Brivo is a cloud-based keyless access system that allows platforms like Coworks to integrate to take advantage of it's keyless entry door lock access system.
The purpose of this integration is to automatically create users in Brivo, with the appropriate access controls when adding new members to Coworks. This streamlines the member onboarding process and ensures that you and your staff only need to go to one place to add members and get them fully onboarded to your workspace.
1. Sign up for a Brivo Subscription + API Acess
To get started with Brivo & Coworks, make sure you have an active Brivo Subscription with API access.
Once you have a valid Brivo Subscription, Coworks must be added to your Brivo account, and your API key will need to be added to our Coworks developer profile. This can only be done by the Brivo team, so please reach out to your Brivo dealer or point of contact, and copy api@brivo.com. You should receive an API Access Agreement form from Brivo, which you will need to fill out. On the API request form, you can specify "coworks" as the developer username. Brivo will confirm with you once this has all been added.
Please let us know when you have confirmed with the Brivo support team that Coworks has been granted Brivo access.
2. Create Brivo Groups
Create Brivo access groups so you can organize your members properly. "Access groups" are a Brivo term which allows you to group members together based on different levels of access that you define. A group consists of a set of doors/locks that the group will have access to (e.g. front door and back door) and when. We recommend creating groups that mirror your Coworks plans so you can stay organized:
Coworking - Day
Coworking - Nights & Weekends
Suites
Doing this will allow you to bulk change access permissions when you add new doors, or remove doors without having to go to every member and change permissions.
3. Activate Brivo Integration
To activate the integration, navigate to our integrations page by clicking on the Community tab in the admin dashboard and then selecting the "Integrations" option from the top tabs. Once there, find the Brivo integration and click "Connect."
This will then navigate you to Brivo's login screen where you can authenticate by logging in with your Brivo account information (username and password).
It will ask you to authenticate the Coworks app. Please accept those access controls and click "Submit" to complete the integration.
Now your Brivo integration should be connected.
4. Adding a Coworks member to Brivo
Note: If you would like us to "bulk" sync your Brivo account based on plan allocations, please reach out. This is a manual process, but we're happy to do it for you!
Once you've activated Brivo as an integration and connected your place to your campus, you're ready to start using the Brivo integration in Coworks.
The Coworks <> Brivo integration works by allowing you to automatically choose which Brivo door groups to assign to members as you add them in Coworks. This way, you don't have to manage multiple platforms and can perform all of your access needs directly within Coworks.
Add New Member / Add Member to an Existing Team
When adding a member, you can toggle on the "Add to Door Access" option and choose which door groups to add them to (make sure those groups are created in Brivo).
Once added, the member will be automatically created in both Coworks and Brivo. They should receive an email from Brivo with details into downloading the Brivo app and signing in to their Coworks email. After finishing the account setup process, they will automatically have access to the doors you assigned to them during the creation.
See below:
Updating an existing Member
You can also set Brivo permissions to existing members by simply going to their profile page toggling on the "Add to Door Access" toggle and clicking "Save." If they've already been synced, you will see a link to take you to their profile in Brivo for edits if needed.
Once a member is linked to Brivo, you will see a link in their Coworks profile that says "Edit in Brivo." Clicking this link will take you directly to that user in the Brivo dashboard and allow you to troubleshoot/edit their access from there directly.
Adding Members who sign up via the public plan form
If you're using our public plans/signup feature, it allows members to sign up for Coworks all on their own. You can also indicate whether those members get auto-provisioned access to your space. You can also control different access groups for different plans.
To do this:
Go to the plan that is listed publicly.
Once the public signup toggle is enabled, you will be given a section for "Door Access Control."
From there, select "Enable automatic door access" to enable auto access permissions to people who sign up for this plan.
Finally, choose a door group to assign to the member who signs up for this plan.
Removing Coworks members from Brivo
If you deactivate a member in Coworks, they will automatically lose their Brivo access.
Please Note: Cancelling a membership will not automatically revoke that member's Brivo access. You would need to either deactivate the member in Coworks, or manually edit their access within Brivo.
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Happy Coworking!