Access codes explained
Below outlines what an access code is and how a guest can use access codes, along with a helpful videos:
Access codes allow guests to access specific rates for promotions or exclusive offers via direct booking channels, both online and through voice reservations.
You can assign access codes to rates and packages that are part of general availability for tracking purposes, or set them to require the code for closed user groups with exclusive rates. This also helps you report on marketing campaign production without creating additional rate codes.
Access codes work alongside discounts configured in the CRS, requiring guests to meet multiple conditions for incentives to be applied:
Enter codes during the online booking process to unlock certain rates.
Share codes with voice reservation agents over the phone.
Access via URLs in emails or marketing materials that automatically apply the code.
🤓Tip: Access codes provide valuable insights into marketing campaign effectiveness and help measure contractual fulfillment for corporate or contracted rates.
Create new access codes
You can set up access codes with varying levels of detail based on your specific requirements. The below outlines the basic access code formation:
Basic access code set up
The below steps will outline how to set up a basic access code:
Navigate to the Access Code menu.
Click on the Create New tab.
Enter the Access code.
This is required and the maximum character count is 128 characters.
Enter the Name of the access code.
This is required and the maximum character count is 128 characters.
Enter a Description for the access code.
This is an optional field, however it may assist with the details of the access code for other users.
Choose the display option from the dropdown menu.
This option always you to display the access code name to a customer in a specific way:
None - System uses rate code information as usual and there is no change.
Replace - Access code name replaces rate code name.
Append - Access code name appears after rate code name.
Prepend - Access code name appears before rate code name.
Choose the display option from the dropdown menu.
This option always you to display the access code description to a customer in a specific way:
None - System uses rate code information as usual and there is no change.
Replace - Access code description replaces rate code description.
Append - Access code description appears after rate code description.
Prepend - Access code description appears before rate code description.
Enter Begin Sell Date.
The first date the access code can be used for bookings. This is an optional field.
Enter End Sell Date.
The date when the access code can no longer be used for bookings. This is an optional field.
Enter Begin Date.
The first date a reservation may arrive if booked with the access code. This is an optional field.
Enter End Date.
The last date a reservation may depart if booked with the access code. This is an optional field.
📌Note: Wherever a date is not entered to restrict access code sales, it is considered available.
Click Save.
Click Cancel to abandon changes.
⚠️ Important: Only the access code name and code are required to then assign to relevant rate codes or packages. All other settings are optional based on your usage needs.
Attach the access code to rates or packages
You must link your access codes to specific rates or packages to make them functional. The steps below outline how to do this:
Link rate codes to one or more access codes:
Navigate to the Access Code menu.
Click on Associated Rate code tab.
Enter the rate code or codes that should return when this access code is used.
Click Save.
Click Cancel to abandon changes.
Link packages to one or more access codes:
Navigate to the Access Code menu.
Click on Associated Packages tab.
Enter the package code or codes that should return when this access code is used.
Click Save.
Click Cancel to abandon changes.
🤓 Tip: You can switch between different access codes using the dropdown menu in the upper right of the screen while working on setup pages.
Test and verify an access code
Once you complete the access code setup, your access code becomes available for bookings. Before promoting your access code, the below checklist will ensure your access code is ready to be promoted:
The access code and name are entered correctly.
Associated rate codes or packages are linked properly.
Date restrictions align with your selling strategy.
Multi-language translations are accurate, if applicable.
Display override options present information clearly.
📌Note: Access codes work in conjunction with standard rate availability and restrictions as set in your CRS system.
Create access code language translations
You can provide access code translations for properties serving international guests and the steps are outlined below:
Navigate to the Access Code menu.
Click on the Multi-Language tab.
Select the target language from the dropdown menu.
Enter the Translated Access Code Name.
Enter the Translated Access Code Description.
Click Save.
View and manage existing access codes
You can review all access codes from the access code overview tab. The below outline how to view and manage existing access codes:
Navigate to the Access Code menu.
The Access Code Overview tab displays by default, showing all valid access codes.
Sort columns in numerical or alphabetical order by:
Access Code.
Name.
Begin Sell date.
End sell date.
Begin date.
End Date.
Check the box in the upper left to include inactive codes.
Past stay or booking dates can be viewed here.
Click any Access Code to view or modify its details.
Click Save.
Click Cancel to abandon modifications.
📌Note: For multi-property management, chain level access codes appear with parentheses after the access code in the first column.
Enter multimedia to associate with the access code
You can provide images or a video to display instead of rate codes and the steps are outlined below:
Navigate to the Access Code menu.
Click on the Multimedia tab.
Image upload methods with two options:
Option 1:
Click Upload New Image button to upload from your computer.
Click Choose File.
Select the file from your computer.
Click Open.
Option 2:
Click Use Existing Image button.
Select from images already uploaded in multimedia section for your chain.
Click Select to choose your image and return to the screen.
Option 3:
Click Save External Media Link button to enter a link to a video.
Enter the URL in the URL field.
Reference videos already hosted on your own CDN or third-party platform. The system saves your URL directly with no files stored in CRS media. Links render automatically as images or embedded video players depending on the URL type.
Enter an image title for identification (maximum 80 characters).
Enter the SEO or alt text for screen readers and accessibility compliance (maximum 120 characters).
Enter sorting for order of images display.
Click Upload to save.
Bulk import access codes.
You can upload multiple access codes at once using the bulk import feature, which saves time when managing large volumes of codes.
⚠️ Important: Do not use the exported access code file as your import template. The export and import file formats use different column headers and are not compatible, using the exported file will cause the import to fail. Always use the download sample file button on the import screen to get the correct template for your property.
The below steps will outline hot to bulk import access codes:
Download the correct import template.
Navigate to the Access Code menu.
Click Import to open the import dialog.
Click Download Sample File to download a CSV template pre-configured for your property's settings.
Open the file and populate your access codes using the template provided. Do not rename or modify the column headers.
Populate the template.
The sample file will include the following columns based on your property's configuration:
Column | Required | Notes |
AccessCode | Yes | Max 128 characters, will be converted to uppercase. |
AccessCodeName | Yes | Max 128 characters. |
BeginDate | If enabled | First date a reservation may arrive using this code. |
EndDate | If enabled | Last date a reservation may depart using this code. |
BeginSellDate | If enabled | First date the access code can be used for bookings. |
EndSellDate | If enabled | Last date the access code can be used for bookings. |
IsOMSCode (custom integration) | If enabled | Enter TRUE or FALSE. |
MaxNights (custom integration) | If enabled | Enter a value between 1 and 100. |
📌Note: Date fields accept the following formats: yyyy-MM-dd, MM/dd/yyyy, dd/MM/yyyy, yyyy/MM/dd. Columns that do not appear in your sample file are not applicable to your property's configuration and should not be added.
Import the file:
Navigate to the Access Code menu.
Click Import.
Click Choose File and select your completed template.
Click Import to upload.
If any validation errors are found, they will be displayed on screen. Correct the errors in your file and re-import.
📌Note: A maximum of 200 records can be imported per file. If an access code in your file already exists for the property, it will be updated with the new values. New access codes will be created automatically.