How does Brivo work with Envoy?
The Envoy + Brivo integration provides a range of options to manage access for both Visitors and Employees.
For Visitors, access can be granted to your guests with either invites or sign-ins, and Envoy will create user records in Brivo accordingly.
For Employees, access can be managed by automatically activating Brivo employee profiles or assigning Brivo group permissions. We also offer options to track badge activity, sign-in employees based on badge swipes, and activate badges once employees are approved to enter the Workplace via our Health and Safety options.
Envoy + Brivo Setup:
Administrative permissions are required on your Brivo Access to complete this installation. Please reach out to your IT team or the manager of your Brivo account if you need this access as Envoy can not grant permissions to your personal accounts.
You will need to acquire your own Brivo API key before you can begin the setup of this application. Sign into your Brivo Developer account and navigate to developer.brivo.com/apps/mykeys. You should see your API key listed. If you don't have access, please reach out to your IT team or the manager of your Brivo account to obtain the key. Additional purchase from Brivo may be necessary.
Envoy Visitors + Brivo Access: Visitors must fill out the email field in order for records to be stored in Brivo. Make sure that you have the email field required in your sign-in flow for Visitors.
4. Envoy Workplace + Brivo Access: a custom field "Envoy Email" will be added to your Brivo user profiles automatically upon installing the integration. This field must be filled out with the email address of your employees. The email entered into the Brivo user profile custom field must also match that of the employee in the Envoy employee directory.
Step 1: Create a Senior Administrator account in Brivo
In the Brivo dashboard, click Administrators on the left panel, then click on Create Administrator.
Input profile information for the user such as Name, Email, Phone Number, and Time Zone.
Assign the user the role of Super Administrator.
Ensure the new Senior Administrator user has edit permissions for all sites and all relevant groups.
Note: If the administrator does not have access to a group, the group will not be available to Envoy.
Click Create Administrator.
You will be sent an email to setup your Brivo Login credentials. Click Get Started, set your password and then you will be logged in to Brivo.
Step 2: Create a group in Brivo
You will need a group that Envoy can assign users to. The users will adopt the permissions of the group. If you like, you can create your own permission group called “Envoy Visitors”.
If you don't already have a group, here's how to create one:
In your Brivo Super Administrator Account, navigate to Users > Groups
Click on + Create New Group in the top right of the page.
Give your group a Name or brief descriptive for the group.
Click on Create Group.
You can have different sign-in flows assigned to different Brivo Groups as well so create as many groups as you need.
You need to have a group created in Brivo before completing the next steps or connecting your API key.
Step 3: Install the Brivo App in Envoy
Navigate to Apps > All Apps in the Envoy dashboard.
Under Access Control, find Brivo Access, then click Install.
Authorize the permissions between Brivo and Envoy.
Enter in your Brivo API key, then click Next Step.
Click Connect Account.
You will be prompted to login to your Brivo account. Make sure to sign-in using Admin ID and Account Password instead of email address and password.
If you don't know your Admin ID, you can find it in the bottom left of your Super Administrator Brivo account. Click on your name and click to folder to copy.
Authorize the API by clicking Submit.
Step 4: Continue with the Envoy setup by selecting your Visitors options.
You can select several options of customization:
Invite Only: Toggling this setting will switch to “Sign In” only user creation and group mapping issuance when disabled, and “Invite” based user creation and group mapping when enabled.
Visitor Types: These are the types that you have set up in your sign-in flows in Envoy.
Brivo Group: Select the group that was created in Brivo. The drop-down menu allows multiple groups per visitor type, as well as an additional visitor to group mappings with the, Add Another button.
Access Duration: Specify the duration invited guests receive access for during their visit. This is the length of time the Brivo user’s “Effective Date” will work for.
Advance Access: Allow invited guests to receive access before their scheduled arrival. This is the length of time the Brivo user’s “Effective Date” will last before the invited date and time (e.g., An invite might be for 8 PM on April 13th, but 15 minutes or even 12 hours prior to the meeting can be added to enable to the user early).
Blocklist Matches: Visitors matching Blocklist entries will not be granted credentials unless their visit is approved by an admin.
Sign Out Access: When this checkbox is checked, users will have their permission groups removed from Brivo during sign-out from Envoy.
Longer Access PIN: If checked, the access pin generated by Envoy will be 7 characters long instead of the default of 4 characters.
Send Notification: When this option is enabled, a notification (either e-mail or SMS) will be sent to the visitor with credential information.
QR Code Credential: When this option is enabled visitors will be issued a QR code credential.
Minimum and Maximum card ranges in addition to Facility Code, are required to issue credentials in a digital QR code format.
These are card ranges are created and added to the user in Brivo. The QR code is generated from the card #. The ranges follow the format that the Brivo side has configured, such as Wiegand 26 bit which gives you a range of 0 to 65,535.
Step 5: Setup Employee options and Badge Event Data.
Follow these steps to setup Employees options and Badge event data in Envoy. If you already have Brivo setup in Envoy, you can edit your existing settings under the Employees tab under your Brivo Configuration. After enabled, go ahead and re-save the app set-up.
Options for employee sign-in
Note: "Restricted Workplace Access" and "Enable Access with Registration & Sign-in Employees with Badge Event Data" will sign the employee out at the end of the day.
The Brivo custom field "Envoy Email" will be added to your account upon installing the integration. This field must be filled out with the email address of your employees within Brivo for the integration to operate.
Brivo's user API doesn't let you filter by email. Brivo prefers Envoy create a custom field. If you need to en masse populate, please reach out to Brivo's Professional Services team for a fee backfill a large user directory in Brivo with the same email that is in the Brivo Email field. https://apidocs.brivo.com/#api-User-ListUsers
Brivo users (employees) are not suspended by default, Envoy did not want to take on the liability to mass suspend user accounts. You will need to suspend the employee's accounts in Brivo before proceeding.
Complete the following options:
Envoy Workplace: Check this to enable Employee access options with Brivo
Envoy Workplace - Mapping: This field is used to determine the best way to identify employees in your Brivo instance. Envoy creates a custom field, “Envoy Email” which is used to lookup users within Brivo. This is required because Brivo's API does not allow capabilities to look up based on the email field that exists natively within Brivo. If this field is emptied on a user or removed from the custom fields the app will experience unexpected behavior.
Exclude Employees from Envoy Workplace: This step allows employees to be excluded from Brivo functionality. Settings on this page will be ignored if Envoy Workplace is not enabled. Employees selected from the drop-down below will be excluded from the Brivo Access integration.
Share Event Data with Envoy: Check this box if you want badge data to be shared with Envoy.
Badge Event - Target Site: Select the Brivo Site to use for badge events on this Envoy location. This option is only used when "Brivo Access - badge event subscription" is enabled.
Access Management: Choose one of the following options based on your employee sign-in (see image above):
Restricted Workspace Access
Register & Sign-in Employee with Badge Event Data
Enable Access with Registration & Sign-in Employees with Badge Event Data
Restricted Access Method: Choose the method to restrict workplace access; toggle user status or dynamically add/remove access groups
Managed Access Groups: When "Toggle Access Groups in Brivo" is selected in the "Restricted Access Method" option above, the following selected groups will be toggled on / off during employee sign-in and sign-out.
Badge Event - Target Access Point: Select the Access Point to use for badge events on this Envoy location to monitor or track employee badge activity. These are door readers, etc that are already configured within Brivo and this option is only used when "Share Badge Event Data with Envoy" is enabled.
Click Complete Setup.
Badge Sign-in and Desk Reservation
A badge swipe signs a user into Envoy whether or not they are scheduled for the day so long as their badge is active.
If there is an existing desk reservation, the employee is checked into their desk. If there are multiple desks reservations, the employee will be checked into the first desk reservation of the day.
If the account is set to automatically assign desks with employee registration [Desks > Settings], Envoy will automatically create a desk reservation and check the employee into that desk. If this setting is turned off, Envoy will sign the employee into the workspace, but they will have no desk.
How Envoy Visitors entries look in Brivo
In the example below, individual visitors are listed. This list can be found in Brivo under the Users > Users menu.
Note: Envoy creates a custom field, “Envoy Email” which is used to create unique users in Brivo and prevent duplication of users. If this field is emptied on a user or removed from the custom fields the app will experience unexpected behavior.
How to set up access control via QR codes?
Navigate to the Envoy App Store in your dashboard.
Search for Brivo Access and click Edit. If you need to install Brivo, please start with Step 1 above.
Click on the Visitors step, find QR Code Credential near the bottom.
Check the box to enable the feature.
Input the minimum and maximum card range, in addition to the facility code.
Important note: Minimum and maximum card ranges in addition to facility code, are required to issue credentials in a digital QR code format. These are card ranges are created and added to the user in Brivo. The QR code is generated from the card #. The ranges follow the format that the Brivo side has configured, such as Wiegand 26 bit which gives you a range of 0 to 65,535.
For more information on creating groups and users please refer to Brivo's guide starting on Page 70.
The custom attribute used must be populated with the employee's email address.
If you would like to use the email field within Brivo, please escalate to Brivo support as that is not supported via their API at this time.
In order to populate the custom attribute in mass, please contact Brivo support as this is their preferred method via their Professional Services team.
Testing Visitors: To test that Brivo is working correctly, create a visitor sign-in in Envoy and check the invite log. You should see Brivo information is populated, credentials created, etc. You should also see that the users who were signed in are added to your group in Brivo.
Testing Employees: To test that employees is working correctly, Register for the day and sign-in. You should see that the profile gets activated and deactivated upon sign-in and sign out.
When enabling Workplace, the users email needs to match the custom field created by Envoy in their Brivo profile.
You may also need to set your profile to active or not in Brivo depending on the scenario you chose in setup. See the Access Options under Step 5 above.
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