Configuring Guest Management in Brivo Access

Larry Wile Updated by Larry Wile

Configuring Guest Management in Brivo Access

This article describes the configuration process for the Guest Management solution after the feature enablement from the Brivo Partner Portal.

Overview

Once Guest Management has been enabled through the Brivo Partner Portal, administrators can easily verify and set up the necessary guest management settings within Brivo Access.

If any of the settings or pages described below are not viewable, you may not have the appropriate permissions within Brivo Access.  Contact the Primary Administrator to adjust your permissions.

Guest Management utilization on accounts with Brivo Smart Home

Guest Management is not available in multifamily communities when Brivo Smart Home products or using Brivo Smart Home for the Property Management Soluton (PMS) pass through. Users have a different Guest login and experience for Brivo Smart Home.

An administrator can enable Guest Management in Brivo Access if the following conditions exist on the account. The customer has Multifamily edition, is utilizing Brivo Smart Home and enables Guest Management in Brivo Access. It is recommended to not enable Guest Management in Brivo Access because Brivo Access does not have knowledge of all the Z Wave devices that may have been added via Brivo Smart Home. When Brivo Smart Home is in use on an account, Guest Management in Access should not be enabled.

Admin Permission Prerequisites

Refer to the Administrator roles article to add Guest permissions.

Administrators will need multiple permissions to manage guests. Administrator Guest Permissions include Create Guest, Delete Guest, View Guest and Edit Guest. These permissions can be added in the Roles page within Brivo Access.

Group Permissions

For guest management, View Groups, and Edit Group Permissions are required. For configuration purposes, administrators may require Create Group and Delete Group permissions.

Site & User Permissions

To configure groups to Allow Visitors, administrators require access to View Users and Edit User Groups. Administrators will require the appropriate permission to the Site.

Group Configuration

Guest Management can be enabled on existing groups or during new group creation.  A new group setting called Allow Guests is available in Group Settings.  When the Allow Guests setting is enabled in a Group, users that are part of that group can invite Guests using the Brivo Mobile Pass application. A user that is a member of the group will have the ability to invite a guest with door access to any device that is part of the group.

Users that are part of groups with the Allow Guests setting enabled can invite guests. The Allow Guests setting is what enables users to invite Guests. By default, this setting is not enabled on any group.

It is recommended to create new groups when enabling the Allow Guests setting to ensure you have the correct devices and users as part of that group.

Group Name: When configuring the group it is important to name the group appropriately as the group name displays to the user in the guest invite flow in the Brivo Mobile Pass Application.

Devices and Device Schedules: When adding devices, all devices must be mapped to the same site. It is recommended to utilize the least amount of schedule blocks per day as this schedule displays in the Guest invite flow in the Brivo Mobile Pass application.

Users in Groups: Users must be a member of the group where the Allow Guest setting is enabled to invite guests. Once the Allow Guests setting is enabled, Users will notice the invite guest icon on the Brivo Mobile Pass application homescreen.

Follow these simple steps to get started with configuration:

Step 1: Verify Guest Management is Enabled

Guest Management is enabled by the Reseller in the Partner Portal. Follow the steps below to verify the feature is active on the account.

  1. Log in to your Brivo Access account.
  2. From the left-hand navigation bar, click on Users.
  3. Check if the Guests option appears underneath.
    1. If the Guests option is visible, Guest Management is enabled, and you're ready to start configuring settings.
    2. If you don’t see the Guests option, check your Administrator permissions ensuring you have the appropriate Guest and Group permissions enabled. Contact your primary administrator for assistance. If you have the appropriate permissions, contact your Reseller to confirm that the feature was activated.
    3. Once verified, you're ready to configure guest groups.

 

  1. From the left-hand navigation bar, click on Users and then Groups.
  2. Click the Create New Group button.
  3. Enter a Group Name for the new guest group.

TIP: Choose a group name that clearly informs administrators and users about which doors are associated with this group, especially those who have permission to invite guests. These groups are displayed to the Brivo Mobile Pass App users when inviting guests. The device names will display to the user as well.

  1. Check the Allow Guests box in Group Settings to enable users to invite guests .

NOTE: Only groups with the Allow Guests option selected will be available to administrators and users when inviting guests.

  1. Click Create Group to save your settings.
  2. Repeat these steps if you need to create additional guest groups.

If desired, select from the options listed:

  1. Click the Keypad Unlock-Hold Privileges checkbox to allow any member of this group to override a door unlock schedule by presenting his or her credentials and entering 99#. To reactivate the door unlock schedule, the group member enters 00#. This option is valid for keypads only.
  2. Click the Immune to Antipassback checkbox if you want this group to not be affected by any antipassback settings in place.
  3. Select an Antipassback Reset Time for soft antipassback or leave the field blank for hard antipassback.
  4. Click the Exclude from Lockdown to allow this group to be exempt from the effects of Emergency Scenarios.
  5. Click Create Group to save your settings.
  6. Repeat these steps if you need to create additional guest groups.

Step 2a: Add devices to a group

  1. After creating the group and configuring the desired settings, you can assign devices to the group.
  2. Select the Device Privileges page in the Group.
  3. To see doors and devices, click on the All Devices tab. All devices will appear. You can filter the list down by choosing a specific site from the dropdown list. It will show you the Site Name, the Device Name, and Schedules for each device. Only select devices that are mapped to the same site when the Allow Guest setting is enabled.
  4. Choose the group’s access level by assigning available schedules to some or all of the doors/devices listed.
  5. Once done, click the Save Changes button at the bottom of the page to complete the process.

Step 2b: Assign Users to the Group

  1. Once the group is created, you can assign users to it.
  2. If you are using the Brivo Access Mobile App, navigate to the Users section by tapping Users at the bottom navigation.
  3. Locate the user you want to add to a group, and tap on their name.
  4. Tap the Add icon in the Groups section to assign them to the desired group.
  5. Click Save Changes to save your changes

Step 2c: Configure Group Settings

Depending on your needs, you may need to configure specific settings for the group, such as access permissions or notification settings.

If you are configuring a group for a specific integration, you may need to follow additional steps specific to that integration, such as ensuring users have valid email addresses for notifications.

Modify Group Permissions
  1. From the left-navigation bar, click on Users and then select Groups.
  2. Choose a group to edit then scroll to the Device Privileges section.
  3. To change the schedule for a device in which the group has permission to, choose a Schedule from the dropdown.

Configure Allow Guest setting in existing Groups

  1. From the left-hand navigation bar, click on Users and then Groups.
  2. Search for a Group by name and select the Group from the Group list page.
  3. Click Group Settings for the specific group, check the Allow Guests box to enable administrators and users in the group to invite guests.

TIP: Choose a group name that clearly informs administrators and users about which doors are associated with this group, especially those who have permission to invite guests.

  1. Click Save Changes to save your settings.

NOTE: Only groups with the Allow Guests option selected will be available to administrators and users when inviting guests. Repeat these steps if you need to create additional guest groups.

If desired, select from the options listed:

  1. Click the Keypad Unlock-Hold Privileges checkbox to allow any member of this group to override a door unlock schedule by presenting his or her credentials and entering 99#. To reactivate the door unlock schedule, the group member enters 00#. This option is valid for keypads only.
  2. Click the Immune to Antipassback checkbox if you want this group to not be affected by any antipassback settings in place.
  3. Select an Antipassback Reset Time for soft antipassback or leave the field blank for hard antipassback.
  4. Click the Exclude from Lockdown to allow this group to be exempt from the effects of Emergency Scenarios.
  5. Click Save Changes to save your settings.

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