How to Add or Remove a User in Brivo Access (and Why Deleting Isn't Always the Answer)

What you need

• A Brivo Access administrator login. To fully set up a user, your role needs permission to view and create users, edit user profiles, assign credentials, and edit user groups. To delete, it also needs the Delete User permission.
• The person's full name and email. Brivo says a valid email is required if you plan to issue a Brivo Mobile Key. A phone number is optional.
• Their card, or a PIN length in mind, if you're issuing one now.
• Know which group (and schedule) the person belongs in. If you aren't sure, stop and check before you add them.

Add a user

1. Log in to Brivo Access and click the Users tab on the left.
2. Click Create New User.
3. Enter the person's full name, phone number and email. Custom fields are optional. You can upload a profile photo if your security staff use Verify User.
4. Click Assign to a Group, pick the group or groups that hold the doors this person needs, and click Assign.
5. Issue a credential. You can assign up to 16 per user:
   • Physical card: click the Card icon, pick the card number, and click Assign Credential.
   • Brivo Mobile Key: click the Mobile Key icon, click Assign a Credential, and enter their email. They get an invitation email to set up their digital key.
   • PIN: click the PIN icon, choose a length of 4 to 8 digits, then type a number or click Generate PIN. PINs can't be sequential (1234) or repeating (1111).
6. Review the details and click Create User. Brivo says the user is active right away and their permissions go to the door controllers immediately.
7. Test it. Have the person try the door, or check their profile: scroll to the bottom for Recent Activity, which shows their last five valid or failed access events (up to 90 days back).

Suspend a user

Suspending removes access right away but keeps the profile and credentials, so it's easy to undo.

1. Click Users in the left menu, then Users.
2. Search for the person by name, status or group.
3. Click their name to open the profile.
4. Click Suspend User, then click Suspend User again to confirm.

Brivo marks a suspended user with a yellow circle on their profile image. All of their credentials are suspended until you reinstate them.

Reinstate a suspended user

Open the suspended person's profile (the one with the yellow circle) and choose the reinstate option. If you don't see it, call PAX.

Delete a user

1. Click the Users tab to open User Management.
2. Find the person and click View on the right side of their name.
3. On the profile page, open the options menu (usually on the left side) and choose Delete User.
4. In the Confirm Deletion window, click Delete.

Brivo says deleting a user immediately revokes all of their access and unassigns any cards or mobile passes. A physical card can be given to someone else afterward. Brivo says past door events stay in the system after a user is deleted. If you need a record of what a person did, export it or ask PAX before you delete.

Suspend, remove access, or delete: which one?

• Someone is leaving today and you want them out now: suspend. It takes a few clicks and you can reverse it.
• Someone is gone for good: delete, or suspend first and delete later if your records policy calls for it. Check your records first, because a delete may not be reversible.
• Someone is a seasonal or returning worker: suspend, not delete. Brivo recommends suspension for temporary leave.
• You want to take away some doors but not all: doors are controlled by groups, and changing a group changes everyone in it. Call PAX so we can move the person to the right group.

Many users at once

Brivo has Bulk Actions for suspending, reinstating or deleting several users at once, up to 100 at a time. It needs the Enhanced Access pack (included in Professional and Enterprise editions). Select the users on the Users list, choose an action from the bar at the bottom, and click Confirm. Bulk delete can't be undone.

What the vendor guide skips

Help pages explain where the buttons are. They don't help with the part that goes wrong in a real building.

• Offboarding is more than one system. Removing a person from Brivo doesn't remove them from your alarm code list, your camera app, or your intercom directory. Make a short list of everything the person had, and work down it the same day.
• Shared fobs and cards. If a card was passed around a team, deleting one named user doesn't help. Find out who is still holding it and replace the credential.
• Users with no group. A person with no group can't open doors, which is useful, but they still sit in your list. Review them from time to time and clear the ones you don't need.
• Groups drift. Over the years, groups pick up doors nobody remembers adding. A person who joins "Staff" may get more than you intended. Review what each group opens, not just who is in it.
• Contractors and vendors. In multi-tenant and managed buildings, cleaners, movers, and trades come and go. Set an end date in your own process, and check it.
• Own your admin account. If the only administrator login belongs to a former manager or an installer who no longer answers, fix that first. Removing someone's door access doesn't necessarily remove their administrator login, so check both.

Our guide to who has access to your building walks through an access review in plain terms.

If you'd rather not do it yourself

If your groups and schedules have gotten messy, former employees are still active, or you want an access review across several doors, call PAX at (855) 440-5353 or email info@paxsecurity.com. You can also reach us through https://paxsecurity.com/contact-us.

Sources

• Brivo Support, Creating a User in Brivo Access (Oct 23, 2026): https://support.brivo.com/s/article/Creating-a-User-in-Brivo-Access
• Brivo Support, Suspending a User in Brivo Access (Nov 21, 2025): https://support.brivo.com/s/article/Users-Groups-Suspending-a-User-in-Brivo-Access
• Brivo Support, Deleting a User in Brivo Access (Feb 9, 2026): https://support.brivo.com/s/article/Users-Groups-Deleting-a-User-in-Brivo-Access
• Brivo Support, Admin Bulk Actions - Deleting, Suspending or Reinstating Users (Oct 12, 2026): https://support.brivo.com/s/article/Users-Groups-Admin-Bulk-Actions-Deleting-Suspending-or-Reinstating-Users
• Brivo Support, Viewing User Recent Activity in Brivo Access (Dec 2, 2025): https://support.brivo.com/s/article/Users-Groups-Viewing-User-Recent-Activity-in-Brivo-Access
• Brivo Support, Suspending or reinstating a user in the Brivo Access Mobile App (Nov 21, 2025): https://support.brivo.com/s/article/Users-Suspending-or-reinstating-a-user-in-the-Brivo-Access-Mobile-App
• Accessed 2026-10-31 and 2026-11-02.