​

ACT365 Access Control Integration

​

Overview

​

Key Features

• Cloud-based management: Manage access from anywhere through ACT365’s web platform
• Mobile access: Customers can use the Nexudus Passport app to unlock doors remotely
• Automatic provisioning: Access is granted and revoked automatically based on plan changes, bookings, and pass assignments
• Check-in tracking: Optionally use door events to check customers in/out
• RFID card support: Up to 4 RFID cards per customer for physical access
• Group-based permissions: Map your inventory (passes, resources, desks) to ACT365 cardholder groups
• Booking-based temporary access: Automatic access during reservation windows

​

Integration Type

​

Capabilities

​

How It Works

​

Access Control Model

• Cardholders represent individuals in the system (mapped to Nexudus customers)
• Cardholder Groups define collections of doors that cardholders can access
• Sites organize door controllers within your ACT365 account
• Door Controllers manage individual doors or access points

​

Multi-Door Support

1. In ACT365, create a cardholder group (e.g., “Coworking Space Access”)
2. Add the relevant doors to that group in ACT365
3. In Nexudus, map your pass/resource/desk to that group
4. Customers with that pass automatically get access to all doors in the group

​

Prerequisites

1. Active ACT365 account with administrator access
2. API credentials obtained from ACT365 (username and password for API authentication)
3. ACT365 site configured with door controllers installed and online
4. Cardholder groups created in ACT365 for different access levels (e.g., 24/7 access, business hours only)
5. Nexudus location configured with plans, passes, and resources

​

Configuration

​

Step 1: Connect to ACT365

1. In the Nexudus dashboard, go to Settings > Integrations
2. Find ACT365 in the list and expand the settings
3. Enable the Enable ACT365 integration toggle
4. Enter your connection details:
   • Username: Your ACT365 API username
   • Password: Your ACT365 API password
5. Click Save to establish the connection
6. Once connected, select your ACT365 site from the dropdown menu that appears
7. The configuration panels will load, showing your door controllers, cardholder groups, passes, resources, and desks

​

Step 2: Configure Presence Tracking (Optional)

1. In the Door Controllers section, you’ll see all doors from your ACT365 site
2. For each door, choose an action:
   • Nothing: Door access is tracked in ACT365 but doesn’t affect Nexudus
   • Check In: Unlocking this door checks the customer in
   • Check Out: Unlocking this door checks the customer out
   • Toggle: Unlocking switches between checked in and checked out

• Set the main entrance to Check In
• Set the exit door to Check Out
• Set internal doors to Nothing (access granted but doesn’t affect presence)

​

Step 3: Map Passes to Cardholder Groups

1. In the Passes section, you’ll see all passes configured for this location
2. For each pass, select the ACT365 Cardholder Group that customers should be assigned to when they hold that pass
3. Leave blank if a pass should not grant physical access

• When a customer has an active contract on a plan that includes passes, they automatically receive those passes
• If the pass is mapped to an ACT365 group, the customer is added to that group
• When the pass expires or is consumed, access is revoked
• Time-limited passes (e.g., day passes with validity windows) automatically grant and revoke access at the appropriate times

​

Step 4: Map Resources to Cardholder Groups

1. In the Resources section, you’ll see all resources configured for this location
2. For each resource, select the ACT365 Cardholder Group required to access that space
3. Leave blank if resource bookings should not grant physical access

• When a customer books a resource, Nexudus grants them access 15 minutes before the booking starts
• Access is automatically revoked when the booking ends
• If the booking is cancelled, access is removed immediately

​

Step 5: Map Desks/Units to Cardholder Groups

1. In the Desks/Units section, you’ll see all desks from your floor plans
2. For each desk, select the ACT365 Cardholder Group required to access that area
3. Leave blank if desk assignments should not grant physical access

• When a desk is added to a customer’s contract, they receive access to the mapped group
• Access is granted when the contract starts and revoked when it ends
• Team billing support: If a customer uses team billing (merged billing), they also receive access to desks included in the paying member’s contracts

​

Step 6: Save Configuration

1. Review all mappings to ensure they’re correct
2. Click Save to apply the configuration
3. Nexudus will immediately start provisioning access for customers based on the new mappings

​

How Access is Managed

​

When Access is Granted

1. Contract starts: Customer begins a contract on a plan → receives passes included in that plan → assigned to corresponding ACT365 groups
2. Pass activated: Customer receives a pass directly (not via a contract) → assigned to the mapped ACT365 group
3. Booking created: Customer books a resource → granted access to resource’s group 15 minutes before booking start time
4. Desk added to contract: Desk is added to an active contract → customer receives access to the desk’s mapped group
5. Booking guest added: Non-customer is added as a guest on a booking → granted access to resource’s group for the booking duration

​

When Access is Revoked

1. Contract ends or cancelled: Customer loses passes from that contract → removed from corresponding ACT365 groups
2. Pass expires: Pass validity ends or usage is consumed → removed from mapped ACT365 group
3. Booking ends or cancelled: Booking time expires or is cancelled → access to resource’s group is removed
4. Desk removed from contract: Desk is removed from contract → access to desk’s group is revoked
5. Customer deactivated: Customer account is deactivated → all ACT365 access removed
6. Check-in expires: If customer checks out or check-in expires, certain temporary access may be revoked

​

Access Update Timing

• Immediate updates: Contract changes, pass assignments, and customer deactivations trigger access updates within seconds
• Booking lead time: Booking access is granted 15 minutes before the booking start time
• Background processing: Access updates are queued in background jobs to handle high volumes efficiently
• Event processing: Door events are synced every 12 minutes for check-in tracking

​

Mobile App Experience

​

Setup for Customers

1. Customer downloads the Nexudus Passport app (iOS or Android)
2. Signs in with their Nexudus credentials
3. App detects ACT365 integration is active
4. Customer can view available doors and unlock them remotely

​

Using Mobile Access

1. Customer opens the Nexudus Passport app
2. Navigates to Unlock Doors section
3. Views list of doors they currently have access to
4. Taps Unlock to remotely unlock a door

​

RFID Card Management

1. Go to Operations > Customers
2. Select the customer
3. In their profile, enter card IDs in the Access Card ID field
4. Separate multiple cards with commas: 123456,789012,345678 (up to 4 cards)
5. Save the customer profile

• No card: Cardholder is disabled in ACT365 (mobile-only access)
• Card assigned: Cardholder is enabled for both physical and mobile access
• Card removed: Cardholder is disabled again (reverts to mobile-only)

​

Troubleshooting

​

Monitoring Integration Errors

​

Business Checkup Dashboard

1. Go to Home > Important Items in the dashboard, or
2. Navigate directly to dashboard.nexudus.com/dashboards/checkup
3. Look for the Access Control Integration tile
4. If there are errors, the tile will be displayed in red

​

What Gets Flagged

• Authentication failures: Expired credentials or invalid API tokens
• Provisioning errors: Failed attempts to create or update customer access
• Configuration issues: Missing or invalid cardholder group mappings
• Synchronization problems: Delays or failures in updating access permissions

• The customer affected
• The nature of the problem
• When the error occurred
• Suggested actions to resolve it

​

Security Considerations

​

Data Shared with ACT365

• Customer data: First name, last name, email address, mobile phone
• External ID: Nexudus customer ID (used to link records between systems)
• RFID cards: Card IDs from the Access Card ID field

• Billing information
• Payment details
• Contract specifics (only cardholder group assignments)
• Personal notes or custom fields

​

Credential Management

• Physical cards: Managed entirely in ACT365; Nexudus only assigns cardholder groups
• Mobile credentials: Nexudus triggers unlock commands but doesn’t handle credentials
• User passwords: Never shared with Nexudus; authentication to ACT365 is handled by ACT365

​

Related Documentation

• Access Control Overview
• Passes Configuration
• Plans & Contracts
• Resource Bookings
• Check-ins

​

Best Practices

​

Cardholder Group Organization

• ✅ Good: “24/7 Access”, “Business Hours”, “Meeting Rooms”, “Private Offices”
• ❌ Avoid: “Hot Desk Plan”, “Dedicated Desk Plan” (these are billing products, not access types)

​

Technical Details

{
  "CardHolderID": 12345,
  "ExternalID": "67890",
  "FirstName": "John",
  "LastName": "Doe",
  "Email": "john@example.com",
  "MobileNumber": "+1234567890",
  "CardholderGroups": [1, 2, 3],
  "Cards": ["123456", "789012"],
  "SiteId": 0,
  "Active": true
}