Google Form, which is reviewed by an administrator. Once approved, the user can go to the machine, enter their information through the user interface, and the machine automatically retrieves the requested key. A connected database logs all key transactions, allowing requests, approvals, and key usage to be tracked and recorded automatically. Project deliverables include a fully assembled working prototype, complete CAD models of the system, and manufactured components produced through laser cutting and 3D printing. These outcomes demonstrate the feasibility of using an automated system to improve key management, organization, and efficiency compared to the current manual process, while also allowing for future improvements such as expanded storage capacity and the implementation of a key return system.