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Brivo Access Control Integration

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Overview

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Key Features

• Cloud-based management: Manage access from anywhere through Brivo’s web platform
• Mobile access: Customers can use the Brivo OnAir mobile app via the Nexudus Passport app
• Automatic provisioning: Access is granted and revoked automatically based on plan changes, bookings, and pass assignments
• Visitor support: Time-limited credentials for visitors with automatic expiry
• Check-in tracking: Optionally use door events to check customers in/out
• Multi-region support: Works with both Global and Europe Brivo regions
• Group-based permissions: Map your inventory (passes, resources, desks) to Brivo access groups

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Integration Type

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Capabilities

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How It Works

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Access Control Model

1. Users: Each customer is created as a user in Brivo with their email and name
2. Groups: Access permissions are organized into groups in Brivo (e.g., “24/7 Access”, “Meeting Room A”)
3. Credentials: Users receive credentials (physical cards, QR codes, or mobile passes) to access doors
4. Access points: Physical doors/locks controlled by Brivo hardware

• Creates or updates their Brivo user profile
• Assigns them to the appropriate access groups
• Provisions credentials (mobile pass or physical card)

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Multi-Door Support

1. In Brivo, create an access group (e.g., “Coworking Space Access”)
2. Add the relevant doors to that group in Brivo
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

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Prerequisites

1. Active Brivo account with administrator access
2. Brivo API Key obtained from Brivo support or your account manager
3. Brivo site configured with access points (doors/locks) installed and online
4. Access groups created in Brivo for different access levels (e.g., 24/7 access, business hours only)
5. API access enabled on your Brivo account
6. Nexudus location configured with plans, passes, and resources

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Configuration

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Step 1: Connect to Brivo

1. In the Nexudus dashboard, go to Settings > Integrations
2. Find Brivo in the list and click to open the integration settings
3. Toggle Enable Brivo integration to ON
4. Enter your API Key (obtained from Brivo support)
5. Select your region:
   • Global: For accounts on https://auth.brivo.com
   • Europe: For accounts on https://auth.eu.brivo.com
6. Click Connect
7. Sign in to your Brivo account when prompted
8. Grant Nexudus permission to access your Brivo account
9. You’ll be redirected back to Nexudus

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Step 2: Select Your Site

1. From the Site dropdown, select the site that corresponds to this Nexudus location
2. This determines which access points and groups are available for mapping

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Step 3: Configure Presence Tracking (Optional)

1. In the Access Points section, you’ll see all doors from your Brivo site
2. For each door, choose an action:
   • Nothing: Door access is tracked in Brivo 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)

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Step 4: Map Passes to Access Groups

1. In the Passes section, you’ll see all passes configured for this location
2. For each pass, select the Brivo Access 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 a Brivo group, the customer is added to that group in Brivo
• 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

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Step 5: Map Resources to Access Groups

1. In the Resources section, you’ll see all resources configured for this location
2. For each resource, select the Brivo Access 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

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Step 6: Map Desks/Units to Access Groups

1. In the Desks/Units section, you’ll see all desks from your floor plans
2. For each desk, select the Brivo Access 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

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Step 7: Configure Visitor Access (Optional)

1. In the Visitor Settings section, select the Brivo Access Groups that visitors should receive
2. Multiple groups can be selected if visitors need access to multiple areas
3. Optionally configure:
   • Credential format: Choose which credential format to use for visitors (QR code, PIN, etc.)
   • Automatic mobile invitations: Enable to automatically send mobile pass invitations to visitors

• When a visitor is registered in Nexudus with an expected arrival time, Nexudus creates a temporary Brivo user
• The visitor receives a time-limited credential (access starts 15 minutes before expected arrival)
• Access automatically expires:
  • Guest on a booking: 15 minutes after the booking ends
  • Regular visitor: At midnight (location’s time zone) after the arrival date
• When the visitor is marked as departed or deleted, their Brivo credential is removed immediately

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Step 8: Configure Mobile Access (Optional)

• Brivo OnAir must be enabled on your Brivo account
• Customers must download the Nexudus Passport app
• The integration must be configured to use mobile credentials

1. In Brivo, ensure your access points support OnAir (mobile credentials)
2. In Nexudus, under Credential Settings, select:
   • Credential format: Choose “Brivo Mobile Pass”
   • Redeem OnAir passes automatically: Enable to automatically provision mobile passes without requiring customers to manually redeem an invitation

1. Customer logs in to the Nexudus Passport app
2. App detects Brivo integration is enabled
3. Customer receives a Brivo OnAir invitation:
   • Automatic mode: Invitation is pre-redeemed, customer can unlock doors immediately
   • Manual mode: Customer receives an email with an access code to redeem in the Brivo app
4. Customer can unlock doors directly from the Passport app

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Step 9: 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

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How Access is Managed

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When Access is Granted

1. Contract starts: Customer begins a contract on a plan → receives passes included in that plan → assigned to corresponding Brivo groups
2. Pass activated: Customer receives a pass directly (not via a contract) → assigned to the mapped Brivo 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. Visitor registered: Visitor is added with expected arrival → temporary Brivo credential created
6. Booking guest added: Non-customer is added as a guest on a booking → granted access to resource’s group for the booking duration

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When Access is Revoked

1. Contract ends or cancelled: Customer loses passes from that contract → removed from corresponding Brivo groups
2. Pass expires: Pass validity ends or usage is consumed → removed from mapped Brivo 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 Brivo access removed
6. Visitor expires: Visitor’s access window ends or visitor is deleted → Brivo credential deleted
7. Check-in expires: If customer checks out or check-in expires, certain temporary access may be revoked

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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
• Visitor access: Starts 15 minutes before expected arrival
• Background processing: Access updates are queued in background jobs to handle high volumes efficiently

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Mobile App Experience

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Setup for Customers

1. Customer downloads the Nexudus Passport app (iOS or Android)
2. Signs in with their Nexudus credentials
3. App detects Brivo integration is active
4. Customer receives or redeems a Brivo OnAir mobile pass:
   • Automatic mode: Pass is ready immediately
   • Manual mode: Customer receives an email with an access code to enter in the Brivo app

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Using Mobile Access

1. Customer opens the Nexudus Passport app
2. Navigates to Unlock Doors section
3. Views available Brivo OnAir credentials
4. Approaches door and uses phone to unlock (via Bluetooth or QR code, depending on Brivo hardware)

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Revoking Mobile Access

• They changed phones
• The pass stopped working
• They want to refresh their credentials

1. Temporarily deactivating the customer
2. Reactivating the customer
3. Access is automatically re-provisioned

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Troubleshooting

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Monitoring Integration Errors

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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

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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 access 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

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Security Considerations

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Data Shared with Brivo

• Customer data: First name, last name, email address
• External ID: Nexudus customer ID (used to link records between systems)
• Visitor data: Name, email, visitor code

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

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Credential Management

• Physical cards: Managed entirely in Brivo; Nexudus only assigns access groups
• Mobile credentials: Provisioned through Brivo OnAir; Nexudus triggers invitation but doesn’t handle the credential itself
• Visitor credentials: Time-limited and automatically expire
• User passwords: Never shared with Nexudus; authentication to Brivo apps is handled by Brivo

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Technical Details

{
  "id": 12345,
  "firstName": "John",
  "lastName": "Doe",
  "email": "john@example.com",
  "externalId": "CUSTOMER-67890",
  "suspended": false,
  "groups": [1, 2, 3]
}

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Related Documentation

• Access Control Overview
• Passes Configuration
• Plans & Contracts
• Visitor Management
• Resource Bookings