- 02 May 2023
- 5 Minutes to read
- Updated on 02 May 2023
- 5 Minutes to read
What You Need to Integrate Brivo
1. A Brivo API Key
Brivo should have shared an API key with you when you opened your account. If you don't have a Brivo API key, reach out to Brivo's support team at [email protected] to request one.
2. Your Brivo Administrator ID
In order to connect your Brivo OnAir account to Nexudus, you need to log in using your Brivo Administrator ID instead of the email address you usually use to log in to Brivo.
If you don't know your Brivo Administrator ID, follow the instructions below to find it.
Go to access.brivo.com.
Log in to your Brivo account using your email and password.
Click on your icon in the bottom left corner of the page.
Copy and save the Admin ID in the pop-up menu.
Make sure you keep this Admin ID handy, you'll need it during the integration process.
3. Multiple Brivo Groups
You need to create Brivo groups in your Brivo account to define the access rights you want to grant to different types of customers. Brivo groups are essentially a collection of doors that are accessible to users who are part of the group. Brivo groups are then linked to passes, desks, offices, and resources in your Nexudus inventory. Every time a customer makes a purchase that includes one of the linked inventory items, Nexudus will automatically add them to the relevant Brivo groups and effectively grant them door access.
Nexudus manages them for you, including automatically adding and removing customers from the relevant Brivo groups based on their bookings, their passes, and their contracts.
We recommend you create one access group per pass, resource, and desk/office on your floor plan. For example, if your space offers:
- 3 types of passes
- 4 meeting rooms
- 6 private offices
You will need to create 13 groups in your Brivo account. You won't need to repeat this step past the initial setup, unless you expand your space.
For example, if you create a Brivo group for a meeting room on the second floor of your space, you should include the meeting room's door along with every other door customers will need to unlock to reach the resource, such as the front door or the second floor's entrance door.
For practical instructions on how to create a group in Brivo, check out their tutorial video.
Once you have your Brivo API key, Administrator ID, and the relevant Brivo groups set up in your account, you are ready to start the integration process in Nexudus.
Step 1. Enabling the Brivo Integration in Nexudus
Log in to the Admin Panel if you aren't already.
Enable the Brivo integration toggle.
Enable the Redeem OnAir Passes automatically toggle if you want customers using the white-label Passport app to be able to use their passes without having to manually redeem them.
Enable the List available locks in Passport App toggle if you want customers using the white-label version of Passport to see all the locks available to them on the app.
Select a No access policy based on the action you want Nexudus to take when a customer doesn't have access to any access group based on their purchases.
For example, a contact who doesn't have any valid pass or booking for a resource connected to Brivo.
Add your Brivo API key in the API Key field.
Add the ID of all the access groups visitors should be added to when they are registered in the Visitor Access Group IDs field.
Click the Save Changes button.
You are redirected to the Brivo Login page.
- Log in to your Brivo account using your Brivo Admin ID and your password.
You are redirected to the Admin Panel.
- Select your space location from the Location drop-down list.
You're now ready to start the second step of the integration which is linking your Brivo groups to the corresponding inventory items in Nexudus.
Step 2. Connecting Inventory Items to Brivo Groups
Once you've selected your space location, you'll notice that four new sections appear under the initial integration pop-up:
- Entry Locks Activity
- Room Locks
- Desks and Offices
All you have to do is select the relevant Brivo group from the drop-down list next to each door, pass, resource, desk, and office.
The Presence tracking section lets you choose which doors should trigger check-ins and check-outs. Leave the door set as Do nothing if you don't want to connect it to check-ins/outs in Nexudus.
The Resources section lets you assign a Brivo group to every resource in your Nexudus inventory. Don't select any access group if you don't want to connect a resource to Brivo.
Customers with valid bookings for connected resources will automatically be added to the relevant Brivo group 15 minutes before the start of their booking and receive a Brivo code to unlock the door. They will receive their Brivo passes via email. They can then redeem the passes using the Brivo app or the white-label version of the Passport app to unlock doors. Nexudus will also automatically remove them from the relevant Brivo group 15 minutes after their booking ends.
The Passes section lets you assign a Brivo group to every pass in your Nexudus inventory. Leave your passes set as Not controlled by Nexudus if you don't want to connect them to a Brivo group.
Customers getting passes through plans or product benefits will receive their Brivo passes via email. They can then redeem the passes using the Brivo app or the white-label version of the Passport app to unlock doors.
They'll still be able to unlock the relevant doors if they don't have a valid pass, but Nexudus will record them as failed check-ins.
Desks and Offices
The Desks and Offices section lets you assign a Brivo group to every desk and office in your Nexudus inventory. Leave your desks and offices set as Not controlled by Nexudus if you don't want to connect them to a Brivo group.
Whenever you assign connected desks or offices to a customer's contract, they will automatically be added to the relevant Brivo groups based on their contract's start date.
They will receive their Brivo passes via email. They can then redeem the passes using the Brivo app or the white-label version of the Passport app to unlock doors. Nexudus will automatically remove them from the Brivo groups when their contract ends.
If a customer is also the paying member of a team, everyone in that team will also be added to the relevant Brivo groups. All customers added to the relevant Brivo groups are automatically removed when the contracts for the desks or offices end.
Once you've assigned Brivo groups to all the relevant items in your Nexudus inventory, make sure to click Save Changes and the Brivo integration will be complete.