> ## Documentation Index
> Fetch the complete documentation index at: https://docs.firstrespondershub.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Refunds and unused codes

> What happens to access codes when you refund, withdraw a student, or take access back — and how to put a code back in stock

When you return money or remove a student, the platform also **takes back** that student's access. What happens to the **code itself** depends on whether it was already sent, and on the course's refund settings.

Money refunds still follow the normal [Refunds](/payment-settings/refunds) flow. This page is only about the codes.

## The two course settings that matter

Set these under **Student access** → **Advanced operations**.

### After a refund, can the code be reused?

| Setting                                      | What happens to a code that was already sent                                                                                     |
| -------------------------------------------- | -------------------------------------------------------------------------------------------------------------------------------- |
| **Hold the codes until someone checks them** | The code goes to **Needs verification**. Nobody else gets it until a team member marks it available or already used.             |
| **Reuse the codes after you cancel access**  | Same first step (it still needs a check). Your job is to turn the student off at the vendor, then mark the code available again. |

If the code was **not sent yet** (still pending or scheduled), it returns to **In stock** automatically. No review list.

### If the student already has codes, can staff refund?

| Setting                                   | What staff see                                                     |
| ----------------------------------------- | ------------------------------------------------------------------ |
| **Allow the refund, but warn first**      | Yellow warning. They can continue.                                 |
| **Stop the refund unless staff override** | Refund is blocked until they check **Override and refund anyway**. |

The block screen is **Refund blocked — access codes already sent**.

Use **block** when a used AHA URL cannot be taken back, or when a code costs you real money.

## What staff see during a refund

The refund dialog asks the credential system first.

* If any seat is **Released**, you get the warning or the block, based on the setting above.
* For a multi-seat purchase, you can pick **Seat 1**, **Seat 2**, and refund only those.
* After you confirm, those deliveries show **Refunded**.

## Status labels after access is taken back

| Label           | Why                                                      |
| --------------- | -------------------------------------------------------- |
| **Refunded**    | Purchase or enrollment refund                            |
| **Withdrawn**   | Student was withdrawn                                    |
| **Transferred** | Enrollment moved                                         |
| **Taken back**  | A team member took it back, or another enrollment change |

The student no longer sees the values in **Your Credentials**.

## What happened to the code?

Open the delivery. You will see a plain-language fate:

| Message                                           | Meaning                               |
| ------------------------------------------------- | ------------------------------------- |
| **Code in stock** / **In stock for next student** | Safe to assign again                  |
| **Code needs a check**                            | **Needs verification**. Do not guess. |
| **Already used — not in stock**                   | Marked burned                         |
| **Held for another student**                      | Already reserved for someone else     |
| **Sent to another student**                       | Already released to someone else      |

### Resolve verification

1. Go to **Access codes** (or the delivery detail).
2. Open the set that **Needs verification**.
3. Confirm with the vendor whether the student used it.
4. Choose **Mark available** or **Mark burned**.

**Example (AHA):** Jordan got a Course URL on Monday and requested a refund Tuesday. You log into Training Central. If the keycode is unused, **Mark available**. If Jordan already launched the course, **Mark burned** and keep the refund decision separate.

**Example (Jones & Bartlett):** After you disable Jordan in Navigate, **Mark available** so the next student can use that access code, if your vendor allows reuse.

## Return to stock (undo "already used")

If someone marked a code **Already used** by mistake:

1. Open the code.
2. Click **Return to stock**.
3. Confirm **Return this code to stock?**

History will show **Returned to stock after being marked used**.

## Withdrawals and transfers

Taking a student out of a cohort also takes back unused or sent access for that enrollment, using the same rules as a refund. Check **Pending deliveries** and **Access codes** so the code does not sit in **Needs verification** forever.

## Duplicate protection

The same unique value cannot sit in stock twice (unless the old copy is burned or archived). If a student already has **released** access for a course and enrolls again, the platform reuses that access instead of handing out a second code.

## Receipts

Standalone buyers can open a **receipt** for the payment (Stripe hosted receipt). That is the payment record. It is separate from the access email.