Overview
The Access Codes page lets you generate and manage access codes. Learners who register via a self-registration form need an access code to activate their Aptem account.
This article describes the Access Codes page as it appears to a standard administrator. For more information on this role, see Standard administrator – detailed description.
By default, the grid is sorted by Access Code ID in ascending order and displays 10 records per page. Use the navigation buttons to move between pages.
Filtering
Use the filter area to narrow results. Select Search to apply filters, or Reset to return to the default view.
| Filter | Control type | Default | Description |
| Code | Free text | Blank | Filter by access code. |
| Group | Multi-select tree view dropdown | Select groups | Filter by the Aptem group the access code is linked to. Only groups you have access to are listed. |
| Status | Dropdown | Any | Filter by access code status. Options: Activated, Not activated, Expired. |
| Activated from / to | Date range pickers | Blank | Filter by the date a learner used the access code to activate their account. |
| Issued from / to | Date range pickers | Blank | Filter by the date the access code was generated. |
| Creator email | Free text | Blank | Filter by the email address of the administrator who generated the access code. |
Grid columns
The following columns are displayed in the Access Codes grid:
| Column | Sortable | Description |
| Code | Yes (A–Z) | The generated access code. |
| Status | Yes | Displayed as an icon: Activated / used ( Not activated / available ( Expired ( |
| Registered email | Yes (A–Z) | Email address of the learner who used the access code to register. Selecting the email opens their user profile in a new tab. |
| Description | Yes (A–Z) | Any description added to the access code when it was generated. |
| Group | Yes (A–Z) | The Aptem group the access code is linked to. The learner is assigned to this group when they use the code. Selecting the group name opens the Users overview page filtered by that group. |
| Date issued | Yes (newest first) | The date the access code was generated (dd/mm/yyyy). |
| Date activated | Yes (newest first) | The date the learner used the access code to activate their account (dd/mm/yyyy). |
| Creator email | Yes (A–Z) | Email address of the administrator who generated the access code. |
Generating access codes
Standard administrators can generate access codes up to the limit set for your organisation. To increase this limit, contact the support team.
To generate access codes, select Generate on the Access Codes page and complete the form:
- Quantity (required): the number of access codes to generate per selected group. Digits only.
- Description (optional): a free-text note you can use to identify the batch when searching later.
- Group (required): the Aptem group to link the codes to. Only groups you have access to are shown. You can select multiple groups, but note that the same codes will be generated for each group selected. For example, selecting a quantity of five with two groups generates five codes for group one and the same five codes for group two.
Once generated, pass the access code to the relevant learner so they can activate their account.
Export to CSV
Select the Export to CSV link at the top right of the grid to download the current view as a CSV file. The export includes all grid columns plus one additional column: Date expired.