Protect a Registration Form with Access Codes

Registration Form Access Protection prevents visitors from viewing a public Registration Form Landing Page until they enter a valid Access Code. Each Registration Form can have its own protection setting and multiple Access Codes.

Access Codes control access only. They do not apply discounts or change ticket prices. To offer a ticket discount, use a Promo Code instead.

Before You Begin

Keep the following limitations in mind:

• Access Protection applies to public Registration Form entry only.

• RSVP and Magic Link registration are not affected.

• Custom Domains are not supported. Use the link provided by the Registration Form's Share action when Access Protection is enabled.

• Events hosted in a multi-tenant database environment are not currently supported.

• An organiser who is signed in and has access to the Event can preview the protected Form without entering an Access Code.

Create an Access Code

1. Go to Registration Form in the Organizer Portal.

2. Edit the Registration Form you want to protect.

3. Open the Access Codes tab.

4. Click Create Access Code.

5. Enter a numeric Access Code containing 4–12 digits.

6. Set the Start Date & Time and, if required, an End Date & Time.

7. Save the Access Code.

Access Code settings showing protection, the gate background preview, and the current Access Code list

Create Access Code dialog with validity dates and the Event timezone

You can create multiple Access Codes for the same Registration Form. The same numeric value cannot be created twice within one Form, including when the earlier Code is in Trash. Different Registration Forms can use the same value independently.

Note: Leading zeroes are significant. For example, 0123 and 1234 are different Access Codes.

Understand Access Code Status

Access Code status is determined automatically from its validity period:

• Scheduled: The Start Date & Time has not been reached.

• Valid: The current time is within the validity period.

• Expired: The End Date & Time has passed.

There is no separate Active or Inactive switch. An Access Code without an End Date & Time remains valid until it is moved to Trash.

An expired Code does not move to Trash automatically.

Enable Access Protection

After creating at least one Access Code that is not in Trash:

1. Turn on Access Code Protection.

2. Use the Form's Share action to copy its EventX short link.

When protection is enabled, visitors cannot see the Landing Page content until they pass the Access Gate. The Gate displays the Event name, language switcher, Access Code input, Continue button, and security verification.

If all Access Codes are scheduled, expired, or moved to Trash, the Form remains protected and public visitors cannot continue until a usable Code is created or restored.

Customize the Access Gate Background

You can upload one background image for the protected Access Gate:

• Supported formats: JPG, PNG, and WebP

• Maximum file size: 5 MB

• The image is shared across all Event languages

If no Access Gate image is uploaded, EventX uses the Event image for the visitor's selected language. If no Event image is available, EventX displays the system default background.

The Current gate background preview shows the image that visitors will see. After uploading a custom image, select Use event image if you want to remove it and return to the Event image fallback.

The Access Code input, button, security verification, and error messages use the standard EventX layout and cannot be customized with the Rich Text Editor.

Manage Current Codes and Trash

Use the Access Code and Trash tabs to manage Codes for the selected Registration Form.

• Search by a full or partial Access Code value.

• Use pagination to browse larger Code lists.

• Edit an Access Code's validity period.

• Move a Code to Trash to invalidate it immediately.

• Restore a Code from Trash when it should become available again.

Trash tab showing a restorable Access Code

Moving a Code to Trash does not remove its historical registration records. Access Codes cannot be permanently deleted individually.

Attendee Experience

1. The attendee opens the EventX short link provided by the Form's Share action.

2. EventX displays the Access Gate before releasing Landing Page content.

3. The attendee completes the security verification and enters a valid Access Code.

4. EventX grants temporary access to that Registration Form in the current browser session.

5. The attendee completes registration normally.

Attendee-facing Access Gate with the Access Code input and security verification

Access is limited to the selected Registration Form and lasts for up to 10 minutes. The attendee may need to enter a valid Code again after the access session expires, the browser session ends, or the Code becomes invalid.

View the Access Code Used by an Attendee

After registration succeeds, EventX records which Access Code was used:

1. Go to the Event's People List.

2. Open the attendee's registration details.

3. Find the read-only Access Code field.

Attendee registration details showing the read-only Access Code

The recorded value is registration history. It remains visible even if the Access Code later expires or moves to Trash. Registrations completed through RSVP, Magic Link, organiser bypass, import, or API do not record a Registration Form Access Code.

Frequently Asked Questions

Can one Access Code be used by multiple attendees?

Yes. Access Codes do not have a usage quota.

Can I use different Access Codes for different Registration Forms?

Yes. Access Codes belong to one Registration Form. Each Form has independent Codes and protection settings.

What happens when I duplicate a Registration Form or clone an Event?

EventX copies the Access Protection setting, Gate background, and Access Codes into independent records for the new Form or Event. Existing attendee Access Code history is not copied.

Does an expired Access Code move to Trash automatically?

No. Expiry is determined by the End Date & Time. Only an organiser action moves a Code to Trash.

Can I change the numeric value after creating an Access Code?

No. Move the existing Code to Trash and create a different Code. Restore the existing Code if you need to use the same value again.

Is an Access Code the same as a Promo Code?

No. An Access Code unlocks a protected Registration Form. A Promo Code changes eligible ticket pricing.

Can I use Access Protection with a Custom Domain?

No. Registration Form Access Protection is not supported on Custom Domains. Use the EventX short link provided by the Registration Form's Share action.

Can I use Access Protection for an Event hosted in a multi-tenant database environment?

No. Registration Form Access Protection is not currently supported for Events hosted in a multi-tenant database environment.