Adding a Second Employee to a Trip

This article contains information on how to add / configure one or two employees and assign them to a trip, within HWeb Dispatcher when these employees will serve as chaperone(s), monitor(s), tour guides, etc.  These employees ARE NOT considered as drivers.  Assigning employee(s) to a trip DOES allow you to track hours for payroll purposes.

These instructions assume you are already familiar with the basics of Hotkey configuration.

1. Tools > Configuration > HotKeys / Fast Info
2. Add a new record
3. Add a new Dispatcher Hotkey (or Dispatcher Action Menu) to assign an employee to a trip.
   

(Hweb 1.89e (3120))

Adding a Favicon

To add an FAVICON to the reservation web site

1. Add the following lines to CSS_SKINFILE after <!—(!HTMLSkinName=HudsonFX,HTMLSkinVersion=100!)—>

<link rel=“icon” type=“image/ico” href=”/images/{sitekey}/favicon.ico”  />
<link rel=“shortcut icon” href=”/images/{sitekey}/favicon.ico” />

The file name can be anything, but “favicon.ico” is typically used. The file is typically 16 or 16 or 32 x 32 pixels.

2. Create an icon file and upload it to the site subdirectory in the images directory.

The following link can be used to upload an image and convert it ot an ICON or to create an ICON.

http://www.degraeve.com/favicon/

Note:  This icon is global for you entire site.   It cannot be changed on portals

24 Hour Time Support Available

  Many international travelers (from outside North America) are used to telling and writing time in a 24-hour format. Within the United States, this is sometimes referred to as military format.  In this instance, 00:00 represents midnight, 12:00 represents noon, 13:00 represents 1:00 PM, 14:00 represents 2:00 PM, etc.  In fact, if you were to ask a traveler from Europe to write their flight time as 2:30 AM or PM on web reservation site / form, they might be confused and select the incorrect designator.
 
  Effective with Hudson Web version 2.72, you can opt to display your times in either AM/PM (12 hour format) or 24 hour format.  To configure your site:
 
  Login to your web based Reservation Utility page
  Select the Configuration Tab
  Select General Configuration
  In the Time Settings section of the page, locate “Time Format.”
  From the drop list, select either 12 hour or 24 hour
  Scroll to the bottom of the page and click Submit.
     

Discount and Gratuity Exception Strings

Discount and Gratuity Exception Strings

Overview

Discount and gratuity exceptions are used with group profiles under the Payments and discounts tab in the HWebAgent profile configuration tool. These powerful exceptions can be used to adjust/override current discounts and or gratuities per profile.

Format: <type code>[:<discount|gratuity>][,<type code>[:<discount|gratuity>] ...

Type code

Discount or gratuity value (rate)

Example 1.) P,C:10%,H:1.00,1:2.00

This indicates that places will have a value of 0, corporate locations will have a value of 10%, hotels will have a value of $1.00, service type 1 will have a value of $2:00. All non-matching criteria will use the default type and rate.

Example 2.) DA&S1:10,DD!S2:5

This indicates that arrivals AND service 1 will have a value of $10, departures OR service 2 will have a value of $5.

 Example 3.) DH:8*%HOURS%

This indicates that hourly reservations have a value of $8 per billable hour.

** The letter codes presented correspond to the following Pickup Extra configuration options:

Payment Card Industry (PCI) Compliance - Frequently Asked Questions

Below is a list of the most commonly asked questions about PCI Compliance and the Hudson system.

What is PCI Compliance and what do I need to do to be “compliant”?

Any business that accepts credit cards will have an established relationship with a bank or credit card processor. As part of any agreement you signed with that processor, you have agreed to be contractually obligated to observe very specific security procedures in your business. This includes who has access to credit card information, how that information is recorded and stored, how you connect to the Internet and much more.  Instead of each bank having their own requirements, most adhere to the standards put forth by the Payment Card Industry (PCI) Security Standards Council (SSC, aka PCI-SSC). This organization is comprised of the major credit card issuers (VISA, Master Card, AMEX, etc.).  To be PCI compliant or PCI certified,  you must 1) adhere to PCI standards in your business or obtain PCI certification, 2) use a PA-DSS accepted payment application in order to process credit cards.  While Hudson delivers on item #2, you as a business must complete item #1.  For complete information on PCI Compliance for Merchants, please visit: PCI for Merchants.

What is the difference between PA-DSS Acceptance and PCI Compliance?

PA-DSS Acceptance is a process that software vendors undergo to ensure that the way they process and store credit card data falls within the PCI-SSC standards and guidelines. PCI Compliance is a process that merchants (Hudson clients) undergo to ensure that their business practices protect the security of their clients credit card data.  The link below will allow you to watch a Quick Time movie that explains the differences in these two programs and how they both effect you and your business.

...or watch it right now on YouTube.

How is credit card data protected in HGTS?

The HGTS suite uses a unique and very secure method of encryption (and always has).  Credit card numbers are encrypted dynamically with a unique encryption key that changes for each and every record / reservation.  HGTS generates a key that is a combination of the credit card number (which varies with most every reservation) the reservation ID (which is never duplicated) and other information from the reservation.  This means that there is no single key to manage, protect or change and that a different encryption key is generated for each and every reservation / transaction in HGTS.  Due to the robustness of this encryption process, which far exceeds the PA-DSS requirements, it is unnecessary to modify or change the Encryption Key in the Hudson system; this virtually eliminates the need for clients and users to have a key management policy in place.

What type of security does Hudson offer in their local and web systems?

Many layers of PCI compliant security have been built into Hudson systems. This begins with unique user access privileges in the HGTS local and web systems. A system administrator creates unique login accounts for their business. Each login account is protected with secure passwords. See Login Security for detailed information regarding the login security options.  Each account is then reviewed and privileges are assigned based on that users function in the business. For example, only accounting staff should have the ability to generate invoices. The number of user access privileges is continuously evolving. When new features are added, a corresponding user privilege is often added and by default the privilege is disabled, unless later changed by a system administrator.  Hudson clients have autonomous control over all levels of user access.

How secure is Hudson’s cloud hosting solution?

If you are a using Hudson’s Cloud Computing offering, then your entire reservation system is hosted on state of the art web servers that you access via the Internet from your office. To ensure the highest standards of security possible, Hudson neither owns nor has physical access to any of the web servers. Hudson employs the professional technical services of a hosting provider; INetU. This managed hosting provider has clients from the banking, finance, insurance and medical industries all of which have rigorous data processing and storage security requirements. To meet those requirements, INetU has to exceed the PCI standards outlined above. INetU servers and databases that Hudson clients are using and accessing are all PCI Certified. For more information on the PCI compliance of our managed hosting provider, please visit their site at http://www.inetu.net/Assurances.aspx

Is the Hudson system PCI-Compliant?

Well - sort of! This isn’t really the right question to ask.  Only a business who accepts credit cards as a method of payment can be named “PCI Compliant” or “PCI Certified” therefore the Hudson system can never be called PCI-Compliant.  We are however PA-DSS Accepted, which is actually even better. The Hudson Group has always observed the most stringent levels of security while developing its various systems. Each time Hudson integrates with a new credit card processor, we are checked and reviewed to insure that credit card security is observed at all times. As Hudson has grown and expanded and is being selected as the payment application of choice by larger transportation clients around the world it finally became appropriate to undergo the very stringent Payment Application-Data Security Standard (PA-DSS) evaluation process.  Hudson has retained the services of Trustwave, an approved Qualified Security Assessor, to test andreview the HGTS product and how it processes credit cards. Begun in the spring of 2012, it took about 5 months for Hudson to meet all of the documentation requirements for PA-DSS acceptance. As of late December 2012, the HGTS application (version 1.94) has been named a PA-DSS Accepted payment application when installed and run on a Windows XP SP3 platform.  Hudson is the first in the ground transportation software industry to achieve this designation according to the current (version 2.0) security standard.  A list of accepted payment applications may be found at Validate Payment Applications. As 2013 continues, we will have our system evaluated for PA-DSS Acceptance on additional Windows Operating Systems. This will validate that the application performs in an equally secure manner on additional platforms.  We will then be submitting additional systems and products to the same scrutiny and review process, including our Web reservation and mobile device systems.

Where do I learn more about how to make my business PCI compliant?

The source for all official information and documentation regarding PCI requirements is found here: https://www.pcisecuritystandards.org. You can and should also consult with your current credit card processor(s) for their requirements which could be slightly different.

A quick reference guide for Merchants has also been added to the Hudson KB document: PCI Documents - Links.
If you are looking for broad based tips from a PCI security firm on how to reduce security vulnerability in your office and how to implement good security practices among your staff, consider visiting the Trustwave Security Resource Center.

What is a “Data Retention Policy”?

Part of a merchant being PCI compliant involves establishing a Data Retention Policy. This is an internal program whereby you determine for what period of time you will keep sensitive client data in storage.  PCI standards require that you keep information for the shortest period of time necessary for the normal operation of your business. While many don’t think about it, it really should not be necessary to retain credit card information on old or stale reservations, user accounts, etc.  If a customer has not used your service in 3 years, it is likely that their credit card has expired anyway. This expired information should not be saved or stored indefinitely.  Reservations that were completed and paid more than a few months ago will also contain credit card data that should no longer be needed. Your Data Retention Policy defines how long you will retain this kind of information as well as how often you will purge stale records and how that purging will be accomplished.  To be PA-DSS compliant, Hudson provides the ability for a system administrator to purge sensitive data from reservations, user profiles and payment transaction records (NOTE: purging data only removes credit card details - the user profile, reservation and transaction histories are not lost).  More information on how to purge this data may be found here: PCI Compliance - Credit Card Data Purging.

What Hudson settings are required to keep the system within the PA-DSS standards?

Hudson will enable all new systems with PA-DSS accepted settings. If you modify system security settings such that they fall below the minimum PCI defaults, you may be exposing your business to increased security threats and ‘breaking” the compliance of your system.  For information on how to use your system so the PA-DSS acceptance remains, please obtain, read and adhere to the Hudson PA-DSS Client Implementation Guide. File:Hudson PA-DSS Implementation Guide.pdf

Can Hudson help me become PCI Compliant?

We already have and will continue to do so….by ensuring that our applications, products and services are PA-DSS Accepted. By delivering applications and services that meet these stringent guidelines and are inherently secure, your task of becoming PCI Compliant is greatly improved. Without a PA-DSS accepted application, your business cannot become PCI Compliant.  You must however use the products as they were designed and as outlined in the Hudson PA-DSS Client Implementation Guide mentioned in the previous Question and Answer. There are many additional items you will need to evaluate and achieve, on your own and independent of Hudson, in order to achieve actual PCI Compliance. Think of it this way: Hudson has bult a very secure “safe” in which to store all cardholder data. You, as the end user, must ensure that the door to the safe is not left open, but is closed and locked - thereby ensuring true security.  The process you go through, with or without the assistance of a licensed PCI approved Quality Security Assessor ensures that the door to that safe is always locked and sealed.

How to use the HGTS Dispatcher Maintenance Module

***********THIS ARTICLE INCOMPLETE*************

Hudson considered integrating a 3rd party maintenance tracking module into its suite of products but could not find a program that was both simple enough for those clients who only need a simple and basic vehicle maintenance tracking system and simultaneously sophisticated enough to manage companies that have robust in-house body shops and repair facilities.  Additionally, we wanted to be able to tie any maintenance program into existing technology, making it possible to page drivers from the Dispatcher grid when Dispatchers determine that vehicles on the road are in need of routine maintenance.

The result is that Hudson developers and engineers sought a way to create a custom system capable of being configured to meet the needs of each unique deployment.  By using existing technology, we have built a system that is simple yet robust. As the clients needs to track and manage their maintenance grows and expands, the system will grow and expand with them.

The basic or default system outlined below can be used to track and manage all routine scheduled maintenance items along with tracking and managing services performed in line with Technical Service Bulletins (TSB’s) that are routinely issued by vehicle manufacturers.

There will be a shortcut created for you named Vehicle Maintenance, or similar,

The default Vehicle Maintenance desktop opens and displays 3 key grids:

Vehicles List & Service Bulletins Grid

The Vehicles List Grid contains 2 default tabs, Vehicles and Service Bulletins (TSB’s) colored green and yellow respectively. 
The Vehicles tab (Green) contains a list of all vehicles in the fleet that have a status of: Clear, Available, Active, Holding, Deadhead, Airport Sweep or OOS (Out of Service).  Vehicles that have a status of LTOOS (Long Term Out of Service) are hidden from view.  The intent is to include on this list, all vehicles in the fleet that are capable of being put on the road and assigned work, including vehicles that may be temporarily out of service or unavailable due to maintenance issues.  The list is defaulted to display vehicles in ascending order according to their name, as defined in the vehicle configuration tool. The most commonly used vehicle detail fields are displayed. The displayed fields may be adjusted to meet the specific needs and requests of the client. Using a mouse, click to select any vehicle in the fleet.

The Service Bulletin Tab (Yellow) is where new Technical Service Bulletin (TSB) work items can be entered and where previously entered TSB’s may be viewed.  A TSB is a notice that is issued by a motor vehicle manufacturer and then provided to fleet managers, auto repair centers, certified technicians, rental services, etc.  A TSB is often issued when a vehicle defect, which does not effect vehicle or passenger safety, is discovered by the manufacturer and where the defect does not warrant a recall.  By sending TSB’s to vehicle mechanics and service centers, the goal is to have the repair facility adjust or repair those items the next time the vehicle is in for routine or preventative servicing.

How to go about getting Technical Service Bulletins: Manufacturers are required to submit TSB’s to the National Highway Traffic Safety Administration (NHTSA). While the NHTSA will provide requested TSB’s, they do not allow subscribing to all new TSB’s. If you wish to receive all new TSB’s automatically, you will need to contact the manufacturer directly. The best place to call is the Customer Service number listed in your vehicle Owners Manual. As an example, Ford issues TSB’s every 2 weeks for the vehicles they manufacture. One place to find “old” TSB’s and search by manufacturer is:  SaferCar.gov.

Vehicle Details & Vehicle TSB’s Grid

The information located on these tabs (also colored green and yellow respectively) is designed to display more specific details, when an item has been highlighted or selected in the top grid.  To view the

How do I Archive Reservations and Trips?

Archiving of Reservations and Trips

The archiving of reservations and trips is a tool used to move completed reservations into a different table of the database. When reservations/trips are moved to the archive table, only those users with special permissions can access these reservations/trips. Archiving of reservations and trips helps keep reservation entry and system operation at peak efficiency.  Most functions, including credit card processing and Invoicing may still be completed after reservations have been moved to the Archives.

Prerequisite:
In order to perform the archive function, it is necessary to have the proper system privileges enabled. Have your system Administrator go to: Configuration ->  User Access.  For each member who will be performing the archive process, locate and enable the following:

1.) RESERVATIONS:

2.) TRIPS:

To view or access a Reservation that has been archived:

To change back to the current records table, repeat the process but select Current records from the drop down menu.

Airport Display Management

Airport Display Management

Overview
This feature requires web version 2.45 or later. The Hudson web system allows you to display airports in a portal that are not displayed globally or you can take a globally displayed airport and have it not display in a portal. Part of this functionality comes from a setting in the WEB UTILITY/AIRPORT CONFIGURATION called ENABLE (7 fields from the top on the right side).

Setting ENABLE to YES will make the airport appear globally and it will be referred to as a “global airport”. Setting ENABLE to NO will hide the airport unless specifically called up for use in a portal and will be referred to as a “hidden airport”.

Calling Up a Hidden Airport in a Portal
To call up a hidden airport in a portal you will need to add a code string to the WEB EDITED OPTIONS field in the WEB UTILITY/GROUP CONFIGURATION. The code is as follows:

PGH=ADDAIRPORT:zzzfares.db

Where zzz is the airport code for the hidden airport that you want to display in the portal.

Hiding a Global Airport in a Portal
To hide a global airport in a portal you will need to add a code string to the WEB EDITED OPTIONS field in the WEB UTILITY/GROUP CONFIGURATION. The code is as follows:

PGH=REMAIRPORT:xxxfares.db

Where xxx is the airport code for the global airport that you want to hide in a portal.

Hiding Multiple Global Airports in a Portal
To hide a multiple global airports in a portal you will need to add a code string to the WEB EDITED OPTIONS field in the WEB UTILITY/GROUP CONFIGURATION. The code is as follows:

PGH=REMAIRPORT:xxxfares.db~yyyfares.db~zzzfares.db

Where xxx, yyy and zzz are the airport codes for the global airports that you want to hide in a portal.

Hiding the DEFAULT Airport
Each Hudson web system has a DEFAULT AIRPORT designated in WEB UTILITY/GENERAL CONFIGURATIONS. If you are hiding a global airport and that airport is the DEFAULT airport globally, you will then need to add a code string to the WEB EDITED OPTIONS field in the WEB UTILITY/GROUP CONFIGURATION to designate a new default airport to be used in the portal. The code is as follows:

PGH=CURFAREDB:yyyfares.db

Where yyy is the airport code for the airport that is active in the portal and has been selected as the default airport for the portal.

To hide an airport in the KIOSK

Add a token called KIOSK_AIRPORTS inside the token add the airports you want displayed separated by a ~ (ie jfk~lga)

Important Notes
Add the above string after any other codes that might already be in the WEB EDITED PROFILE OPTIONS field. Separate the different codes with a comma. Do NOT use a space after the comma. Spaces are never used in the WEB EDITED PROFILE OPTIONS field.

We suggest that you use the copy/paste function to copy the code from this page and paste it into your GROUP CONFIGURATION.

How to Build a Portal - Downloadable Training Aids

If you are looking for help on how to build a portal in your Hudson web reservation site, you have come to the right place. We have taken the process and broken it down into Basic, Intermediate and Advanced steps. Feel free to look to the options below and then download the document that is most appropriate to your need. With just a little time and practice, we will show you how to maximize your web revenue through the use of these powerful tools!

NB: Most of the sessions here are provided as Microsoft Power Point Presentations. If you do not have Microsoft Office or Power Point installed on your computer, you can obtain a free copy of the MS Power Point Viewer here.  You will be able to open and print the presentations with the Viewer but will not be able to edit or revise content.

Portal Construction 101

In session 1, you cover how to create a Group Profile in your local system and then upload it to the web.  You then login to the Web Reservation system, locate the uploaded profile and review the various areas where changes can be made to customize the design and layout of the portal.

Click this link to download the first Portal Construction Session as a Power Point Presentation:
File:Portal Construction 101.ppt

Portal Construction 201

You pickup where you left off in Portal Construction 101 and add upload a customers logo or other photo to the web reservation system and then add it to their main welcome page. You also see show to add a custom welcome greeting to the page, using some basic HTML Tags to format the appearance and layout of the welcome text.

Click this link to download the second Portal Construction Session as a Power Point Presentation:
File:Portal Construction 201.ppt

Portal Construction 301

After adding a logo and custom greeting above, this session will help you change and modify the colors of the portal so that they can appear more like the colors and branding of your client’s web site. You also review how to restrict the portal locations so that people can use the portal to book reservations to / from a subset of your normal fare file location list.

Click this link to download the third Portal Construction Session as a Power Point Presentation:

File:Portal Construction 301.ppt

Portal Construction 401

Advanced configuration options are presented. Included in this session:

Click this link to download the fourth Portal Construction Session as a Power Point Presentation:

File:Portal Construction 401.ppt

Portal Construction 402 - ***COMING SOON***

Additional Advanced configuration options are presented. Included in this session: