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Doorflow Access Control Integration

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Overview

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Key Features

• Cloud-based management: Manage access from anywhere through Doorflow’s web platform
• 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: Physical access cards with PIN code support
• Group-based permissions: Map your inventory (passes, resources, desks) to Doorflow groups
• Booking-based temporary access: Automatic access during reservation windows
• Multi-site support: Manage access across multiple physical locations

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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

• People represent individuals in the system (mapped to Nexudus customers)
• Groups define collections of doors that people can access
• Sites organize door controllers within your Doorflow account
• Controllers manage individual doors or access points
• Tokens are physical RFID cards assigned to people

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Multi-Door Support

1. In Doorflow, create a group (e.g., “24/7 Access”)
2. Add the relevant doors to that group in Doorflow
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 Doorflow account with administrator access
2. OAuth2 credentials from Doorflow (obtained during connection process)
3. Doorflow system configured with door controllers installed and online
4. Groups created in Doorflow for different access levels (e.g., 24/7 access, business hours only)
5. Nexudus location configured with plans, passes, and resources

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Configuration

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Step 1: Connect to Doorflow

1. In the Nexudus dashboard, go to Settings > Integrations
2. Find Doorflow in the list and click Connect
3. You’ll be redirected to the Doorflow authorization page
4. Sign in with your Doorflow administrator credentials
5. Review the permissions requested by Nexudus:
   • Read account and person information
   • Manage people (create, update, delete)
   • Read events for check-in tracking
   • Read sites and controllers
6. Click Authorize to grant access
7. You’ll be redirected back to Nexudus with the connection established

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Step 2: Select Site for Check-in Tracking

1. In the Check in customers at dropdown, select the Doorflow site
2. Leave blank if you don’t want automatic check-ins from door events
3. If you have multiple sites, you can only track check-ins for one site at a time

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Step 3: Select Site for Configuration

1. In the Doorflow site dropdown, select your site
2. Once selected, the configuration panels for controllers, resources, passes, and desks will load

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Step 4: Configure Presence Tracking (Optional)

1. In the Presence tracking section, you’ll see all door controllers from your selected site
2. For each controller, choose an action:
   • Nothing: Door access is tracked in Doorflow 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 5: Map Passes to Groups

1. In the Passes section, you’ll see all passes configured for this location
2. For each pass, select the Doorflow access group from the dropdown
   • The dropdown shows all groups available in your Doorflow site
   • 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 Doorflow 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

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Step 6: Map Resources to Groups

1. In the Resources section, you’ll see all resources configured for this location
2. For each resource, select a Doorflow access group from the dropdown
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 7: Map Desks/Units to Groups

1. In the Desks / Offices section, you’ll see all desks from your floor plans
2. For each desk, select a Doorflow access group from the dropdown
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 8: 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 Doorflow groups
2. Pass activated: Customer receives a pass directly (not via a contract) → assigned to the mapped Doorflow 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

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When Access is Revoked

1. Contract ends or cancelled: Customer loses passes from that contract → removed from corresponding Doorflow groups
2. Pass expires: Pass validity ends or usage is consumed → removed from mapped Doorflow 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 Doorflow access removed
6. 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
• Debouncing: Rapid changes to the same customer are batched together (5-second delay) to prevent excessive API calls
• 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

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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. Optionally, set a PIN code in the Access PIN Code field
6. Save the customer profile

• No card: Person exists in Doorflow but cannot unlock doors (no physical credentials)
• Card assigned: Customer can use physical RFID card to unlock doors
• PIN code set: Customer can use card + PIN for enhanced security
• Card removed: Physical access is revoked (person record remains in system)

• Only numeric card IDs are supported
• Non-numeric cards are automatically filtered out
• Cards are stored in the Doorflow person record

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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: OAuth2 token expired or invalid
• Provisioning errors: Failed attempts to create or update customer access
• Configuration issues: Missing or invalid group mappings
• Synchronization problems: Delays or failures in updating access permissions
• API rate limiting: Too many requests to Doorflow API (30 requests per minute limit)

• 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 Doorflow

• Customer data: First name, last name, email address, mobile phone
• System ID: Nexudus customer ID prefixed with “NX” (used to link records between systems)
• RFID cards: Card IDs from the Access Card ID field
• PIN codes: Access PIN codes if configured

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

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External ID Management

• Customers: SystemId set to NX{coworkerId} (e.g., NX12345)
• Lookup: People are retrieved via system ID to prevent duplicates
• Email conflicts: If email already exists in Doorflow, Nexudus uses no-reply+doorflow_{coworkerId}@nexudus.com

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API Rate Limiting

• Rate limit: 30 requests per minute per username
• Distributed locking: Prevents concurrent updates to the same customer across multiple servers
• Debouncing: Multiple rapid changes to a customer are batched together (5-second delay)
• Background processing: Updates are queued to avoid overwhelming the Doorflow API

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Related Documentation

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

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Best Practices

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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)

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Multi-Site Management

• Configure passes, resources, and desks separately for each site
• Select the appropriate site before mapping inventory
• Only one site can be monitored for check-in tracking at a time

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Access Signature Tracking

• Nexudus tracks an “access signature” for each customer (a hash of their group memberships)
• Access updates are skipped if the signature hasn’t changed
• This prevents unnecessary API calls and improves performance

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Technical Details

{
  "id": 12345,
  "system_id": "NX67890",
  "first_name": "John",
  "last_name": "Doe",
  "email": "john@example.com",
  "mobile": "+1234567890",
  "groups": [1, 2, 3],
  "tokens": [
    {
      "number": "123456",
      "pin": "1234",
      "active_from": "2000-01-01",
      "active_until": "2500-01-01"
    }
  ]
}