Using Brivo with WhosOnLocation to Manage Visitors

How to use the Brivo integration with WhosOnLocation to manage visitors.

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

  1. Syncing visitors with QR/Barcodes.
  2. Providing visitors with a temporary access PIN.
  3. Opening doors with triggers.

All methods require visitors to use a WhosOnLocation Kiosk.

Syncing Visitors with QR/Barcode

To use this method, your Brivo doors need to be connected to QR/Barcode readers.

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

Setting Up

To set up Syncing Visitors with QR/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 so 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.

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.

    2019-07-26_7-14-06.png
  5. Click Settings.
  6. Select Sites from the left-hand menu.

    Please Note: Your site should be assigned to a location, if not, click Assign and add to a location.
  7. Click Config next to your site.

    2019-07-26_7-15-40.png
  8. Select the type of scanners you have connected to your Brivo doors.

    2019-07-26_7-16-40.png
  9. Set the Brivo group you created for your visitors.
    1. Click Update Selection.
    2. Select your group.
    3. Click Close.

      2019-07-26_7-16-40.png
  10. Click Save.

How It Works

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/Barcode.
  2. A badge pass can be pre-printed at reception.

No matter which option you use it will make visitor sign in and Brivo door access easy.

Pre-registered visitors will automatically be added to Brivo and a credential created. The WolPass or pre-printed visitor badge is created using this credential as a QR/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 are generated and printed on their badge pass. The badge pass can then be used to open Brivo doors in their assigned group.

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.

Setting Up

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 Tools > Locations.
  3. Click View next to your location.
  4. Select Questionnaire Manager from the left-hand menu.
  5. Select the Basic Questions Visitors > Contact Info sub-tab.
  6. Enable Cell Phone (Mobile) and set to Required.

    2019-07-26_7-34-04.png
  7. Click Save.

Set up Trigger

From the Questionnaire Manager:

  1. Select Triggers from the left-hand menu.
  2. Click Create a New Trigger.
  3. Enter the Trigger Name.
  4. Set the Trigger Status to Active.
  5. Set the Trigger Event to Visitor Sign In.

    2019-07-26_7-41-52.png

    Please Note: You won’t need any rules if you want all visitors to receive a PIN.
  6. Select the Trigger Actions tab.
  7. Click Create a New Action.
  8. Select Brivo – Assign temporary access PIN.

    2019-07-26_7-46-03.png
  9. Select the Brivo OnAir Group you set up for visitors.
  10. Set the Credentials lifetime for how long the PIN should be active.
  11. Enter the message of the text to send to the visitor including the placeholder {{brivo.pin}}.

    2019-07-26_7-45-09.png
  12. Click Save & Close.

How It Works

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.

Opening Doors with Triggers

Setting Up

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.

Allowing Doors to be Opened

  1. Go to Tools > Account.
  2. Select Integrations from the left-hand menu.
  3. Select the Brivo integration.

    2019-07-26_7-14-06.png
  4. Click Settings.
  5. Select Doors from the left-hand menu.
  6. Click Config next to a door.

    2019-07-26_8-11-10.png
  7. Set Allow Trigger to open this door to Yes.

    2019-07-26_8-12-30.png
  8. Click Save.

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

Set up Trigger

  1. Go to Tools > Locations.
  2. Click View next to your location.
  3. Select Triggers from the left-hand menu.
  4. Click Create a New Trigger.
  5. Enter the Trigger Name.
  6. Set the Trigger Status to Active.
  7. Set the Trigger Event to Visitor Sign In.

    2019-07-26_8-15-09.png
  8. Click Next.

    You can add a trigger rule if you want to restrict the door opening to a specific Kiosk or access point. To do this:
    1. Click Create a New Rule under the ALL section.
    2. Set the rule Visitor - Signed in LACP > is the following > Your Kiosk LACP.
    3. Click Create a New Rule under the ALL section.
    4. Set the rule Visitor - Signed in Mode > is the following > Kiosk.

      2019-07-26_8-26-13.png
  9. Click Next.
  10. Click Create a New Action.
  11. Select Brivo – Open a Brivo door.

    2019-07-26_8-24-47.png
  12. Select the door to open.
  13. Set the time delay between the person signing in and the door opening. Generally used for doors which are a distance from where the user signs in.

    2019-07-26_8-30-30.png
  14. Click Save & Close.
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