Brivo

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

About Brivo

Brivo 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 Brivo works with Nexudus: 

You connect Brivo to Nexudus with Customers can access your space with Access groups can be connected to 
API key and account login
  • PIN codes
  • Access cards
  • Smartphones via Brivo or Passport app
  • Passes
  • Resources / Doors
  • Desks / Offices

 

Setting up your Brivo account

On your Brivo account, you need to set up access groups. They define access rights for certain groups of users. You need to create these groups in Brivo 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 Brivo account. 

You won't need to manually create users in Brivo. 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 Brivo 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 Brivo. You cannot modify access groups in Nexudus.

Setting up your Brivo account

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

Access Groups: On your Brivo account, we recommend you create a Access group for each type of pass, for each resource and for each office in your floor plans. So, for example, if you have 2 passes, 3 meeting rooms and 3 private offices, you will end up with 8 different Access Groups.

Users : you do not need to create customers as Users in Brivo . Nexudus will manage this for you, including assigning them a pincode or up to four access cards based on the details of each customer.

Nexudus creates customers in Brivo (Users) when they have a pass, a contract for a desk or office or a booking for one of the resources you have connected to a Access Group. We will learn how to do this below.

Connecting Nexudus Spaces with Brivo 

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 Brivo.

  1. Go to Settings, then click on Integrations.
  2. Click Brivo.
  3. Set Enable to YES and enter your credentials, username and password.
  4. Enter your API Key (Brivo will provide this)
  5. Click Save changes.
  6. Click on Connect to access your Salto account and connect it to Nexudus

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Linking Nexudus items to Access Groups.

After clicking on "Connect", you will be asked to select a Brivo Location. 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 Brivo. 

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 Brivo 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 Brivo. 

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

 

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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 Brivo 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 Brivo. 

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 Brivo 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 Brivo. 

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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Setting up your Nexudus account

As we've already mentioned, access rights are managed via Passes, Bookings and Contracts on Nexudus. Once the integration is complete, you can choose to link them to the Groups that you've added to your Brivo account.

Customers are added to groups based on the following criteria:

  • When a customer is given a pass directly, via a product or as part of their plan, they will be added to the Brivo groups you have assigned to those passes.

  • When a customer books one of your resources, they will be added to the Brivo groups you may have assigned to the resource being booked. This happens about minutes before the booking starts. They are removed from that group about 15 minutes after the booking ends.

  • When a customer has a contract linked to one of your floor plan desks or offices, they will be added to the groups you have assigned to those desks. If the contract is held by the paying member of a team, everyone in that team will be added to that Brivo group. 

  Important: Customers that are going to access the space with Brivo must have valid Passes on their Nexudus account. Make sure you add the time passes to all your plans.

Connecting Nexudus with Brivo

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 Brivo.

  1. Go to Settings, then click on Integrations.

  2. Click Brivo.

  3. Set Enable to YES and enter your API Key if you have not done so already.

  4. Click Save and then Connect.

Linking a Nexudus Spaces Pass to a Brivo Group 

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 Brivo.

In this example, you can see we selected a "Check-in" for the "Main Entrance" reader so members opening that door are checked in automatically.

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Door lock mapping screen
 

Below we've linked the different passes to the "Main Entrance" Brivo group which only gives access to the main entrance lock (this is configured in Brivo).

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Passes mapping screen
 

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

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Meeting room mapping screen
 

When linking an item from your floor plan to a Brivo 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 granting access to the Brivo group linked to that floor plan item to everyone who is in that team.

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Desk and Office mapping screen

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 Brivo. 

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Adding an access card to a customers account
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