Connecting OfficeRnD Flex with Brivo lets you automate door access control across your coworking space. Instead of managing access manually, you can link memberships, bookings, and day passes to Brivo security groups. This saves time and ensures the right people always have the right access at the right time.
By the end of this article, you'll be able to activate the integration, configure access rules across multiple tabs, and manage how members and guests receive access based on their memberships, bookings, or day passes.
Brivo Mobile Access is available with the OfficeRnD Branded App. Learn more.
Summary
Request and activate the integration by contacting Brivo to obtain an API key and then reaching out to OfficeRnD Support.
Connect Brivo in OfficeRnD Flex under Settings > Integrations using your Brivo admin credentials.
Configure access rules for Plans, Locations, Floors, Assignable Resources, Bookable Resources, Day Passes, and more.
Automate access control so that members, guests, and teams gain or lose door access based on their membership status or bookings.
Manage Mobile Passes through Brivo or the OfficeRnD Branded App, depending on your configuration.
Allow external people access by using Brivo-only groups not linked to OfficeRnD.
Review important notes about syncing, login credentials, and where to check assigned access groups.
Activate the integration
To activate the integration, follow these steps:
Contact the Brivo API Team at [email protected] and ask them for an API key. You can mention it's needed for OfficeRnD.
Once you have the API Key, email OfficeRnD Support with the key, and we'll activate Brivo for you.
Go to Settings > Integrations and find Brivo (this time it should be there). You should see the Connect button next to it. Click it and enter your Brivo credentials.
After you're done with 'Connect' (log in with your Brivo Administrator ID and password), you'll see a "Configure" button under the integration. Click on it to open the Configure Brivo window.
This window presents you with five tabs. Each one lets you map different OfficeRnD entities to Groups in Brivo. Each different entity mapping serves a certain purpose (read more below).
After clicking Save, you are all set up to start using OfficeRnD and Brivo together. All the different configuration options above give you great control over who has access to what. This means you no longer have to worry about manually adding or removing people from a Brivo group, as OfficeRnD will do that for you.
Plans (tab)
The first tab allows you to map a Plan (you can manage plans by going to Billing > Plans) in OfficeRnD to a security group in Brivo. Once you create such a mapping, you are basically telling OfficeRnD: "Every time someone is assigned a membership with this plan, give them access to the following security groups".
Access will be automatically granted or revoked depending on when a membership starts or ends. Plan mappings are most often used with the so-called "Hot desk" plans to grant members access to a common area where those desks reside. However, smaller spaces use them to map "Dedicated desk" plans as well.
Note: If the membership does not have a member assigned, access will be granted to the whole team.
Locations (tab)
The second tab allows you to map locations (accessible by navigating to Space > Locations) to Brivo groups. Location mappings work a lot like floor mappings. Whenever you assign a membership to a desk in a mapped location, the member will get access to the security groups mapped.
The member will get access to the mapped access groups:
Whenever you assign a membership to a desk in a mapped location.
Whenever a member creates a booking in a location.
Example: Let's say that there's a location called London and it's mapped to the "General building access group". This means that if we go and assign a membership belonging to Joe to a desk on any floor in "London", we will grant Joe access to the "General building access group" in Brivo.
Note: If the membership does not have a member assigned, access will be granted to the whole team.
Floors (tab)
The third tab allows you to map floors (you can manage floors by going to Space/Locations) to security groups. Mappings here work like this: assigning a membership to a desk on a certain floor will grant access to all mapped groups.
Example: Let's say that there's a floor called Floor 1 in a location called London, and the floor is mapped to "First-floor access group". This means that if we go and assign a membership belonging to Joe to a desk on "Floor 1" in "London", we will grant Joe access to "First floor access group" in Brivo.
Note: If the membership does not have a member assigned, access will be granted to the whole team.
Assignable Resources (tab)
The fourth tab allows you to map Resources (custom or otherwise) to Brivo groups.
The way the mapping works is that if you assign a specific private office via membership to a member/company, they will be added to the access group that you've defined in the mapping.
Bookable Resources (tab)
The fifth tab allows you to map Bookable resources (such as meeting rooms) to Brivo groups. Settings here take effect whenever someone creates a booking for a mapped meeting room.
Example: John books a meeting room through the OfficeRnD Member Portal (or an admin creates a booking on behalf of John through the Admin portal) for the Elephant meeting room. When the booking time approaches, John is granted access to the security groups mapped to that room. When the booking is over, John's access is revoked.
Note: Inviting a guest to a booking grants them door access, based on the meeting room mappings in your door access integration. Click on the links to learn how to add visitors as an admin or in the members portal.
Day Passes (tab)
The sixth tab allows you to indicate what access users with day passes will get. Every member or team that has a day pass will get access to the security groups mapped in this tab. The access is revoked once all the Day Passes are used up or when their validity ends.
API Key (tab)
The seventh tab is where you store your API key. As mentioned before in the article, this is initially entered when you add the integration to your organization.
If there are any changes to the API key for any reason, such as switching from one account to another, you can update the key here.
Mobile Passes (tab)
The last tab lets you manage where Brivo Mobile Passes are assigned: automatically in the Brivo Mobile App or the OfficeRnD Branded App. You can learn more about Mobile Passes and their setup/uses from Brivo.
Note: In order for this functionality to work, please make sure that you've enabled this in your Brivo account first. For more information on the topic, please contact your Brivo rep.
Provide access to people outside the organization
Sometimes, you want to provide access to people outside the organization, such as cleaners, VIP guests, and others. If you add these people to some of the groups managed by OfficeRnD, they will be removed right away (as described above).
That's why we recommend creating a new group (without a prefix) that grants the appropriate permissions and adding the person there. As this group will not be included in the configuration of the integration in OfficeRnD, access won't be revoked.
Important: OfficeRnD does not delete any accounts in Brivo. We revoke their access once their membership ends or they have no day passes left, but the account is not removed from Brivo.
Important notes
Please keep in mind the following important points about the integration:
After the initial sync, where First Name, Last Name, Email, and Phone Number are synced (Company Name is NOT synced), changing the email and phone numbers will not automatically sync/update them between OfficeRnD and Brivo. You'll have to update them manually.
To view the access groups to which a given member is assigned, administrators need to open the member's profile page in Operations > Members and click Show Details next to Door Access.
It’s a common mistake that customers try using their email to log in, but in reality, it's their Administrator ID that should be used as the login username. If you don’t know your Administrator ID, you can find it once you log in to Brivo On Air and open the Home page:
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