Add value to your Brivo Onair setup by automatically creating new records in Brivo when visitors sign in through Envoy.
How does this integration work?
The Envoy + Brivo integration streamlines the process of logging and distributing access to visitors. With additional customization options, including issuing permission based on either invites or guest sign-in, Envoy will create user records in Brivo and assign permission groups based on your configuration.
Enabling the Envoy + Brivo integration
• You will need administrative access on your Brivo Onair ACS to complete this integration.
• Visitors must fill out the email field in order for records to be stored in Brivo.
• You will need to acquire your own Brivo API key before you can begin the setup of this integration
Ensure you have administrative access or work with a local administrator before proceeding with the following steps:
Begin by creating a new “Envoy Bot” Senior Administrators account
To the right of the “Senior Administrators” section in Brivo (click “Setup > Account > Administrators”), click “New.”
Complete the Account details (e.g., Administrator ID, Password, etc) and click “Save”.
In the subsequent page titled, “View Administrator, ensure the new Senior Administrator user has edit permissions for sites and all relevant groups.
Note: If the administrator does not have access to a group the group will not be available to Envoy.
After creating a Senior Administrator account in Brivo for Envoy, go to Integrations > All integrations in the Envoy dashboard.
Under Building security, find Brivo, then click “Install.”
In the Info step, please enter your Brivo API key, then click "Next Step".
In the API step, enter administrative account credentials created in the first steps and click “Save” to continue.
On the Visitors step, you can select several options of customization, including:
On the Groups step, select the desired visitor to permission group mapping.
The drop-down menu on this step is automatically populated based on the visitor flows on the location as well as the groups available to the administrative account defined in Step 2. If you do not see your intended groups then you must revisit your permissions within 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.
ONLY ALLOW INVITED GUESTS: 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.
ADVANCE ACCESS: 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).
ACCESS DURATION: This is the length of time the Brivo user’s “Effective Date” will work for.
SIGN OUT ACCESS: When this checkbox is checked, users will have their permission groups removed from Brivo during sign-out from Envoy.
SEND NOTIFICATION: When this option is enabled, a notification (either e-mail or SMS) will be sent to the visitor with credential information.
The Protect step allows you to select employees to entirely exclude from Envoy Protect functionality in the Brivo integration.
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 integration will experience unexpected behavior.
Envoy Protect + Brivo
If your company has Envoy Protect enabled they can edit their existing Brivo integration, click on Step 3 Groups and click the checkbox to enable the "Envoy Protect" option. Choose the custom field that is populated with your employee's email address. After enabled, go ahead and re-save the integration.
Note: If you haven't yet set up the integration, follow the steps from Enabling the Envoy + Brivo integration first.
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 integration will experience unexpected behavior.
DISCLAIMER: Brivo users (employees) are not disabled by default, Envoy did not want to take on the liability to mass disable user accounts. You will need to disable the employee's accounts in order to proceed.
How does it work?
The employee has answered the preconfigured questions by the Envoy admins.
They pass screening based on the set of rules
(i.e. Have you been in contact with someone feeling ill over the past 14 days?)
The employee will be approved for the next business day
When they go to the office the next day, the employee will need to "check-in" in order for their credentials to be reactivated to allow them to enter the building.
How to set up access control via QR codes?
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
Note: 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.
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