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Tutorial

Permission Required Item Option (Access Code) Tutorial

Overview​

The Permission Required (customer must enter access code) item option allows you to restrict the purchase of an item to customers who have a valid access code. This is ideal for:

  • Wholesale or pre-approved customers

  • Limited-access or invite-only products

  • Private promotions or gated sales

Each access code is one-time use and is automatically removed once redeemed.

Note: There are no automatic notifications for low or depleted access codes. You must monitor and replenish codes manually.

What You'll Need​

  • Access to Item Management → Items

  • An existing item to configure

  • A list of access codes (or the ability to generate them)

  • Basic familiarity with Item Options

  • Reference:

Steps​

Step 1: Navigate to the Item​

  1. Go to Item Management → Items

  2. Click on the Item ID you want to configure

  3. Select the Options/Variations tab

Step 2: Add a New Item Option​

  1. Click Add Option

  2. Enter a name (e.g., Required Code)

  3. Click Continue

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Step 3: Configure Option Description​

In the Option Editor → Description section:

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  • Name: Internal name (e.g., Required Code)

  • Label: Customer-facing label (e.g., Access Code)

Step 4: Configure Checkout Settings​

  • Enable Customer required to provide or select a value

This ensures the customer cannot proceed through checkout without entering a valid code.

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Step 5: Select Option Type​

Under Type, select:

  • Permission Required (customer must enter access code)

This setting enforces access control at checkout by requiring a valid code.

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Step 6: Configure Access Codes​

Scroll to the Access Codes for Permission Required option section.

You have two options:

Option A: Manually Enter Codes​

  • Enter one code per line

  • Example:

ABC123XYZ
VIPACCESS001
WHOLESALE2026

Option B: Generate Codes​

  1. Enter:

    • Count (number of codes)

    • Length (characters per code)

  2. Click Generate and append

image-20260501-130237.png

Tip: Generate more codes than your expected sales volume to avoid interruptions.

Step 7: Save the Option​

  1. Click Save

  2. Confirm the option appears in the item’s options list

How It Works at Checkout​

When a customer adds the item to their cart:

  • An Access Code field appears under the item

  • The customer must enter a valid, unused code

  • If no code is entered, or the code is invalid:

    • Checkout is blocked

    • An error message is displayed

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Code Required Validation:

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Once a valid code is used:

  • The code is consumed and removed

  • It cannot be reused

Monitoring and Reporting​

UltraCart provides reporting to help track usage:

  • Navigate to Reporting → Item Options (or similar report)

  • This report shows:

    • Items using Permission Required options

    • Configured access codes

    • Remaining available codes

Warning: There is no automatic alert when codes run low or are exhausted. Regularly review this report.

Expected Outcome​

After completing this setup:

  • Only customers with valid access codes can purchase the item

  • Each code is used once and automatically invalidated

  • Unauthorized customers are blocked at checkout

Troubleshooting​

Customers cannot checkout​

  • Ensure Customer required is enabled

  • Verify codes exist and are not already used

Codes not working​

  • Confirm codes are entered exactly (case-sensitive)

  • Check that codes have not already been redeemed

Option not appearing​

  • Confirm the option is saved and attached to the item

  • Verify the storefront theme is displaying item options correctly

FAQ​

Q: Are access codes reusable?​

A: No. Each code is one-time use and is automatically removed after redemption.

Q: What happens if I run out of codes?​

A: Customers will be unable to complete checkout. You must manually add or generate additional codes.

Q: Does UltraCart notify me when codes are low?​

A: No. There are no low-code or depletion notifications, so you should monitor usage regularly.

Q: Can I reuse a code after it has been used?​

A: No. Once redeemed, the code is permanently removed from the list.

Q: Can I restrict codes to specific customers?​

A: Not directly. Codes function as access keys. To restrict usage, distribute codes only to intended customers.

Q: Can I export or view used codes?​

A: You can use reporting to view configured codes and associated items. Used codes are removed, so maintaining an external record is recommended if tracking is required.

Q: Can I combine this with other item options?​

A: Yes. This option can be used alongside other item options, but it will always enforce access code validation before checkout.

Conclusion​

The Permission Required item option is a powerful way to control access to specific products without requiring complex customer account rules. It is best suited for controlled distribution scenarios where access must be tightly managed.

Next Steps​

  • Explore other Item Option Types for customization needs

  • Review Customer Groups and Pricing Tiers for alternative access control strategies

  • Set up internal processes to manage and distribute access codes effectively

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