Creating an Access Code 

Create access codes that attendees can apply during registration to reveal hidden ticket classes and receive a discount on eligible ticket purchases.

1. Navigate to Registrations > Setup > Promo Codes > Access Codes from the Dock.
2. Click Add Access Code. The Add Access Code side panel will appear. 
   
   
   
   
3. Enter a unique name in the Code Name field.
4. Select the Discount type and enter the Discount Value.
5. Choose whether the access code should apply to:
   • All Hidden Ticket Classes, or
   • Selected Hidden Ticket Classes.
6. Select an Eligibility option:
   • All Individuals to make the access code available to anyone with the code.
   • Specific Individuals to restrict the access code to selected guests.
7. Choose a Redemption Level:
   • Entire Order to apply the access code once per order.
   • Individual Tickets to apply the access code to individual tickets.
8. Enter the Redemption Limit.
9. Select the Start Date and Time.
10. Select the Expiration Date and Time.
11. Optional: Select Allow discount on offer tickets to allow the discount to be used on tickets that already have an offer applied.
12. Click Save.

Access Code Settings

1. Code Name: Unique identifier for the access code.
   
2. Discount: Percentage-based or fixed amount discount applied during registration.
   
3. Access Code Applies To: Determines which hidden ticket classes are revealed when the access code is used.
4. Eligibility: Controls who can redeem the access code.
5. Redemption Level: Determines whether the access code is applied at the order level or ticket level.
6. Redemption Limit: Maximum number of times the access code can be redeemed.
7. Start Date: Date and time when the access code becomes active.
8. Expiration Date: Date and time when the access code expires.
9. Offer Settings: Allows the discount to be applied to tickets that already have active offers.

• Access codes can only be applied during registration.
• Access codes can only be associated with hidden ticket classes.
• An access code can only be redeemed while it is active and within its validity period.
• Hidden ticket classes linked to an access code become visible only after the code is applied.

Restricting an Access Code to Specific Individuals

Limit the use of an access code to selected individuals by adding eligible guests. Only guests included in the list can redeem the code during registration.

Adding Guests Manually

1. While creating or editing an access code, select Specific Individuals under Eligibility.
2. Click Add Guest. The Add Guest side panel will appear. 
   
   
   
   
3. Open the Add Manually tab.
4. Enter one or more email addresses.
5. Separate multiple email addresses using commas.
6. Click Next.
7. Configure the maximum redemption limit for each guest.
8. Click Save.

An invitation email will be sent to all invited guests.

Importing Guests from a File

1. While creating or editing an access code, select Specific Individuals under Eligibility.
2. Click Add Guest. The Add Guest side panel will appear. 
3. Open the Import Guest List tab.
   
   
   
   
4. Click Import File.
5. Upload a spreadsheet containing guest email addresses and redemption limits.
6. Review the imported guests.
7. Click Next.
8. Click Save.

• Supported file formats: XLS and XLSX.
• The maximum file size supported is 5 MB.
• A sample import file can be downloaded from the import window.
• Guests can be assigned individual redemption limits.

Managing Eligible Guests 

View and manage guests who are eligible to use an access code.

1. Navigate to Registrations > Setup > Promo Codes > Access Codes from the Dock.
2. Create a new access code or edit an existing one.
3. Under Eligibility, select Specific Individuals.
4. Click View in the Guests section.

From here, you can:

• Add additional guests.
• Search for guests.
• Update guest redemption limits.
• Remove guests from the list.
  

Finding Access Codes

All access codes are listed in the Access Codes tab. The list includes:

• Code name
• Eligibility
• Redemption count
• Validity period
• Applicable hidden ticket classes
• Current status

Access codes can have the following statuses:

1. Active: The code is available for redemption.
   
2. Paused: The code is temporarily unavailable for redemption.
   

Use the search, filter, sort, and column customization options to quickly find and organize access codes.

Editing an Access Code 

Modify the settings of an existing access code.

1. Navigate to Registrations > Setup > Promo Codes > Access Codes from the Dock.
2. Click the more options icon beside an access code.
3. Click Edit.
4. Update the required settings.
5. Click Save.

• The code name cannot be modified after the access code is created.
• Changes only affect future redemptions.
• Once an access code has been redeemed, the discount value cannot be modified.
• Once an access code has been redeemed, the redemption level cannot be changed.
• Access codes that have already been redeemed cannot be deleted.

Pausing an Access Code 

Temporarily disable an access code without deleting it.

1. Navigate to Registrations > Setup > Promo Codes > Access Codes from the Dock.
2. Click the more options icon beside an access code.
3. Click Pause.

Attendees will no longer be able to redeem the code until it is reactivated.

Resuming an Access Code

Reactivate a paused access code.

1. Navigate to Registrations > Setup > Promo Codes > Access Codes from the Dock.
2. Click the more options icon beside a paused access code.
3. Click Resume.

The access code becomes available for redemption again.

Copying an Access Code Link  

Generate a shareable registration link with the access code automatically applied.

1. Navigate to Registrations > Setup > Promo Codes > Access Codes from the Dock.
2. Click the more options icon beside an access code.
3. Click Copy Code Link.
4. Share the copied link with attendees to automatically apply the access code during registration.

Deleting an Access Code 

Remove an access code that is no longer required.

1. Navigate to Registrations > Setup > Promo Codes > Access Codes from the Dock.
2. Click the more options icon beside an access code.
3. Click Delete.
4. Confirm deletion in the dialog box. 

Deleted access codes can no longer be redeemed.

Access codes that have already been redeemed cannot be deleted.

Exporting Access Codes

Download a list of access codes for reporting or record-keeping purposes.

1. Navigate to Registrations > Setup > Promo Codes > Access Codes from the Dock.
2. Click Export.
3. Choose whether to password-protect the export file.
4. Enter a password if required.
5. Select the export format:
   • XLSX
   • XLS
   • CSV
6. Click Export.

The exported file can be used for offline analysis and reporting.

• Password-protected export files require the password entered during export to access the data.
  
• Zoho Backstage does not store exported file passwords.

If you have any questions, please contact support@zohobackstage.com.