DoorFlow

Learn how you can set up DoorFlow as an access control system in your space.

About DoorFlow

DoorFlow is an access control system that automates access to your building and the different areas within your space. Access groups let you define who gets access to which area and how. 

The table below details how DoorFlow works with Nexudus: 

You connect DoorFlow to Nexudus with Customers can access your space with Access groups can be connected to 
API token
  • PIN codes
  • Access cards
  • Key fobs
  • Smartphones via NFC or Bluetooth
  • Passes
  • Resources / Doors
  • Desks / Offices

 

General requirements to integrate DoorFlow

You need to make sure some requirements are met before you can integrate DoorFlow with Nexudus. Some requirements may seem obvious, but they're important to ensure a smooth and efficient integration. 

Have active accounts in Nexudus and DoorFlow 

If you already have a Nexudus account but no DoorFlow account, we encourage you to get in touch with the DoorFlow team who will help you install the system in your space and enable your account. 

If you already have a DoorFlow account but no Nexudus account, we encourage you to get in touch with our team who will help you activate and set up your Nexudus account. 

Have items set up in your Nexudus account

Access to your building is managed through three categories of items available in Nexudus: passes, resources, and desks & offices. It is important to have these items set up in your space prior to the integration because they will be the connection point between Nexudus and your DoorFlow access groups.

Setting up your DoorFlow account

On your DoorFlow account, you need to set up access groups. They define access rights for certain groups of users. You need to create these groups in DoorFlow in order to then connect them to passes, desks & offices, and resources in your Nexudus account.

Creating access groups

We recommend you create a access group per pass, resource, and desk or office in your floor plans.

To give you an example, if your space offers:

  • 2 types of passes
  • 3 meeting rooms
  • 4 private offices

You will need 9 access groups in your DoorFlow account. 

You won't need to manually create users in DoorFlow. Nexudus manage this for you, including assigning them a PIN code or up to four access cards based on the details of each customer.

Nexudus automatically adds your customers as users in DoorFlow when they purchase a pass, a contract for a desk or office or make a booking for one of the resources you have connected to an access group. 

Access groups are always created and edited in DoorFlow. You cannot modify access groups in Nexudus.

 

Connecting Nexudus Spaces with DoorFlow 

Once you've set up the Passes and included them in the Plans or Products that you need, you must link your Nexudus Spaces account to DoorFlow.

  1. Go to Settings, then click on Integrations.
  2. Click DoorFlow.
  3. Set Enable to YES and enter your credentials, username and password.
  4. Type your API Token (DoorFlow will provide this)
  5. Click Save changes.
  6. Click on Verify token to validate the details.

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Linking Nexudus items to Access Groups.

After clicking on "Connect", you will be asked to select a DoorFlow site. Select the site you want to see doors and Access groups for to continue.

On the next screen, you can link the Passes, Floor Plan Items (Desks and Offices)Resources set up on your Nexudus account to the Access groups that you've added on DoorFlow. 

Entry Locks Activity

In this section you can choose what check-in action to perform when a customer unlocks each of the registered doors in the selected site.

If you choose Check in for a door, you must ensure customers have valid passes to access the building. If they don't, the door will still unlock but we will report an authorised access and the customer will not be able to check in. You can see a report of failed check-ins in Operations > Failed Check-ins in your Nexudus dashboard.

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Pass groups

In this section you can connect each of the passes available in your Nexudus account with a DoorFlow Access group. Selecting a Access group for a pass will mean that any customers holding that pass will be added to that Access group in DoorFlow. 

It is important the access times and days you set for the Access group in DoorFlow matches that of the pass. Nexudus does not change or manage the access rights for each of the Access groups in DoorFlow.

 

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Resources and Room locks

In this section you can connect each of the resources available in your Nexudus calendars with a DoorFlow Access group. Selecting a Access group for a resource will mean that any customers booking that resource will be added to that Access group in DoorFlow. 

Customers are added to the Access group 15 minutes before each booking starts, if you add a booking with a start date in the future, customers will be added to the associated card holder group 15 minutes before that booking starts.

Customers are removed from the associated Access group 15 minutes after their booking end. This accounts for cases when customers may forget any items in the room and may have to access it again shortly after their booking ends.

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Desks and offices

In this section you can connect each of the desks and offices available in your Nexudus floor plans with a DoorFlow Access group. Selecting a Access group for a desk or office will mean that any customers holding an active contract connected to that desk or office will be added to that Access group in DoorFlow. 

Customers are added to the Access group when contracts start so, if you add a contract with a start date in the future, customers will be added to the associated card holder group only when the contract starts.

Customers are removed from the associated Access group when the contract reaches its cancellation date.

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Assigning access cards to customers in Nexudus

You can manually edit and add access cards to a customer's account. This comes in handy if a customer lost their access card and need a replacement or of they need more than one access card.

  1. Go to Operations and click on Members & Contact.
  2. Click on the customer account you want to edit.
  3. Go to the Accounts tab and click on Services.
  4. In the Credentials menu, add the access card number and press enter. 
  5. Click Save Changes.

Editing access cards in Nexudus will automatically update the user's accesses in DoorFlow. 

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Adding an access card to a customers account
If you've set up access groups in DoorFlow and linked them to items such as resources or desks in Nexudus, the access card or key fob number will automatically appear in the customer's account in Nexudus. Access card and key fob numbers are called tags in Nexudus. Changing the tag in Nexudus will reset the access number in DoorFlow. 
Always assign tags to customers in Nexudus by adding them as an access card.
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