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View Disabling Online Reservations with Exception Records

Category:Web Reservation System

How to Disable Web Reservation System Using Exception Records

font face=“arial,helvetica,sans-serif”>* Note: The information below involves the use and modification of Exception Records. The text here is not intended to fully explain how to use an exception record. For more information on formatting and use of exception records, search the Knowledge Base for further information on Exception Records.

**The instructions below may be used by all clients regardless of the version of HWeb they are using. Effective with the release of HWeb Agent 1.87, there is a built in configuration tool that allows you to manage exception records for both the local and online systems and to then export those exceptions to the web system.  For more information on using the integrated configuration tool, click here.

The directions below are the only method that people who only have the web based system (no local HWeb Agent) must use in order to disable online reservations.

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HWeb Reservations – Disabling Online Reservations

 You may from time to time wish to disable the ability for your clients to place reservations online. This may happen during peak travel dates when client demand exceeds fleet capacity or on a holiday when service may not be available. We do this through the use of an Exception Record; a file which describes special circumstances to apply for given dates, times, airports, services, etc. There are four steps to take in order to turn off or disable Internet based reservations for a time range on any given date.

  1. Download Current Exception Record from the web
  2. Modify Exception Record
  3. Upload modified Exception Record to the Web
  4. Test new exception record

font face=“arial,helvetica,sans-serif”>1) Download current exception record from the web

font face=“arial,helvetica,sans-serif”>a. Login to online reservation utility page

font face=“arial,helvetica,sans-serif”>b. Under column Heading UTILITIES, select DOWNLOAD FILE

font face=“arial,helvetica,sans-serif”>c. In Download File box enter: locexc.csv

font face=“arial,helvetica,sans-serif”>d. In Subdirectory box, select DATA

font face=“arial,helvetica,sans-serif”>e. Click DOWNLOAD button.

font face=“arial,helvetica,sans-serif”>f. When prompted, save the file to be downloaded to someplace on your computer hard drive where you will be able to find the file again. If in doubt, download and save to your Windows Desktop.

font face=“arial,helvetica,sans-serif”>2) Modify Exception Record

font face=“arial,helvetica,sans-serif”>a. Open the locexc.csv file with MS Excel, or other spreadsheet software.

font face=“arial,helvetica,sans-serif”>b. Come down the spreadsheet until you find the row which needs to be modified, or the place where you want to insert a new date row.

font face=“arial,helvetica,sans-serif”>c. Enter the Date to be mofidified in column A: *.040815

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p class=“MsoNormal” style=“margin-left: 1.5in; text-indent: -1.5in;”> i. Date format above is *.yymmdd

font face=“arial,helvetica,sans-serif”>d. Enter the Time Range to disable reservations in column C: 10:00^21:30 this time is entered in 24 hour military format. The times are separated by a carat ^ which is entered on the keyboard by holding the SHIFT key and pressing the 6 key on the top number row on the keyboard.

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p class=“MsoNormal” dir=“ltr” style=“margin-left: 1.5in; text-indent: -1.5in; margin-right: 0px;”>i. If the entire day is to be disabled, the space may be left blank

font face=“arial,helvetica,sans-serif”> ii. Times start at 00:00 and go through 23:59, for each day. 12:00 is Noon.

font face=“arial,helvetica,sans-serif”>e. Enter the letter “D” in column D to “Disable” the Reservations for that day.

font face=“arial,helvetica,sans-serif”>f. Save the file with the name: locexc (stands for Location Exception)

font face=“arial,helvetica,sans-serif”>g. Save as file type: CSV comma delimited (stands for Comma Separated Values)

font face=“arial,helvetica,sans-serif”>3) Upload modified Exception Record to the Web

font face=“arial,helvetica,sans-serif”>a. Login to online reservation utility page

font face=“arial,helvetica,sans-serif”>b. On the tab labeled "Favorites", select UPLOAD AND IMPORT A CSV FILE

font face=“arial,helvetica,sans-serif”>c. Set "File Type" = Exceptions.  Then click "Choose File" button to the right of the Upload File box.

font face=“arial,helvetica,sans-serif”>d. Browse to the location on your local computer where you saved the locexc.csv file. Highlight the file and click OPEN.

font face=“arial,helvetica,sans-serif”>e. In the box labeled DB FILE, enter: locexc.db (****Important: make sure you put the “db” after the file name).

font face=“arial,helvetica,sans-serif”>f. Put a check mark in the box next to: Import and replace database.

font face=“arial,helvetica,sans-serif”>g. Click on the UPLOAD button.

font face=“arial,helvetica,sans-serif”>span style=“color: rgb(0, 0, 0);”>h. Your location exception table will be uploaded and imported. You will get a confirmation, if successful that says something like the following: 20 records written to ./data/locexc.db from ./data/locexc.csv

font face=“arial,helvetica,sans-serif”>4) Test the new exception record(s). Open your online reservation system, as if you were a client placing a reservation. Do a couple test reservations using first a date and time that the system should allow. Then do a test reservation just before and just after each cutoff time, and perhaps one or two in the middle of the range.

font face=“arial,helvetica,sans-serif”>a. If testing does not produce the desired results; check the locexc.csv file on your computer hard drive and ensure that all data was entered and formatted correctly. Save the file again, ensuring the proper filename: locexc.csv Login to the online Reservation Utility page and upload and import the file again, ensuring that the directions listed in Item 3 above are followed.

font face=“arial,helvetica,sans-serif”>b. If the above troubleshooting does not work, contact Hudson Technical Support.

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**Note: Exception records may be used in other ways as well both in your local system as well as the online reservation system. These directions are specifically designed to show, in an abbreviated form, how reservations for all airports may be disabled on the HWeb Reservations System. Please contact Hudson Support in the event you need additional information about exception records and their many applications.