Use Brivo with WhosOnLocation to manage visitors

Learn how to use the Brivo integration with WhosOnLocation to manage visitors.

There are three ways to manage visitors with your Brivo integration:

  • Syncing visitors with QR codes and barcodes
  • Providing visitors with a temporary access PIN
  • Opening doors with triggers

All methods require visitors to use a kiosk.

Syncing visitors with a QR code or barcode

To use this method, your Brivo doors need to be connected to QR code or barcode readers.

When your visitors are synced, they are added to Brivo with a credential giving them access to doors in an assigned group.

There are two types of visitors in WhosOnLocation, pre-registered and walk-in.

Pre-registered visitors

You have two options for pre-registering visitors:

  1. Visitors pre-registered in WhosOnLocation can be emailed a WolPass. The WolPass includes a QR code or barcode.
  2. A badge pass with a QR code or barcode can be pre-printed at reception.

Pre-registered visitors will automatically be added to Brivo, and a credential created. The WolPass or pre-printed badge pass is created using this credential as a QR code or barcode for the visitor's access while on site.

Walk-in visitors

A walk-in visitor is automatically added to Brivo at sign in. Their Brivo credential is generated and printed on their badge pass. The badge pass can then be used to open Brivo doors in their assigned group.

Set up visitor sync

To set up syncing visitors with QR code or barcode, you need to:

  1. Create a group in Brivo that visitors will have access to
  2. Set the type of Brivo scanners and visitor group in WhosOnLocation

Visitors are synced per location. If you have multiple locations using the Brivo integration, you will need to repeat the setup for each location.

Create a group in Brivo

  1. Log in to your Brivo OnAir account.
  2. Go to Users > Groups.
  3. Click New Group.

    2019-07-24_14-40-25.png
  4. Enter a Group Name, e.g. Visitors.
  5. Click Save Group.
  6. Select the Site.

    2019-07-24_14-49-45.png
  7. Select the Doors to give access to.
  8. Click Save Group.

Configure WhosOnLocation Settings

  1. Log into your WhosOnLocation account.
  2. Go to Tools > Account.
  3. Select Integrations from the left-hand menu.
  4. Select the Brivo integration.
  5. Click Settings.
  6. Select Sites from the left-hand menu.
  7. Your site should be assigned to a location. If not, click Assign and add to a location.
  8. Click Config next to your site.
  9. Select the type of scanners you have connected to your Brivo doors.
  10. Set the Brivo group you created for your visitors – click Update Selection, select your group, then click Close.
  11. Click Save.

Temporary access PIN

To use this option, your Brivo doors need to be connected to PIN pads. When your visitors sign in using your WhosOnLocation kiosk, they will be texted a temporary PIN that gives them access to doors in an assigned group.

When a visitor signs in:

  1. WhosOnLocation sends a request to Brivo for a temporary PIN and tells Brivo how long it is required for.
  2. Brivo adds the visitor as a temporary user with a PIN.
  3. Brivo sends the PIN to WhosOnLocation.
  4. The PIN is included in the text sent to the visitor.
  5. When the PIN expires, it is automatically deleted from Brivo.

Set up temporary access

To set up visitors receiving a temporary access PIN you need to:

  1. Create a group in Brivo that visitors will have access to.
  2. Require your visitors to enter their cell phone number at sign in.
  3. Set up a trigger to send the PIN.

If you have multiple locations using the Brivo integration, you will need to repeat the setup for each location.

Create a group in Brivo

  1. Log into your Brivo OnAir account.
  2. Go to Users > Groups.
  3. Click New Group.

    2019-07-24_14-40-25.png
  4. Enter a Group Name, e.g. Visitors.
  5. Click Save Group.
  6. Select the Site.

    2019-07-24_14-49-45.png
  7. Select the Doors to give access to.
  8. Click Save Group.

Set up visitor cell phone capture

  1. Log into your WhosOnLocation account.
  2. Go to Locations, then select the location from the drop-down list.
  3. Select Sign In/Out Questions.
  4. In the Visitors tab, select the Contact Info sub-tab.
  5. Select the Activate checkbox next to Cell Phone (Mobile), then select the Required checkbox.
  6. Click Save.

Set up the trigger

  1. Go to Locations, then select the location from the drop-down list.
  2. Select Triggers from the left-hand menu.
  3. Click Create a New Trigger.
  4. Enter the Trigger Name.
  5. Set the Trigger Status to Active.
  6. Set the Trigger Event to Visitor Sign In. You won’t need any rules if you want all visitors to receive a PIN.
  7. Select the Trigger Actions tab.
  8. Click Create a New Action.
  9. Select Brivo – Assign temporary access PIN.
  10. Select the Brivo OnAir Group you set up for visitors.
  11. Set the Credentials lifetime for how long the PIN should be active.
  12. Enter the message of the text to send to the visitor including the placeholder {{brivo.pin}}.
  13. Click Save & Close.

Opening doors with triggers

To set up opening doors with triggers you need to:

  1. Allow doors to be opened with triggers
  2. Set up a trigger to open the door

If you have multiple doors that need opening, you will need to repeat the setup for each door. All steps are completed in WhosOnLocation.

Allow doors to be opened

  1. Go to Tools > Account.
  2. Select Integrations from the left-hand menu.
  3. Select the Brivo integration.
  4. Click Settings.
  5. Select Doors from the left-hand menu.
  6. Click Config next to a door.
  7. Set Allow Trigger to open this door to Yes.
  8. Click Save.

Repeat steps 6-8 for additional doors to be opened automatically.

Set up a trigger

  1. Go to Locations, then select the location from the drop-down list.
  2. Select Triggers.
  3. Click Create a New Trigger.
  4. Enter the Trigger Name.
  5. Set the Trigger Status to Active.
  6. Set the Trigger Event to Visitor Sign In.
  7. Click Next.
  8. (Optional) You can add a trigger rule to restrict the door opening to a specific kiosk or access point. To do this:

    Click Create a New Rule under the ALL section.

    Set the rule Visitor - Signed in access point > is the following > Your kiosk access point.

    Click Create a New Rule under the ALL section.

    Set the rule Visitor - Signed in Mode > is the following > Kiosk.
  9. Click Next.
  10. Click Create a New Action.
  11. Select Brivo – Open a Brivo door.
  12. Select the door to open.
  13. Set the time delay between the person signing in and the door opening. Generally used for doors that are a distance from where the user signs in.
  14. Click Save & Close.