Generating and Sending Access Codes

Generating and Sending Access Codes

Every reservation that involves a trailer with a paired smart lock can have its own unique access code. You control when that code is created, how long it lives, and exactly when the renter receives it.

Where to Find the Access Code Tab

Open any reservation, and look for the Access Code tab next to Details, Payments, and Contracts. If the assigned trailer has a smart lock, this tab is active. If it does not, you will see a prompt to pair a lock first.

Auto-Generate with Default Expiration

The simplest path is auto-generation. Click Generate Code and TrailerBase creates a random 6-8 digit code that:

• Activates exactly at your reservation's pickup time
• Expires exactly at the return time
• Is pushed to the lock over the provider's API

You do not need to do anything else. The code is tied to this reservation and nothing else.

Pick a Custom Expiration Window

Sometimes you want flexibility. If a renter has asked for an early pickup, or you expect them to drop off late, click Custom Window before generating. You can set:

• Activates at — any time on or before pickup
• Expires at — any time on or after return

A common pattern is to activate the code 2 hours before pickup, so a renter running early is not locked out, and to expire 4 hours after return, so late returns are not a problem.

Delivery: Immediate or Scheduled

After generating, you choose how the renter gets the code:

• Send immediately — Email and SMS go out right now.
• Schedule for 1 hour before pickup — A timed delivery that cuts down on renters losing their code between booking and pickup. This is the default for most reservations.
• Do not send yet — Hold the code until you are ready.

You can mix channels. For example, send via SMS only if you know a renter's email bounces.

Resending

Renters lose messages. Spam filters catch things. From the same Access Code tab, click Resend and pick which channels to use. The code itself does not change — you are just pushing it out again. If you want a brand-new code instead, click Regenerate, which revokes the old code and issues a new one.

Best Practices

• Turn on scheduled delivery so renters get their code while it is top-of-mind.
• Use custom windows for any rental longer than 3 days.
• Resend 30 minutes before pickup if the renter has not opened the email.
• Pair this with your automated confirmation message for a truly hands-off pickup.