ACT365

Learn how you can set up ACT365 as an access control system in your space.

About ACT365

ACT365 is an access control system that automates access to your building and the different areas within your space. Cardholder groups let you define who gets access to which area and how. 

The table below details how ACT365 works with Nexudus: 

You connect ACT365 to Nexudus with Customers can access your space with Cardholder groups can be connected to 
ACT365 username & password
  • Scanning Nexudus Automation Tiles (NFC / QR)
  • PIN codes
  • Access cards
  • Passes
  • Resources / Doors
  • Desks / Offices

 

General requirements to integrate ACT365 

You need to make sure some requirements are met before you can integrate ACT365 with Nexudus. Some requirements may seem obvious, but they're important to ensure a smooth and efficient integration. 

Have active accounts in Nexudus and ACT365 

If you already have a Nexudus account but no ACT365 account, we encourage you to get in touch with the ACT365 team who will help you install the system in your space and enable your account. 

If you already have an ACT365 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 ACT365 cardholder groups.

Setting up your ACT365 account

On your ACT365 account, you need to set up cardholder groups. They define access rights for certain groups of users. You need to create these groups in ACT365 in order to then connect them to passes, desks & offices, and resources in your Nexudus account.

Creating cardholder groups

We recommend you create a cardholder 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 cardholder groups in your ACT365 account. 

You won't need to manually create cardholders in ACT365. 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 cardholders in ACT365 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 a cardholder Group. 

Cardholder groups are always created and edited in ACT365. You cannot modify cardholder groups in Nexudus.

Connecting Nexudus Spaces with ACT365

Once you've set up passes and included them in plans or products that you need, you need to connect your Nexudus Spaces account to ACT365.

  1. Go to Settings, then click on Integrations.
  2. Click ACT365.
  3. Set Enable to YES and enter your credentials, username and password.
  4. Click Save changes.
  5. Click on Verify token to validate your details.

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Linking Nexudus items to Cardholder Groups.

After clicking on "Verify token", select the ACT365 site you want link in order to continue.

On the next screen, you can link the passes, desks & offices, and resources set up on your Nexudus account to the corresponding cardholder groups that you've already created in ACT365. 

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 ACT365 cardholder group. Selecting a cardholder group for a pass will mean that any customers holding that pass will be added to that cardholder group in ACT365. 

It is important the access times and days you set for the cardholder group in ACT365 matches that of the pass. Nexudus does not change or manage the access rights for each of the cardholder groups in ACT365.

 

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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 ACT365 cardholder group. Selecting a cardholder group for a resource will mean that any customers booking that resource will be added to that cardholder group in ACT365. 

Customers are added to the cardholder 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 cardholder 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 ACT365 cardholder group. Selecting a cardholder 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 cardholder group in ACT365. 

Customers are added to the cardholder 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 cardholder 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 cardholder's accesses in ACT365. 

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Adding an access card to a customers account
 
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