Doorflow

Learn how to configure Doorflow Access Control System

What is Doorfow?

Doorflow is an access control system that let's members of your space access the space with their smartphone via NFC or Bluetooth or using their keycard. 

Users can use their phone as a key card by installing the Doorflow app which can also be white-labelled  Or you can integrate the keycard into your company app using the Doorflow SDK. 

Optionally, users don’t even have to take the phone out of their pocket as doors automatically unlock once they approach them. By using the latest Bluetooth LE technology, that is present in all modern phones.

How can the integration between Doorflow and Nexudus Spaces help your space? 

  • Flexible opening times: You're bound to have different plans that allow members to access the space at different times of the day. By integrating both systems you can synchronise the access conditions that each of the plans has in Nexudus with the Doorflow user accounts.

  • Reports: When you integrate door access control in your space, you'll have a much better idea of who is coming and going and when.

  • Resources: You can link your Doorflow account with the Resources that you've configured on your Nexudus account. This means you can generate access keys for the Resources from Doorflow when a booking is made via Nexudus. 

How can I integrate Nexudus and Doorflow?

First, you'll need to open an account on both of these platforms. If you already have a Nexudus account and you're interested in integrating Doorflow in your coworking space, you can contact Doorflow.The Doorflow team will tell you about the steps you need to take to install the system and enable your account. 

Access to the coworking space, is managed by Passes on Nexudus. These are the elements that you need to link on your Doorflow account to grant the access rights that you want depending on the coworkers in your space. On Doorflow, you can use different Groups to manage the different types of Passes or Resources that you've configured on your Nexudus Spaces account and link them later.

Your Nexudus account has some Passes configured by default, such as 24 Hours Pass, Day Pass (8HRS) and Evening Pass, which can be sold to coworkers separately or via a Product or Plan. If you want to link these elements, you have to create three groups in your Doorflow account: Members with 24 hours access, Members with day access and Members with evening access. Then, when a member accesses the coworking space using Doorflow, the system will check that they have a valid Pass that grants them access.

Once you've got an active account for both platforms, you'll need to configure some settings on each of the accounts. Below, we'll look at the necessary elements for each of them:  

Setting up your Doorflow account

On your Doorflow account, you'll have to set up the Groups, and Roles which set the access rights for a certain group of users. Once added, you can link them to the Passes or Resources that are set up on your Nexudus Spaces account.

Creating a Group/s on your Doorflow account

  • Groups: On your Doorflow account, you can set up as many groups as you need to integrate with Nexudus Spaces, indicating the access rights that you want to grant the coworkers linked to each group. If you want to add a group in Doorflow, you must complete the steps below. Remember, you will need a group for each type or level of access. Normally, you will need a group configured for each of your private offices/rooms, for each of the meeting rooms you rent as well as a general group for those members with access only to the common areas. You will later link each office in your floor plans, each meeting room and each pass to one of these groups
  • Roles: in Doorflow will be used to control the access type of specific groups. You can add as many roles as you wish to group. 

Create a role: 

  1. Log in to your Doorflow account: https://admin.doorflow.com/users/sign_in
  2. Click the Administration tab 
  3. Select Roles
  4. Click Add a role 

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Add a Doorflor role

Create a group:

  1. Log in to your Doorflow account: https://admin.doorflow.com/users/sign_in
  2. Click the Administration tab 
  3. Select Groups 
  4. Click Add a Group

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Create groups in Doorflow

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Create a new group

In this example, we called a group called "Main Entrance" and created a role named 24/7 with 24/7 access to the Virtual channel 1 door controller in London location. 

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Create groups in Doorflow

You should repeat this process and add as many groups as needed. Normally, you will need a group configured for each of your private offices/rooms, for each of the meeting rooms you rent as well a general group for those members with access only to the common areas. 

Setting up your Nexudus Spaces account

Access rights are managed via Passes on Nexudus Spaces. Once the integration is complete, you can choose to link them to the Groups that you've added to your Doorflow account.

Passes can be sold directly to members or included in Plans or Products that you add to your account. By default, your Nexudus Spaces account is set up with a series of Passes that you can see on the dashboard via Inventory > Passes.

Important: Coworkers that are going to access the space with Doorflow must have valid Passes on their Nexudus Spaces account.

When you have a valid Doorflow account, you can enable the integration in your Nexudus account.

Connecting Nexudus Spaces with Doorflow 

  1. If the side menu is not visible, click .

  2. In the side menu, click Settings.

  3. In the Apps and integrations section, click Integrations.

  4. In the Access Control section, click Doorflow.

  5. Select Yes to enable the integration.

  6. Optional: In the API token textbox, type or paste your API token.

  7. Optional: Click Verify token.

  8. Click Save changes.

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Access control integrations

 

On the next screen, you can link the Passes, Floor Plan Items (Desks and Offices)Resources set up on your Nexudus Spaces account to the groups that you've added on Doorflow account. As you can see in the image, we've linked the All Day Pass to the Main entrance with group access. Click on the Save button to complete the process.

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Mapping the locks to the groups from Doorflow

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Mapping passes from Nexudus to corresponding Doorflow Groups 

In this example, you can see we selected a "Toggle" action for the "Main Entrance" reader so members opening that door are checked in automatically when they enter and checked out when they leave. You can also see that we chose to add everyone with a pass "All Day pass" to the Doofrlow group "Main Entrance". This means that anyone with that pass will automatically be added to that group and therefore be granted access to any locks you have placed within that group.

You can do the exact same thing for each of the items in your Floor Plans as well as for each of your resources.

When linking an item from your floor plan to a Doorflow access group, anyone with an active contract linked to that floor plan item will be added to this group. This works across teams too, which means that by linking the paying member's contract to an item in the floor plan, you will be granted access to the Doorflow group linked to that floor plan item to everyone who is in that team. 

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Mapping meeting room locks to corresponding groups from Doorflow

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Mapping Desk and Offices to corresponding Doorflow groups

Assigning Doorflow tags to customers in Nexudus

On the admin panel, you can add an Access Card by going to Operations -> Members & Contacts -> <Customer Account> -> Account -> Services.

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Adding an access card to a customers account

If the Doorflow integration is turned on in Nexudus, the Access Card number is used automatically to link that Access Card to a Doorflow tag, but only if the tag has been registered in Doorflow. The customer is automatically assigned the tag in Doorflow that was set for them in Nexudus. 

  Always assign tags to customers in Nexudus by adding them as an access card.
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