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:
Go 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:
Go to the Access Code menu.
Go to 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:
Go to the Access Code menu.
Go to 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:
Go 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:
Go 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.