ACT365

Learn how you can integrate ACT365 with Nexudus.

ACT365 is an access control system that lets your customers unlock doors and access different areas of space using access cards or their phone. Customers are automatically added to cardholder groups as they purchase passes, make bookings or rent desks and offices.

 Enabling the ACT365 integration adds a $/£/€50 charge to your monthly Nexudus subscription. Every additional location adds an extra $/£/€50 charge.

Each cardholder group includes access to a selection of doors. You define a cardholder group in ACT365 for each pass, resource, desk, and office you have in your Nexudus account. You can then enable the integration in Nexudus and connect the cardholder groups to the corresponding Nexudus items. 

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

 

Requirements to Integrate ACT365 

You need to make sure some requirements are met before you can integrate ACT365 with Nexudus. The following requirements detail what you need to do prior to starting the integration process.

Requirement 1 - Create an ACT365 Account and Install the System

If you don't have an ACT365 account already set up, we encourage you to get in touch with the ACT365 team. They will help you set up your account and install the system in your space. 

Requirement 2 - Have Items Set up in Nexudus

You connect ACT365 cardholder groups to three inventory 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 are what connects Nexudus to your cardholder groups in ACT365.

If you need to add items to your Nexudus inventory, check out the following articles:

Requirement 3 - Create Cardholder Groups in ACT365

Cardholder groups define which doors a certain type of customer can unlock. You need to create these groups in your ACT365 account. .

You only need to create cardholder groups in ACT365. Nexudus automatically adds customers to cardholder groups as they purchase passes, book resources or rent desks and offices. Nexudus also automatically removes customers from cardholder groups as their passes expire, their contract are cancelled or their bookings end.

Consider the following when creating cardholder groups:

  • The number of cardholder groups you need to create

We recommend you create a cardholder group for each pass, resource, desk, and office available in your Nexudus account.

Let's say you have 3 passes, 5 resources, and 7 desks in your Nexudus account. You'll need to create 15 access groups in ACT365, one for each item in your inventory. 

  • Which doors you need to include in each cardholder group

When creating a cardholder group, think about all the doors linked to ACT365 that your customers have to unlock in order to access a specific resource or area of your building. 

Let's say your space has its main entrance door, each floor entrance door, and each resource door linked to ACT365. Each resource will needs its own cardholder group that should include: the resource door, the door of the floor where the resource is located, and the main entrance door. 

Including all the necessary doors in your cardholder groups will ensure your customers don't get stuck in your space and they can access the areas that are included in their plan, their bookings or their contracts.

Integrating ACT365 with Nexudus

Once you've gone through the requirements, the integration of ACT365 with Nexudus is a simple two-step process: 

  1. Enabling the ACT365 Integration in Nexudus
  2. Linking Nexudus Items to ACT365 Cardholder Groups

Step 1 - Enabling the ACT365 Integration in Nexudus

  1. Log in to your Nexudus account if you aren't logged in.

  2. Click on Settings > Integrations.

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  3. In the Access control section, click on the ACT365 tile.

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  4. Set Enable to YES and click Save changes.

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You've now enabled the ACT365 integration with Nexudus. The last step is to link the cardholder groups you've created in ACT365 to the inventory items you have in Nexudus.  

Step 2 - Linking Nexudus Items to ACT365 Cardholder Groups

The last step of the process is to link your Nexudus inventory items to their corresponding cardholder groups in ACT365. 

All you need to do is match the the passes, desks, offices, and resources set up in your Nexudus account to their corresponding cardholder groups in ACT365. 

  1. Click on the ACT365 tile that moved to the Active Integrations section.


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  2. Enter your ACT365 Username and Password before clicking on Verify token

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  3. Click on the Site dropdown menu and select your location from the list. 

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    Entry Locks Activity

  4. Scroll down to the Entry Locks Activity section. This section lets you choose which action to trigger in Nexudus when customers unlock each registered door in your space.
  5. Click on each door's dropdown menu and select the action you want to trigger when customers unlock them.

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    Passes

  6. Scroll down to the Passes section.
    This section lets you link passes you sell customers via plans or products to their corresponding cardholder groups in ACT365.

  7. Click on each pass dropdown menu and select the access group you want to link from the list.

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    Linking a cardholder group to a pass means that any customer purchasing that pass via a plan or a product will be added to the corresponding cardholder groups in ACT365. 


    It is important that each cardholder group / pass pair have matching access times. If a pass grants access to your space from 9 to 5 but the cardholder group only grants access from 10 to 5, customers with that pass will only be able to access your space between 10 a.m. and 5 p.m.

    Room locks

  8. Scroll down to the Room locks section.
    This section lets you link resource locks to their corresponding cardholder group in ACT365.

  9. Click on each room locks dropdown menu and select the cardholder group you want to link from the list.

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    Linking a cardholder group to a resource means that any customer booking that resource will be added to that cardholder group in ACT365.

    Customers are automatically added to the cardholder group 15 minutes before their booking starts. They are also automatically removed from the cardholder group 15 minutes after their booking ends.

    Desks and offices

  10. Scroll down to the Desks and Offices section.
    This section lets you link floor plan items to their corresponding cardholder group in ACT365.
  11. Click on each desk or office dropdown menu and select the access group you want to link from the list.

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    Linking a cardholder group to a desk or an office means that any customers holding an active contract for that desk or office will be added to that cardholder group in ACT365.
    Customers are added to the cardholder group when their contract starts and they are removed from the cardholder group when their contract ends.
  12. Click Save changes.

You've completed the ACT365 integration with Nexudus. Your customers will be able to access your space and unlock doors using access cards or their phone according to the passes they purchase, the bookings they make and the desks or offices they rent.

Manually Adding 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 needs 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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