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View How do I Archive Reservations and Trips

Category:HWeb Admin

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:

  • Allowed to use HWeb Administration (this is 2nd from the top)
  • Admin: DB management (general) (about 1/3 way down the list)
  • Res edit: edit archived reservations


  • 1.) RESERVATIONS:

  • Open the HWeb Administrator
  • Select the Database Utilities menu
  • Select Archive reservation records
  • Enter the Archive BEFORE date, this is the date in which all reservations that have a pickup date before date selected will be archived.
  • Set your Archive speed to Fastest
  • Press Execute  - Run time will depend on the amount of data to be archived and the archive speed selected

  • 2.) TRIPS:

  • Open the HWeb Administrator
  • Select the Database Utilities menu
  • Select Archive trip records
  • Enter the Archive BEFORE date, this is the date in which all trips that have a pickup date before date selected will be archived
  • Set your Archive speed to Fastest.
  • Press Execute. Run time will depend on the amount of data to be archived and the archive speed selected.


  • To view or access a Reservation that has been archived:

  • Open HWeb Agent
  • From the Title Bar at the top of the screen, select VIEW
  • Check Archive Records from the drop down menu.


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

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