There are a few cases where onboarding via access codes makes sense: If you can’t invite users via an email address and don’t have enough data to onboard via username and password, then access codes could be your last resort.
A single unique access code allows a user to log in once. During signup, users create a username and password, which afterwards are used to log in.
However, you should take into account that with access code onboarding you can only manually edit user data in the system. If you want to organize your users into groups, delete users, etc., this onboarding method can lead to increased effort for user management.
You can use the access code onboarding in parallel with all other onboarding methods.
User Data Requirements
With this onboarding method, you don’t need to provide any user information, but Staffbase very much recommends that you set up a user identification as well as first and last name. If you choose not to set up any user data, it will not be possible to synchronize user data later; e.g., a CSV synchronization will not work.
If you do not set them, access codes are created by the system automatically. If you want to set access codes, they must be unique.
Optionally, you can also provide further information such as:
- Recovery code
- Email address
- First name
- Last name
- Other information you wish to use with custom profile fields
Enter User Data in the System
To enable your users to log on with an access code, you must first create the access codes in the system. There are several ways to do this:
- CSV import
- Manually create access codes in the Experience Studio
With this onboarding method, you don’t need to provide any user information. However, Staffbase recommends that you use access codes that are assigned to a user. In order for an access code to be assigned to a user, you must specify the user's first and last name for each code.
Inviting Users to the App
- Import the user data into the system; for example, via CSV import.
- Print the access codes with the print function in the Experience Studio. Or export the user data as CSV file; access codes are included in the CSV exports.
Communicate the following information to your users:
- The app name and the URL of the website where users register
- Information about how to download the app and a link to the web app
- Access code
Please make sure that every user receives their personalized information securely! If you print the access information, we recommend that it be distributed with the user's pay stub or in a personal letter.
How Users Register with the App
- The user opens the registration website.
- The user enters the access code.
The user is prompted to create a new password.
Optionally, the user is asked to complete the profile and enter more information, such as email or username, and name.
- When registering on the website, the user now receives all the necessary information for downloading and accessing the app.
At this point the user has an active account and is able to log in using an email or username and the new password. The access code is no longer valid after the first login. There is a recovery flow to reset the self-defined password if the user forgets it.
How Users Can Reset Their Password
If they forget their password, users can reset it. There several options that can be set up. Here is the required flow for setting up recovery codes:
- The user opens the app or web app.
- The user clicks the link Forgot password?.
- The user enters the recovery code.
- The user sets a new password.