Access codes

Access codes

Access codes let you manage time-limited entry codes for your facility. Codes are linked to specific courts and valid for a defined time period. When a customer makes a booking, the relevant access code is automatically included in their booking confirmation.

How to manage access codes

1. Go to Administration > Access Codes.
2. Click Add Access Code to add a new row.
3. Fill in the following for each code:
   • Code – the access code text (e.g. “1234”).
   • Courts – select which courts the code applies to. You can select multiple courts.
   • Valid from – date and time when the code becomes active.
   • Valid to – date and time when the code expires.
4. Click Save.

When you add a new row, the system automatically suggests the next time interval based on the previous row.

Import access codes from Excel

For bulk management, you can import codes from an Excel file.

1. Click Import.
2. Upload your Excel file (.xls). The file should contain columns for valid from, valid to, code, and courts.
3. Map the columns from your file to the required fields.
4. Preview the data and check for any validation warnings (e.g. blank codes or invalid date formats).
5. Click Confirm to import.

The expected date format for imports is yyyy-MM-dd HH:mm:ss. Court names are matched by name (case-insensitive).

Export and delete codes

• Export – select codes using the checkboxes and choose Export from the actions dropdown. This downloads an Excel file.
• Delete selected – select codes and choose Delete from the actions dropdown.
• Delete used codes – removes all expired codes (where the valid-to date has passed).

How access codes reach the customer

When a customer books a court that has an active access code, the code is automatically included in their booking confirmation email. The system selects the code that is valid for the booked time slot and court.