Brivo

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

What Is Brivo?

Brivo is an access control system that automates access to your building and the different areas within your space. Brivo groups let you define who gets access to which area and when they can access your space. 

How You Can Use Brivo

Available Access Methods 
Your customers can use the white-label Passport app or Brivo Pass to unlock doors with the code they receive via email 10 minutes before their booking. 
Nexudus Items You Can Connect to Brivo Groups 

You can connect the following Nexudus items to Brivo: 

  • Passes 
  • Resources 
  • Desks
  • Offices 

You can also connect any of your Brivo doors to check-in and check-out actions.
For example, if you connect your main entrance door to check-in, any customer unlocking that door will automatically be checked in in Nexudus. 

Integrating Brivo 

Requirements to Integrate Brivo 

1.Have Brivo API Key

You need a Brivo API key in order to enable the integration in Nexudus. If you don't have an API key, reach out to Brivo's support team at technicalsupport@brivo.com to request one.

2. Have Your Nexudus Inventory Set up

You connect Brivo to passes, offices, desks, and resources in Nexudus. Make sure you've added all the necessary Nexudus items to your inventory before enabling the integration. 

3. Create Brivo Groups 

You need to create groups in your Brivo account to define the access rights you want to grant users based. These groups are then linked to passes, desks, offices, and resources when you enable the integration in your Nexudus account.

We recommend you create one 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. 

For practical instructions on how to create a group in Brivo, check out their tutorial video.

   You don't need to add your customers as users in Brivo.

Nexudus manages this for you, including adding your customers to the relevant Brivo groups based on the bookings they make, their passes, and their contracts.

Step 1. Enabling the Brivo Integration

Make sure you've received your Brivo API key before getting started. You need the API key to enable the integration in Nexudus.

  1. Click Settings > Integrations > Brivo
  2. Add your Brivo API key in the API Key field.
  3. Set the Enable toggle to YES. 
  4. Click Save Changes.
  5. Click Connect
    You are redirected to the Brivo login page 
  6. Log in to your Brivo account. 
  7. Select your space location from the Location drop-down list. 

Step 2. Connecting Nexudus Items to Brivo Doors

Once you've selected your space location, you'll notice that four new sections appear under the initial integration pop-up: 

  • Entry Locks Activity 
  • Passes
  • Room Locks 
  • Desks and Offices

All you have to do is select the relevant Brivo group from the drop-down list next to each door, pass, resource, desk, and office. If you don't select a Brivo group, the Nexudus item won't be connected to Brivo. 

 

The Entry Locks Activity section lets you choose which doors should trigger check-ins and check-outs. Leave the door set as Nothing if you don't want to connect it to check-ins or check-outs in Nexudus.

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The Passes section lets you assign a Brivo group to every pass in your Nexudus inventory. Leave your passes set as Not controlled by Nexudus if you don't want to connect them to a Brivo group. 

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The Room Locks section lets you assign a Brivo group to every resource in your Nexudus inventory. Leave your resources set as Not controlled by Nexudus if you don't want to connect them to a Brivo group.
Customers bookings these resources are automatically added to the relevant Brivo group 10 minutes before their booking starts and receive a receive a Brivo code to unlock the door. They are automatically removed from the group 15 minutes after their booking ends. 

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The Desks and Offices section lets you assign a Brivo group to every desk and office in your Nexudus inventory. Leave your desks and offices set as Not controlled by Nexudus if you don't want to connect them to a Brivo group.


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Once you've assigned Brivo groups to all the relevant items in your Nexudus inventory, make sure to click Save Changes

How Nexudus Manages Brivo Access for Customers 

Nexudus manages Brivo users for you based on the purchases and the activity of each customer. The way customers are added and removed from Brivo groups depends on the items in their account.

  • Doors 
    If you choose Check-in or Check-out for a door, any customer unlocking that door will be checked in.
    If the customer has access rights but doesn't hold a valid pass, the door unlock and the customer will be added to the Failed Check-ins log. You can access the full Failed Check-ins logs by clicking Operations > Failed Check-ins in the Administrator Panel.

  • Passes
    When a customer receives passes via a product, as plan benefits or when an administrator manually adds them to their account, they are added to the Brivo groups you have assigned to the relevant passes.
    The customer is automatically removed from the relevant Brivo groups once their passes are used or expire.
  • Bookings

    When a customer books one of your resources, they are added to the Brivo groups you assigned to the resource 10 minutes before the booking starts and they receive a Brivo code via email to unlock the door.
    They are also automatically removed from the relevant Brivo groups 15 minutes after their booking ends.

  • Desks and Offices
    When a customer has a contract linked to one or several of your desks or offices, they will be added to the Brivo groups you have assigned to the relevant desk or office. If the contract is set to start at a future date, the customer won't be added to the relevant Brivo groups until their contract's start date.

    If the customer is also the paying member of a team, everyone in that team will also be added to the relevant Brivo groups.
     

    All customers added to the relevant Brivo groups are automatically removed when the contract for the desks or offices are cancelled.

  Important: Customers accessing your space through Brivo must have valid passes in Nexudus. 

 

Unlocking Brivo Doors in Your Space

Customers have the choice between using the Brivo Pass app or the white-label Passport app to unlock doors. You need to have your Brivo On Air code ready to use in both apps. This code was sent to you via email. 
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Default email notification for Brivo codes

Unlocking Doors using Brivo Pass 

  1. Download the Brivo Pass on your iOS or Android device. 
  2. Open the Brivo Pass app. 
  3. Tap the plus icon in the bottom right corner of the screen. 

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  4. Add your email address in the Pass ID field. 
    The email address has match the address you used to register with the space.
  5. Add your Brivo code in the Pass Code field. 
    You should have received an email notification with your Brivo code 10 minutes prior to the start of your booking. 

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  6. Tap Claim Pass.

You should now be able to use the Brivo pass to unlock doors in the space. 

Unlocking Doors Using the White-label Passport app

 This feature is only available if you use a white-label version of the Passport app.

  1. Download the white-label Passport app on your iOS or Android device. 
  2. Open the Passport app. 
  3. Log in to your account. 
  4. Tap the menu icon in the top left corner of the screen. 
  5. Tap Unlock with Brivo

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  6. Tap Redeem a Brivo Pass.  

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  7. Add your Brivo code in the Pass Code field. 
    You should have received an email notification with your Brivo code 15 minutes prior to the start of your booking. 

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  8. Tap Redeem.

You should now be able to use the Passport app to unlock doors in the space. 

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