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How to Setup and Manage Exam Access Keys

To help ensure learners register for the correct exam, institutions now have the option to create an Access Key—a simple, preset code that candidates must enter when submitting their exam application. Using an access key is completely optional, but available if your institution prefers an extra layer of verification.

Access Keys can be used for both onsite exam dates and Third Party certification types. They do not affect billing, inventory, discounts, or payment. Instead, think of them as a password that confirms candidates are enrolling in the appropriate exam. Access Keys can be setup for onsite exams when scheduling an exam, or can be added to onsite or third-party exams.

Institutions manage their own Access Keys within Cert Portal. Since NHA Customer Support cannot provide Access Keys to learners, any questions or issues related to Access Keys will be directed back to the institution.

Instructor View 

Navigate to the Exam in Cert Portal

  1. Log in to Cert Portal using your instructor credentials.
  2. Go to Exams
  3. Select the specific onsite exam date or third party exam type you wish to manage.
    • Access Keys can be set per scheduled exam (onsite) or per certification type (third party).
Turn on the Access Key Feature for Onsite Exams
  1. In the exam setup panel, locate the Access Key
  2. Toggle “Turn Access Key On” (as shown in the Instructor View screenshot).
  3. A text box will appear for you to create the exam’s Access Key.
  4. For onsite exams, each exam date has its own Access Key.

Turn on the Access Key Feature for Third-Party Exams

  1. Under Upcoming Exams, select the Third Party Exams tab.
  2. Click Edit and toggle "Require Access Key to Apply" to on. 
  3. For Third Party exams, the Access Key applies to the institution’s certification type.
Create the Access Key
  1. Enter an Access Key that is:
    • At least four alphanumeric characters
    • Not case sensitive
  2. Best practice:
    • Keep the format simple and consistent across exam dates.
    • The same key can be used across multiple exams if you choose.
    • If learners enter the wrong key, you can view those attempts in the “View Applications” section.
    • Limit variations since NHA cannot provide access keys to candidates—all questions/issues go to the institution.
Save the Exam
  1. Review your exam details.
  2. Click Request Exam Date or Save/Update (depending on the page you are editing).
  3. Your Access Key is now active for that exam.

Communicate the Access Key to Your Candidates

  • Because NHA cannot disclose keys, instructors must provide the Access Key to candidates directly.

  • Make sure they know where to enter it during the application process.

  • Ensure clarity: incorrect keys will block applications (as shown in the Candidate View screenshot)

Monitoring Candidate Use of Access Keys

Instructors can track whether students entered the correct key:

  • Incorrect attempts are visible in the View Applications
  • Internal NHA staff can see wrong entries but cannot provide the correct key—students will be routed back to the institution.
Access Keys for Retakes
  • NHA prevents candidates from applying twice for the same exam, even with the same key.
  • Retake setups may use a different Access Key if the institution chooses.
  • Secondary attempts default to Candidate Pay, unless otherwise configured.

 

Candidate View

Candidate Starts the Exam Application

  • The candidate logs into Cert Portal and begins the exam application process for the exam type or exam date assigned by the institution.

Candidate Reaches the Access Key Field

  • During the application workflow, the candidate will see a required field labeled Access Key.
  • This field appears on the application screen and must be completed before the candidate can move forward.

 Candidate Enters the Access Key

  • The candidate types in the Access Key exactly as provided by the instructor or institution.
      • Access Keys must contain at least four alphanumeric characters.
      • They are not case sensitive, reducing risk of input errors.

  • If the candidate enters an incorrect Access Key, they will receive an error message and will be unable to proceed

System Validates the Access Key

  • If the Access Key is correct, the candidate can continue with the exam application.
    • If the key is incorrect, they’ll receive an error message prompting them to try again or to contact their institution—you are their support contact for Access Key issues, not NHA.

 Candidate Completes the Remaining Application Steps

  • The candidate proceeds through the rest of the application, answering prerequisite questions and reviewing exam details.
  • This process is unchanged—Access Keys do not influence billing, inventory, or payment.
Candidate Submits the Exam Application
  • Once the Access Key and application are completed correctly, the candidate selects Finalize Application, officially submitting their exam registration.

Application is Processed According to Payment Method & Inventory Availability

  • If the exam uses Inventory Pay:

    • Inventory is consumed at application submission.

  • If inventory is unavailable, the candidate is blocked from applying altogether (unrelated to Access Keys but important context).

 

How Instructors Review Existing Access Keys

Open the Exam Details Page

Select the exam you want to check. Within the exam details, instructors can view the Access Key field used for that exam.

Locate the Access Key Field

Inside the exam details screen, you will see a section labeled Access Key.

  • This field shows the current access key associated with the exam.
  • Remember: Access keys must be at least four alphanumeric characters and are not case sensitive.

Review (and if needed, edit) the Access Key

Depending on your permissions:

  • Onsite/first party exams: Any instructor who can view the exam can also edit the access key.
  • Third party exams: Only instructors with permissions for that certification type can edit the key. If the field is editable, update the access key as needed and save changes.

Confirm That Learners Can Use the Access Key

Be aware that:

  • If you add or change an access key after learners have already begun applying, some may have gotten through before the key was added.

Monitor for Incorrect Access Key Attempts

If learners enter the wrong access key:

  • Instructors can see this in the View Applications
  • This helps you spot issues early and communicate with your candidates.

Internal NHA staff can see incorrect attempts in candidate notes but cannot provide the correct key to candidates. All questions will come to you or your institution.