How to Build Profiles in the Hudson System

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Building profiles in the Hudson system, whether Local or Web is an invaluable way to both speed the reservation recording process as well as ensure a very high degree of accuracy and consistency with reservation details and client data.

We will look at the Profile section of the Local system, one tab at a time, field by field, to review the information that may be entered when building and and saving profiles. If you prefer a Quick Overview instead, please follow this link to review a shorter and less detailed article.

Prerequisite: Before you can begin, you must have been assigned the privilege to build or create profiles within the HWeb system by your system administrator.
Tools > Configuration > User Access - Look for the Privilege named- Profiles: edit or create groups

Building Profiles
From HWeb Agent or HWeb Admin:
Tools > Profiles > Create New Profile (or press F9 key)

General Tab

Profile Type

From the drop list, select the type of profile being built. This very important first step will effect what additional tabs, and fields you can or must populate while building your profile. For very brief overview of the different Profile Types in the Hudson system, please follow this link. The profile types available for selection:

Affilliate
Charter
Group
Individual
Sales

(NOTE: Depending on the Profile Type selected here, many other tabs and fields that follow may be hidden from view or greyed out and not selectable. This indicates information that is not needed for this particular type of profile.)

Name - Enter the name of the person or company that the profile will be called by. (Ex: John Smith, ACME Widget Manufacturing, Milkmen of America Conference, etc.)
Telephone - Enter the primary phone number for the entity ‘named’ in the field above.
Alt Telephone - an Alternate Telephone, or mobile (cell) number may be entered here.
Fax Number - enter the accounts Fax number here if known.
Email address - primary address where confirmations will be sent.
General Comments - (local to profile) - These remarks will be available to reservations and dispatching staff but are not included on reservation forms, are not included driver communications or on client confirmations. These remarks are typically reserved for ‘internal’ company use. EX: This client prefers a quiet and non-talkative driver.
Special Instructions or Notes (included in reservation) - Remarks in this field are usually meant to appear on every reservation. They may be included on driver trip sheets, paged reservation details or event on client confirmations. Ex: Bottled water and New York Times Newspaper on every trip.
Alias (Web ID) - When building profiles you may also specify a special or unique WebID for the client to use when making their reservations online. Typically reserved for Group and Charter profiles this can be alphanumeric and is typically uppercase. Ex: 1DISC248.
NoExport / Export - Set to ‘Export’ if you wish to enable the uploading of profile details, including the Alias / WebID to your Hudson web reservation system. Note:
Group Type -
Date Field -
Group Membership -
Salesman -

Billing Tab

Will only be visible for Affilliate, Group and Sales profile types.

Billing name
Contact name (attn:)
Address
City
State
Zip code
Country
Dept/Billing details (default Charge To)
Dont allow direct bill (discount only profile)
Credit hold
Credit memo
Payment Terms
Client ID

Preferred PUD Tab

Airport
Pickup / dropoff location
Preferred pickup / dropoff address
City
State
Zip code
Map Info
Directions / Cross street

Res Preferences Tab

Rider Type
Service
Payment
Preferred driver
Required driver rating
Required vehicle rating
Driver Exceptions
Service Extras
New Reservation Password
Fare Table

Credit Card Tab

Credit Card List

Primary
Type
CCNum
MM/YYYY
CC Name
CC Address
Zip code
CVV
CC Type

Rules Tab

General

Credit Card Required
Convert direct bills to credit card on WEB Import
WEB Reservations Only
Disable auto link to this profile
Require individual, charter or location profile

Discounts
Alt Discounts
Gratuities
Fare Components
Hourly Rates
Invoicing
Other exceptions
Special Info
Service Override

Affiliate Tab

Contacts Tab

Contact Type
Name
Telephone
Alt Telephone
Fax Number
Email Address
Authorized
Address
City
State
Zip code
General Comments

WEB Tab

WEB Logon message
Web password: an optional password that client must enter before being able to enter new reservation (Group Profile only)
Admin passcode: an optional password that a client would use to access the Client Center, online reservation management tool
Lead Time Adjustment
Cutoff time or relative value
Cutoff scale

days if before
days if after

History Tab

Membership Tab

Notes Tab

(Click the white square icon to begin a new note)

Dates Tab

Click Tools > Profile Date Types Then add or build date types as desired

Info Status Tab

Navigation

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