Configuring Guest Management

Larry Wile Updated by Larry Wile

This guide will walk you through enabling Guest Management in Partner Portal and setting up Guest Management in Brivo Access.

Step 1: Enabling Guest Management in the Partner Portal

Resellers can activate the Guest Management feature for businesses to easily manage guest access. Follow these steps:

  1. Log in to the Partner Portal as an administrator.
  2. Go to the Customers menu on the left.
  3. Use the My Accounts search bar to find the account by name or number.
  4. Select the correct account.
  5. Click Settings at the top right.
  6. Scroll or navigate to Guest Management in the Settings menu.
  7. Select Enable and click Save Changes.

Important: Once enabled, Guest Management is ready to use, and billing for the feature begins immediately.

If Guest Management is no longer needed, you can disable it quickly by following the same steps and selecting Disable instead.

Note: Disabling Guest Management removes it from the account. Guest access will be revoked, and billing for the feature will stop.

Step 2: Configuring Guest Management in Brivo Access

Once Guest Management is activated in the Partner Portal, administrators can configure settings within Brivo Access.

Note: If you don’t see the settings or pages mentioned below, you may not have the necessary permissions. Contact the Primary Administrator to update your access.

Admin Permissions

Certain permissions are required for an Admin to manage and configure Guest Management. See the list of permissions required below.

Admin task
Permission

View, Invite, Delete Guests

Guest: View, Edit, Create, Delete

View Users and Edit User

User: View, Edit User

Enable Allow guest group setting

Groups: View, create, edit, delete group

View, Manage Scheduling limit for users

Manage Account Settings: View, Update

Important: Admins must have the appropriate Site and Group assignments to view different groups in Access.

Guest Invitation Scheduling Limit

Administrators can control how far in advance guests can be invited through the Brivo Mobile Pass app. This setting is enabled by default when Guest Management is activated, with a default limit of 30 days. This setting does not apply to Administrators using Brivo Access.

Available Scheduling Limit Options: 7, 30, 60, 90, or Custom (up to 365 days).

Viewing or Changing the Invitation Scheduling Limit

  1. Log in to Brivo Access (Web).
  2. Select Settings from the left menu.
  3. Navigate to Account > Guest Settings.
  4. The current limit is displayed.
  5. To modify, click the days to select a new limit and click Save Changes.

Step 3: Configuring Groups in Brivo Access

To invite guests with door access, administrators must configure group settings:

  • Group Permissions: Requires View, Edit, Create, and Delete Group permissions.
  • Site & User Permissions: Administrators need permission to View Users and Edit User Groups.
  • Allow Guests Setting: Users must belong to a group with this setting enabled to invite guests.

Creating a New Guest Group

  1. Click Users > Groups.
  2. Click Create New Group.
  3. Enter a Group Name.
  4. Check the Allow Guests box.
  5. Click Create Group.

Tip: Choose a name that clearly describes which doors and users are associated with the group.

Adding Devices to the Group

  1. Open the new group and go to Device Privileges.
  2. Click All Devices to view available devices.
  3. Assign schedules to devices.
  4. Click Save Changes.

Note: Devices with an assigned schedule must be mapped to the same site for guest invites to include an address. If a group has devices with an assigned schedule from multiple sites, the address will not appear on the guest invite.

Adding Users to the Group

  1. In Brivo Access (Web), go to Users in Group.
  2. Click Assign to Groups and search for a user.
  3. Click Assign and then Save Changes.

How did we do?

Guest Management FAQ

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