Integrating ACT365
  • 31 May 2022
  • 4 Minutes to read
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Integrating ACT365

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Using the ACT365 integration adds a $/£/€50 monthly charge to your Nexudus subscription per location enabled.

What you Need 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.

An ACT365 Account

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

2. Your Nexudus Inventory

The integration works by connecting ACT365 access groups to passes, resources, desk, and offices in Nexudus. It is important to have these items set up in your space prior to the integration.
If you still need to add items to your inventory, check out the following tutorials:

3. Creating Access Groups in ACT365

Access groups define which doors a certain type of customer can unlock. You only need to create access groups in ACT365.
Nexudus will automatically adds customers to access groups as they purchase linked passes, book resources or rent desks and offices. Nexudus also automatically removes customers from access groups as their passes expire, their contract are cancelled or their bookings end.

What to Consider When Creating Access Groups

  • The total number of access groups you need to create

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

For example, if you have 3 passes, 5 resources, and 7 desks in your Nexudus account, you should create 15 access groups in ACT365, one for each item in your inventory.

  • Which doors you need to include in each access group
    When creating a access 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 access 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 access 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

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

Step 1. Enabling the ACT365 Integration in Nexudus

  1. If the navigation menu isn't visible, click the menu icon in the top left corner of the page.

  2. Enable the ACT365 integration toggle.

  3. Select your ACT365 site.

  4. Click the Save Changes button.

You've now enabled the ACT365 integration with Nexudus. The next step is to link the access groups you've created in ACT365 to your inventory items in Nexudus.

Step 2. Linking Nexudus Items to ACT365 Access Groups

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

Presence tracking

Scroll down to the Presence tracking section. This section lets you trigger check-ins or check-outs in Nexudus when customers unlock specific doors in your space. Click on each door's drop-down list and select the action you want to trigger when customers unlock them.

ACT365_PresenceTracking.png

Each door can only trigger one action: checking in, checking out or no action.

Resources

Scroll down to the Resources section. This section lets you link resource doors to their corresponding access group in ACT365.

ACT365_Resources.png

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

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

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

Passes

The Passes section lets you link passes you sell customers via plans or products to their corresponding access groups in ACT365.

ACT365_Passes.png

Click on each pass drop-down list and select the access group you want to link from the list.

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

Each ACT365 access group/Nexudus pass pair must have matching access times

For example, if a pass grants access to your space from 9 to 5 but the ACT365 access group only grants access from 10 to 5, customers holding this pass will only be able to access your space between 10 and 5.

Desks / Offices

Scroll down to the Desks / Offices section. This section lets you link floor plan items to their corresponding access group in ACT365.

ACT365_FloorPlan.png

Click on each desk or office dropdown menu and select the access group you want to link from the list.

Linking a access 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 access group in ACT365.
Customers are added to the access group when their contract starts and they are removed from the access group when their contract ends.

Make sure to click Save changes in the bottom right corner of the page once you've mapped all the relevant items.

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.


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