Access Codes
Access codes are PINs that unlock doors at Metrognome facilities. Each user has a personal code that the system automatically programs into the door locks when they have a reservation. This guide covers how access codes work and how staff can manage them.
How Access Codes Work
When a customer books a reservation:
- The system retrieves (or creates) their personal access code
- Background jobs program the code into the door locks for that resource
- The customer can see their code in the app starting 15 minutes before their reservation
- After the reservation ends, the code is removed from those locks
For monthly lockouts, the code stays programmed as long as the subscription is active.
Viewing a User's Access Code
Access codes are managed on the user detail page.
- Go to Staff → Users
- Find and open the user
- Scroll to the Access Code section
You'll see:
- Masked code — Shows as •••••• by default for security
- Reveal button — Click to temporarily show the actual code
- Copy button — Copy the code to your clipboard
- Status — Whether the code is active
Generating or Regenerating a Code
If a user doesn't have a code or needs a new one:
- Open their user detail page
- In the Access Code section, click Generate or Regenerate
- Confirm the action
Important: Regenerating a code replaces the old one. The system automatically:
- Removes the old code from all door locks
- Programs the new code into locks for any active reservations
- Updates their monthly lockout access if applicable
This happens through background jobs and may take a few moments.
Custom Access Codes
By default, the system generates a random 6-digit code. Staff can also set a specific code when creating a lockout—useful if the customer wants a memorable number.
Codes must be:
- 6 digits (numeric only)
- Not sequential (like 123456)
- Not all the same digit (like 111111)
Code Visibility for Customers
Customers see their access code in different places:
- Reservation confirmation — After booking, shows the code for that visit
- Account profile — Their personal code is always visible
- Upcoming reservations — Code appears 15 minutes before the start time
The 15-minute window prevents codes from being shared too far in advance.
Access Code States
| Status | What It Means |
|---|---|
| Active | Code is working and programmed into locks |
| Pending | Code created but still being programmed |
| Expired | Code reached its end time and was deactivated |
| Revoked | Code was manually invalidated |
Most of the time you'll see "Active" for current users.
Door Lock Systems
Access codes work with two lock systems:
- UniFi Access — Enterprise access control for main entries and common areas
- Schlage — Smart locks on individual studio doors
The system handles both automatically. When a reservation is created, jobs are queued to program each relevant lock.
Troubleshooting
Customer says their code doesn't work
- Check their user profile to confirm the code is Active
- Verify they have an active reservation for the current time
- Try regenerating their code (this reprograms all locks)
- Check if the lock hardware is online (see Access Gates section)
Code shows as Pending
The background job hasn't completed yet. This usually resolves within a few minutes. If it stays pending, check the Jobs page in Admin for failed jobs.
Customer needs access outside their reservation window
Access codes only work during the reservation time (plus a 15-minute buffer). If they need extended access, you'll need to modify their reservation times or create a new booking.