Access Codes

This article provides details about access codes used on forms throughout All-Star Rec Manager.

About Access Codes

When filling out most types of forms, an access code is required to fill out the form. The access code is a 6-digit alphanumeric string that is sent to the requestor's cell phone or email address and then needs to be entered on the second step for most forms. Access codes are valid for a period of one hour.

Why Are Access Codes Necessary?

All-Star Rec Manager was designed so that it was not necessary for people to obtain a username and password to perform basic functions such as registering for an activity, making payments, or purchasing tickets. Therefore, the user must receive an access code (each person in the system has a unique phone and email other than children) and enter it on the form so that the system can securely determine who is filling out the form or making a payment.

Access Code Tips and Tricks

Below are some tips and tricks to minimize the number of access codes people need to obtain.

1. When a person requests and enters their access code on a form, that code is stored in their browser until they close the browser or the code expires and it can be used on any form in All-Star Rec Manager. When filling out multiple forms, we suggest doing them all in the same tab rather than closing and reopening the browser so that you can make use of the same stored access code on each form, thus avoiding the need to get a new code each time.

2. To bypass obtaining an access code, you could log in to All-Star Rec Manager first. Since you're logged in, the system knows who you are and therefore doesn't need an access code.

3. When asking participants to make payments, it is suggested that organization administrators send them an Outstanding Balance email from the Participants page. This email will contain a link to make a payment which has a token embedded in it, allowing the system to bypass the need for an access code.

Troubleshooting Issues with Access Codes

• Emails: Despite the efforts we've taken to ensure emails from All-Star Rec Manager don't end up in spam folders, every once in a while they still end up there or don't come through at all. If someone doesn't receive the email with their access code, they should first check their spam/junk folder. If the email doesn't come through at all, make sure the email address that was entered is correct. If so, then as a last resort, organization administrators can look up the code. To do this, navigate to the Communications page, Sent Emails tab. Every email that's been sent out of the system from your organization will appear in this table. Click on the email in the table and a popup window will appear that has the contents of the email, including the access code, which can be manually sent to the person so that they can move beyond this step.

• Text Messages: Most text message access codes will come through. However, two situations may occur that would prevent the message from coming through. First, the phone number could be entered incorrectly. Second, the phone number the text messages are sent from may have been previously blocked.