Access codes

Operators who only read guidance on their phones don't need an invitation each. They create their own ROK account on the website, enter a code you gave them — or follow its join link or scan its QR code, which fills the code in for them — and are in your agency straight away with the groups that code grants. Manage codes from Organization → People & access → Access codes; the tab appears for people with Manage access codes, and the database shows the codes, and accepts changes to them, only for holders of that permission.

Staff who author, review or publish are better invited by email from Users (opens the admin console), where you choose each person's groups.

The starter code

Every new agency is created with one code already in place, labelled Starter code (operators). It grants the Operator group, allows 25 uses and expires 30 days after the agency was created. Use it for your first operators, or revoke it and make your own.

The list

Codes are listed newest first.

Codes never contain I, L, O, 0 or 1, so they survive being read over a radio or copied from paper. Operators can type a code with or without the hyphen and in any case.

Create a code

Select New code (or Generate a code when the list is empty). The New access code dialog asks for:

Select Generate code. ROK makes up the code — you can't choose it — and Access code created shows it with everything described under Share a code: Copy code, the join link, the QR code and Print poster. Select Done when you have what you need. The code stays in the list afterwards, so you can copy or share it again at any time.

The groups on a code are checked against your own access when you create it:

• "You can only assign groups whose permissions you already hold" — a code cannot carry a group with a permission you do not hold yourself.
• "Only group managers can add members to the Admin group" — a code that grants Admin needs Manage groups, the second permission listed at the top of this page.

Once the code exists, everyone who redeems it receives those groups — the check was made when you created it.

Share a code

Select Share on an active code. The dialog is titled with the code, repeats its label, and offers four ways to hand it out:

The link and the QR code are the code in another form: they work while the code works and stop the moment you revoke it, it expires or it is used up. If your browser blocks copying, a message says so — select the text and copy it by hand.

When people are turned away at the seat limit

A working code can still be refused when every member seat on your plan is taken — see plans and limits. When that happens:

• The person is told your agency has used all of its member seats and to ask you to free a seat or upgrade, and the code is not used up.
• ROK records the refusal — which code, and when; never who — and tells the people who can fix it. Everyone in your agency who holds Manage users, Manage billing or Manage access codes gets a Someone could not join bell notification naming the person and the code, at most once a day each. It is also emailed, unless they have turned that email off in their email preferences under Account settings. Opening the notification brings them to this page.
• For 30 days, a banner at the top of this page says how many join attempts were turned away because every seat was taken, how long ago the latest was, and through which codes. One person trying again counts each time. Free a seat (shown with Manage users) opens Users (opens the admin console), where suspending or removing someone frees a seat; Upgrade the plan (shown with Manage billing) opens Billing (opens the admin console). With neither permission, the banner asks you to pass it on to someone who has them.

Nothing retries for the person: once a seat is free, they enter the same code again.

What happens when someone redeems a code

Operators enter a code on the ROK website after signing up (www.rokrescue.com/join — the join link and QR code open it with the code filled in), or on the "not in an agency yet" screen if they are already signed in — see signed in without an agency. ROK then checks the code and, if it is good, joins them in one step:

• A code that isn't working — wrong, revoked, expired, used up, or belonging to a suspended agency — always gives the same answer: "That code is not valid. Check it with your agency and try again." ROK never reveals which of those it was.
• Too many wrong codes. After 10 failed attempts in 15 minutes the person has to wait a few minutes before trying again.
• Already a member. Someone already in your agency is told they already belong to it, and the code isn't used. They are offered Continue to your agency to carry on into it.
• Your plan is full. The person is told your agency has used all of its member seats and to ask you to free a seat or upgrade. The use isn't counted against the code, and you are told — see above.
• Success. The use is counted, they join your agency with the code's groups (or the default group), they appear under Uses and on Users (opens the admin console), and they take up a seat. The audit log records "Joined via access code" with the code's label. If it is the first agency they have joined, it becomes the one ROK opens for them.

Who joined with a code

Select the number under Uses. A dialog titled with the code lists everyone who redeemed it — name or email, and how long ago — under the code's label. "No redemptions yet." means nobody has used it.

Revoke or delete

• Revoke asks you to confirm: "The code stops working immediately. Operators who already joined keep their access." The status becomes Revoked and the row stays, with its history. There is no way to switch a revoked code back on — generate a new one.
• Delete (the bin) appears only on codes nobody has redeemed: "The unused code is removed permanently."

Revoking a code never removes anyone. To take access away from people who joined with it, suspend or remove them on Users (opens the admin console).

Empty state

No access codes yet — your agency has no codes, not even the starter one. Generate a code opens the dialog described above.