Brivo Access user and group management

Prerequisites

• Privileges: Ensure your account has rights to manage Users and Groups in Brivo Access.
• Group design: Identify the correct groups (and schedules) the user should belong to; without a group, a user will have no door access.
• Card/credential: Have card numbers or mobile credential details ready if issuing credentials now.

Add a user

1. Open Users

   • Action: In Brivo Access, go to Users > Users.

2. Create the user

   • Action: Click Add User. Enter name, email, and any required fields. Assign a credential (card or mobile) if applicable.

3. Assign group membership

   • Action: Add the user to one or more Groups that define door access. Users not assigned to a group will have no access.

4. Save and verify

   • Action: Save the user. Test access at a door or review activity to confirm group-derived privileges are effective.

Remove or disable a user

1. Decide disable vs delete

   • Action: Prefer disabling or removing credentials/group memberships to retain audit history; delete only if policy permits.

2. Disable access quickly

   • Action: Open the user, remove credentials (card/mobile), and remove the user from Groups, or set status to Disabled. Users without group membership will have no door access.

3. Delete the user (optional)

   • Action: If fully removing, click Delete User and confirm after retention checks.

Change group membership for a user

1. Edit the user

   • Action: Go to Users > Users, open the user record.

2. Add or remove groups

   • Action: In Group Membership, add required groups and remove those no longer needed. A user not in any group will have no door access.

3. Save

   • Action: Save changes and verify access aligns with intended doors and schedules.

Create or edit groups and door schedules

Create a new group

1. Navigate to Groups

   • Action: Go to Users > Groups and click Create New Group.

2. Name and options

   • Action: Enter a descriptive name. Optionally enable Keypad Unlock-Hold (99# to override, 00# to resume), set antipassback behavior, and choose whether the group is excluded from lockdown.

3. Assign device privileges by schedule

   • Action: On the Device Privileges page, use the All Devices tab to see doors across sites, then assign schedules (e.g., Always Access or No Access) to each door/device and Save Changes.

Edit door access within a group

1. Open the group

   • Action: Users > Groups, click View for the target group.

2. Adjust schedules per door

   • Action: In Device Privileges, select All Devices, then choose a Schedule next to each door (including built-in options like (No Access) or (Always Access)) and Save Changes.

Sources:

Best practices

• Least privilege: Assign the minimal set of doors and time schedules via groups; avoid putting users in broad “always access” groups unless necessary.
• Descriptive naming: Use clear group names (e.g., “Warehouse Day Shift”) so membership and door schedules are obvious during audits.
• Centralize access via groups: Configure access at the group level and keep user records simple—credentials + correct group membership.

Troubleshooting

• User can’t open doors:

  • Check: Confirm the user is in at least one group and that the group has a non–No Access schedule assigned to the target door.

• Changes not taking effect:

  • Check: Ensure you clicked Save Changes in the group’s Device Privileges; unsaved edits revert.

• Access window incorrect:

  • Check: Review the specific schedule assigned to the door in the group; adjust or switch to the correct schedule and save.