An anonymised OLS customer story
We cannot always name our customers—but we can share their stories.
Customer overview:
Our customer operates five serviced-office and coworking locations across Manchester, supporting more than 500 users with flexible workspaces, meeting rooms and shared facilities. The business needed a connected solution that would simplify access for tenants and visitors while allowing its own team to manage the platform independently.
The challenge:
The customer wanted to connect workspace bookings with access control, removing the need to create and distribute credentials manually.
The solution needed to:
- Support five serviced-office and coworking locations
- Manage access for more than 500 users
- Connect meeting-room bookings with temporary access permissions
- Provide a fully mobile-credential experience
- Support seamless entry for tenants and visitors
- Allow the customer to manage its own platform
- Include addresses, locations and access details in booking communications
- Connect with Microsoft Outlook and Google Calendar invitations
- Notify hosts when visitors arrive
- Provide presence reporting to support health and safety
- Reduce administration across every location
The Solution
OLS integrated the customer’s Brivo cloud-based access-control system with the Nexudus workspace-management platform.
When a meeting room or workspace is booked through Nexudus, the system creates the appropriate temporary access permissions. Users receive a mobile credential that allows them to enter the correct location and access the areas associated with their booking. Access is limited to the relevant booking period and expires automatically when the reservation ends.
Booking confirmations and calendar invitations can include:
- The selected workspace or meeting room
- The correct site address and location
- Booking dates and times
- Access instructions
- The user’s assigned mobile credential
The integration supports Microsoft Outlook and Google Calendar, keeping booking and access information together.
Mobile-first access:
The solution uses mobile credentials throughout, removing the need to issue and recover physical access cards. Tenants can use their phones for everyday entry, while meeting-room users and visitors receive temporary credentials for the duration of their booking or visit. Lost cards, unreturned passes and reception-based credential handovers are significantly reduced.
Customer-controlled management:
The customer can manage its own access and workspace platform, giving its internal team control over users, bookings, permissions and locations. OLS provides the technical expertise and ongoing support behind the integration, while the customer retains responsibility for its day-to-day operation.
A smoother visitor experience:
Visitors can be registered in advance and provided with temporary mobile access for the correct site, date and time. Host notifications inform employees when their visitors arrive, while automated credential expiry ensures temporary permissions do not remain active after the visit or meeting has ended.
Supporting health and safety:
Connected booking and access information gives the customer greater visibility of who may be present at each location. Presence reporting supports health-and-safety procedures by helping teams access a clearer view of site occupancy when required.
The results:
The integrated solution provides:
- Connected access across five locations
- Centralised management of more than 500 users
- Temporary credentials linked to meeting-room bookings
- A fully mobile access experience
- Seamless entry for tenants and visitors
- Automated credential activation and expiry
- Customer self-management of the platform
- Accurate access information within calendar invitations
- Automatic host notifications
- Reduced manual administration
- Improved presence reporting
- A scalable platform for future users and locations
One booking. One mobile credential. Seamless entry.
By connecting Brivo with Nexudus, OLS has created a joined-up journey from online booking to physical access—making multi-site workspace management simpler for tenants, visitors and operational teams.
OLS — Making the Impossible, Possible.
