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 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?

Access codes are necessary for two primary reasons:

1. To connect form submissions to participants, people need to either log in or receive an access code. 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 to their email (each person in the system has a unique 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.

2. It also ensures the email address is valid since all communication from the system is done through email. This is especially important when payments are involved in the form's workflow.

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 opening additional tabs rather than closing and reopening the browser so that you can make use of the same access code on each form, thus avoiding the need to get a new code for each form.

2. To bypass entering your email and 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 doesn't need to request the email/code to make that connection.

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 email/code.

Issues with Access Codes

Despite all 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.