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Access codes is your unused-code shelf. You import the list you bought from the vendor. The platform then holds one unused set for each student and marks it Sent after it goes out.

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Where to find it

Go to Program Dashboard → Courses → Access codes. Only program owners can open this page. You can also jump here from a course’s Student access page.

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What you are importing

Each import row is one student worth of unique fields.
  • For AHA, that is usually one Course URL.
  • For Jones & Bartlett, that is usually one 10-digit Access Code.
  • For a custom login, that might be username and password on the same row.
Shared fields (Course ID, course website) are not in the spreadsheet. You set those on the course.
Keep leading zeros. A code like 0123456789 must stay 0123456789. The importer does not turn codes into numbers.

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Add inventory

  1. Click Add inventory.
  2. Select the course (the left list shows how many codes are available for each course).
  3. Optionally enter a Batch name so you can tell orders apart later. Example: Spring 2026 J&B order.
  4. Choose how to add codes:
Use this when there is one unique field (AHA URLs, or a single access-code column).Paste one code or URL per line, then continue to preview.
  1. Review the preview. Fix any rejected rows (bad URLs, duplicates).
  2. Click Commit import.
You should see a toast such as Imported 40 packets. If students were already waiting because you were out of stock, you may also see fulfilled N waiting delivery(ies). Those waiting students get a code as soon as stock exists (and then follow the course’s send timing).

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What the importer skips

  • Duplicate values already in the file
  • Values that already exist in stock (unless the old one is Already used or Archived)
  • Invalid URLs, for URL fields
If an AHA batch looks like it mixed two different courses (the URLs do not match), you will see a warning. Check the file before you commit.

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Statuses you will see

The top of the page also shows Waiting for codes. That is how many students enrolled or bought while you were out of stock.

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Search, edit, and archive

  • Search by exact code — paste the full code or URL. Partial search is not used, so you do not accidentally match the wrong student.
  • Edit values — only while the set is In stock.
  • Archive — hide an unused set so it is not given out (for example, a code your vendor voided).
  • View history — see every status change for that set.

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After a refund: return to stock

If a sent code comes back, it usually lands in Needs verification. Open it and choose:
  • Mark available — put it back In stock
  • Mark burned — mark it Already used
If someone marked a code Already used by mistake, use Return to stock. Full refund behavior is in Refunds and unused codes.

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Consumption (will we run out?)

The inventory page can show a short forecast:
  • Paid seats (30d) — how many paid seats used codes in the last 30 days
  • Daily rate — average per day
  • Available — unused codes right now
  • Projected exhaustion — roughly when you will hit zero at that rate
This is a planning aid, not a promise. Set stock alerts if you want an email before you run out.

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Tips that save support tickets

  • Import before you open enrollment, so the first students are not stuck on Waiting for codes.
  • Name each batch after the vendor order (AHA Heartsaver Mar 2026).
  • Never email a leftover code from the spreadsheet. Let the platform assign it so the status stays correct.
  • If a student says “this code is already used,” search the exact code here. You will see who it was held for or sent to.