Brivo

Learn how to configure the Access Control System Brivo

What is Brivo

Brivo is an access control system that lets members access different areas in your building using their smartphone or and access card.

How can the integration between Brivo and Nexudus help your space?

Below are some of the processes that you can automate when you integrate Brivo with your Nexudus Spaces account:

  • Flexible opening times: You're bound to have different plans that allow members to access the space at different times of the day. By integrating both systems you can synchronise the access conditions that each of the plans have in Nexudus with the Brivo user accounts.

  • Reports: When you integrate door access control in your space, you'll have a much better idea of who is coming and going and when.

  • Resources: You can link your Brivo account with the Resources that you've configured on your Nexudus Spaces account. This means you can generate access keys for the Resources from Brivo when a booking is made via Nexudus Spaces.

Integrating Nexudus Spaces with Brivo

First, you'll need to open an account on both platforms. If you already have a Nexudus account and you're interested in integrating Brivo in your space, you can contact Brivo. The Brivo team will tell you about the steps you need to take to install the system and enable your account.

Access to your space is managed by passes, bookings for your resources and contracts for your desks and offices on Nexudus. These are the elements that you need to link on your Brivo account to grant the access rights that you want depending on the customers in your space. On Brivo, you can use different groups to manage different types of passes, resources (i.e meeting rooms) and offices that you've configured on your Nexudus Spaces account and link them later.

Your Nexudus account has some Passes configured by default, such as 24 Hours Pass, Day Pass (8HRS) and Evening Pass, which can be sold or assigned to customers separately or via a Product or Plan. If you want to link these elements, you have to create three groups in your Brivo account: Members with 24 hours access, Members with day access and Members with evening access, Meeting Room 1, Meeting Room 2, etc...

Once you've got an active account for both platforms, you'll need to configure some settings on each of the accounts. Below, we'll look at the necessary elements for each of them:

Setting up your Brivo account

You will need to ask your Brivo representative to provide you with a unique API Key connected to the Nexudus integration. Once you have this, you should carefully paste the key in Settings > Integrations > Brivo > API Key.

Click "Save" once you have typed in the key.

Then click on "Connect". This will redirect you to Brivo where you will need to use your Brivo username and password. Once you do so, you will be asked to connect your Brivo account and your Nexudus account. Once you agree to that screen you may be asked to type you Nexudus username and password as an administrator again.

On your Brivo account, you'll have to set up the Groups, which set the access rights for a certain group of users. Once added, you can link them to the Passes or Resources that are set up on your Nexudus Spaces account.

1. Creating a Group/s on your Brivo account

  • Groups: On your Brivo account, you can set up as many groups as you need to integrate with Nexudus, indicating the doors that you want to grant access to customers linked to each group. If you want to add a group in Brivo, you must complete the steps below. Remember, you will need a group for each type or level of access. Normally, you will need a group configured for each of your private offices/rooms, for each of the meeting rooms you rent as well as a general group for those members with access only to the common areas. You will later link each office in your floor plans, each meeting room and each pass to one of these groups

  1. Log in to your Brivo account at https://acs.brivo.com

  2. Click the Users > Group menu.

3. Click Add Access Group.

In this example we will call this group "General Access" and will add the "Main Entrance" door to it. You will need to select one user at least to be able to save the group.

Click on "Save Group" and continue to select the locks and sites customers added to this group will have access to. For example, for a group representing an office, you should select the lock for that office and all other locks and doors required to access that office, like the main entrance door, basement, elevators, etc...

You should repeat this process and add as many groups as needed. Normally, you will need a group configured for each of your private offices/rooms, for each of the meeting rooms you rent as well a general group for those members with access only to the common areas.

Setting up your Nexudus account

As we've already mentioned, access rights are managed via Passes, Bookings and Contracts on Nexudus. Once the integration is complete, you can choose to link them to the Groups that you've added to your Brivo account.

Customers are added to groups based on the following criteria:

  • When a customer is given a pass directly, via a product or as part of their plan, they will be added to the Brivo groups you have assigned to those passes.

  • When a customer books one of your resources, they will added to the Brivo groups you may have assigned to the resource being booked. This happens about minutes before the booking starts. They are removed from that group about 15 minutes after the booking ends.

  • When a customer has a contract linked to one of your floor plan desks or offices, they will be added to the groups you have assigned to those desks. If the contract is held by the paying member of a team, everyone in that team will be added to that Brivo group.

Important: Customers that are going to access the space with Brivo must have valid Passes on their Nexudus account. Make sure you add pases to all your plans.

Connecting Nexudus with Brivo

Once you've set up the Passes and included them in the Plans or Products that you need, you must link your Nexudus Spaces account to Brivo.

  1. Go to Settings, then click on Integrations.

  2. Click Brivo.

  3. Set Enable to YES and enter your API Key if you have not done so already.

  4. Click Save and then Connect.

Linking a Nexudus Spaces Pass to a Brivo Group

On the next screen, you can link the Passes, Floor Plan Items (Desks and Offices), Resources set up on your Nexudus Spaces account to the groups that you've added on Brivo.

In this example, you can see we selected a "Check in" for the "Main Entrance" reader so members opening that door are checked in automatically.

Below we've linked the different passes to the "Main Entrance" Brivo group which only gives access to the main entrance lock (this is configured in Brivo).

You can do the exact same thing for each of the items in your Floor Plans as well as for each of your resources.

When linking an item from your floor plan to a Brivo access group, anyone with an active contract linked to that floor plan item will be added to this group. This works across teams too, which means that by linking the paying member's contract to an item in the floor plan, you will be granting access to the Brivo group linked to that floor plan item to everyone who is in that team.