Using Brivo with WhosOnLocation to manage employees and contractors

When using the Brivo integration with WhosOnLocation your employees, contractors, locations, doors, and groups can be synced automatically across both systems.

This means that if your contractors and employees are moving on/off-site using only Brivo, they are still signed in/out of WhosOnLocation giving you a record of who is on-site at any time and accuracy in an emergency.

The details of employee and contractor movements are recorded in the WhosOnLocation People Presence report.

Click here for information on reporting.

Profile syncing

Your employee and contractor profiles can be set up to sync from either WhosOnLocation to Brivo or Brivo to WhosOnLocation, the system which the data is pulled from to sync with the other is called the master database. What information is synced and how depends on which master database is selected.

Click here for more information on how to set up user profile syncing.

Once synced all Brivo users will appear in the Brivo integration user list in WhosOnLocation. They are separated into two tabs, employees and contractors.

Click here for more information on the user lists.

We would recommend using WhosOnLocation as the system used for entering employee and contractor as it contains more features for managing people than Brivo.

Brivo master database

When using Brivo as the master database, automatic syncing is done daily. You can set the time the daily syncing happens.  We recommend syncing is scheduled at the start or end of the day.

Users (contractors and employees) that are added in Brivo, are created in WhosOnLocation when the integration is synced. This method allows you to sync the name of the person and their email address only.


When syncing contractors from Brivo to WhosOnLocation, you will need to create a Brivo Group called ‘Contractors’ and add any contractors to this group. WhosOnLocation is then able to identify them as contractors rather than employees and create them with the correct person type. They will appear in the Contractor tab in the user list.

Contractors in WhosOnLocation must belong to an organization to sign in, however, Brivo does not allow for this. This means that once a contractor is created in WhosOnLocation after a sync, you need to manually add them to an organization. This can be done from the Brivo users list or the contractor members list.

WhosOnLocation master database

When using WhosOnLocation as the master database, profiles are synced instantly when they are added or changed reflecting the update in Brivo seconds later. Location settings are synced daily at a set time.

This method allows you to sync the name, email, and tokens of the person.


Contractors can be syncing in two ways from WhosOnLocation; all or selected contractors.

If syncing selected contractors, there are two ways to select who will be synced:

  1. Organizations – a category and group are added to your account called Brivo Sync > Contractors. Add organizations to this group for all members to be synced with Brivo.
  2. Members – a contact role type is added to your account called Brivo Sync. Give members this role type to sync them with Brivo.

Using the integration

How the system can work once set up:

  1. An employee or contractor is added as a user to one system.
  2. The integration is synced.
  3. The user is added to the second system and the profiles mapped automatically.
  4. The user arrives on-site and enters via a Brivo door.
  5. The user is signed into WhosOnLocation using the access point that is mapped with the Brivo door.
  6. The user is added to the evacuation tools.
  7. The user leaves the site via a Brivo door.
  8. They are signed out of WhosOnLocation and removed from evacuation tools.
 This is one typical use case, WhosOnLocation Kiosks, Sign In/Out Manager, WolMobile, or Brivo OnAir app can all be used to open Brivo doors and sign in.

Evacuation Management with WolEvac

WolEvac is our evacuation management tool and can be used to verify the safety of those on-site in the event of an emergency.

Everyone who signs in using WhosOnLocation or opens a door using Brivo hardware will be added to WolEvac. In the event that an emergency occurs, in real-time you can quickly and efficiently tell who is on-site, those safely evacuated, anyone unaccounted for, and those needing assistance evacuating.

Click here for information on using WolEvac.