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How to Create Access Codes & Hidden Fees

Honored Contributor

Before creating your Access Codes and Hidden Fees there are a couple of things to keep in mind:

 

  1. In order to use Access Codes you have to choose to set up multiple fees. Please note:  You can use this option and still only have 1 fee; however, you need to choose this selection to create the code.
  2. Access Codes are going to be entered by your Registrants, so you want it to make sense to them. They have to be 4-12 characters (only letters, numbers and underscores; no spaces) and if you are using multiples they need to each be unique.
  3. Once an Event is live, access codes can be paused; however they cannot be deleted. This means that they can be “disabled” but the box to enter a code will remain on the registration form. Please note: Access Codes can be deleted if the Event is still in a Draft mode. 
  4. Think about how you are going to distribute the access code to those that qualify

So now that we have gone over those, let’s go over how to create Access Codes!  After choosing that you have “Multiple fees, hidden fees or fees that require access codes,” you can check off Hidden for each fee that you want to create an access code for. 
2015-05-26_1236.png

 

Now click Create Code to create your code.  You will see a screen that looks like the image below.  You will need to enter the code name, the number of uses (if applicable) and whether to make this Code Live now or Paused (you can click the toggle to change the status from Live to Paused).  Then click Save.  Please note: Once you click save, the text “Create Code” changes to “Edit Code.”

 

2015-05-26_1303.png

 

Once you have your access codes created you will see them displayed in a table below the fees:

2015-05-26_1239.png

Hints!  If you have an event that is private, hiding all of your fees behind an Access Code will make it impossible for someone to register without having the Access Code.  I would recommend adding a Text Block on your Registration page on who to contact if they want to attend.  This way you might be able to get more attendees if they have a point of contact.  Setting different access codes will only show the registrant the “public” fee plus the one they have the access code for.  This is a good way to give different levels of discounts. This could be based on donor amount, engagement, volunteer hours, or any topic that you would like.  If you need special access for your event organizer to sign up individuals without paying initially (like Board Members, Executives, Scholarship recipients, etc.), making them a special access code is a great way to manage this. 

 

Let us know if you have any questions!  Also, share how you have used access codes by replying to this post. 

Samantha_O

Former Community Manager at Constant Contact.