Create chain level access codes

Enable guest access to exclusive rates, discounts, promotions or restricted offers while providing production tracking capabilities. Building these elements at chain level provides efficiency and consistency across your group or chain of properties.

Follow the steps below to create chain level access codes.

Go to Chain Manager.
Go to Chain Level Default.
Go to Access Code.
Click 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 allows 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 allows 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.
Click Save.

Create chain level access code language translations

You can provide access code translations for properties serving international guests and the steps are outlined below.

Go to Chain Manager.
Go to Chain Level Default.
Go to Access Code.
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.

Attach the chain level access code to rates or packages

You must link your access codes to specific rates or packages to make them functional. This can be done at chain level prior to assigning the rate to the property this can also be done at the property level. The steps below outline how to do this.

Link rate codes to one or more access codes

Go to Chain Manager.
Go to Chain Level Default.
Go to Access Code.
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 Chain Manager.
Go to Chain Level Default.
Go to Access Code.
Go to Associated Packages tab.
Enter the package code or codes that should return when this access code is used.
Click Save.

Access code distribution workflow

Assign to properties

Distribute chain-level access codes to properties, if rate or package codes are assigned at chain level they must already exist or be pushed to the property first. Follow the steps below to learn how to assign the codes to properties first.

Go to Chain Manager.
Go to Chain Level Default.
Go to Access Codes.
Select Assign to Hotel tab.
Select the Access Code from the dropdown menu in the upper right.
Choose the Chain or Hotel Group Name from the dropdown to filter hotels, if configured.
Click in the Hotel field to add or remove properties as needed or click Select All.
Click Next.
Check the boxes for each element of the access code to assign to the hotel:
- Access code.
- Multi language description.
- Rate code assignment.
- Package assignment.
Click Update.
What you will now see as a result of the steps above is:
- Standalone assignment: Access code becomes available at property level.
- Pre-associated assignment: If configured at chain level, the access code is already linked to specified rate codes at property level.

Replace existing hotel level access code with chain

Follow the steps below to convert property-level access codes to chain-level management for overall efficiency.

Go to Chain Manager.
Go to Chain Level Default.
Go to Access Codes.
Go to Replace Existing Hotel Level Access Code tab.
Choose the Access Code from the dropdown in the upper right.
Click in the Hotel box and select hotels from the menu or click Select All.
Click Next.
Check the boxes for each element of the access code to assign to the hotel:
- Access code.
- Multi language description.
- Rate code assignment.
- Package assignment.
Click Update.

Enter multimedia to associate with the access code

You can provide images or a video to display instead of rate codes. The steps are outlined below.

Go to the Access Code menu.
Click on the Multimedia tab.
Select your image upload method.
- Option 1 - Upload a new image:
  1. Click Upload New Image.
  2. Click Choose File.
  3. Select the file from your computer.
  4. Click Open.
- Option 2 - Use an existing image:
  1. Click Use Existing Image.
  2. Select from the images already uploaded in the multimedia section for your chain.
  3. Click Select to choose your image and return to the screen.
- Option 3 - Save an external media link:
  1. Click Save External Media Link.
  2. Enter the URL in the URL field.
    You can 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.
- The maximum character count is 80 characters.
Enter the SEO or alt text for screen readers and accessibility compliance.
- The maximum character count is 120 characters.
Enter a sorting value to set the order in which images display.
Click Upload to save.