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View How to Use Exception Record Configuration

Category:Unassigned

How to Use Exception Record Configuration

Exception Records - Tab by Tab


Exception Records are a very powerful component of the HWeb system, allowing a user to enable or disable specific service types on particular days, for specific times, airports, locations, directions and services.  They can be used to disable services, specific locations or directions on a holiday or to implement a surcharge for a particular service, airport or location for a short or prolonged period of time.  They can be used to allow additional travel time to/from an airport during commuter hours or to assign a different schedule to line run services on weekends and holidays.

To create an exception record:

  1. Open HWeb Agent
  2. Click Tools - Configuration - Exception Records
  3. Click File - Add new exception ( or F1 key)  Scroll through each of the tabs, setting the information as needed and appropriate:

TAB: General

  • Airport - Select the Airport(s) that the exception will apply to, or that you wish to disable.
  • Location - Select the Location(s) that the exception will apply to, or that you wish to disable.
  • Date - Set the date that the exception will apply to. Leaving the check box empty means that ALL dates will be effected by your change.  (If you are trying to enter an exception record for a date range, you need to enter a separate exception record for each day.)
  • Disable Location Type -
    • Not Disabled -
    • All Services Disabled - This setting is used to globally turn off or disable all services for the specified Date, location, airport(s) specified above. Very useful for disabling all services for a holiday, for example.
    • Not Disabled - warning (local only) - This option if selected results in a warning message to be displayed to the Reservations agent (in local HWeb Agent application only) when trying to book this location, date, airport, etc. The actual message text to be displayed is entered in the Notes field at the bottom of the tab.
  • Local / WEB
    • Local and Web Systems - Exception record should be applied to reservations made on BOTH the local and Web systems.
    • Local Only -Exception record should be applied to reservations made on local system only.
    • Web Only -Exception record should be applied to reservations made on web system only.
  • Notes -This is text message you wish for agents in local system to see, when the exception record criteria are met during the reservation entry process.  Example: Christmas Holiday - no Service today; 

TAB: Directions

  • Direction - the Direction(s) this exception record will apply to. If none are checked, then the record will apply to ALL direction types. Otherwise, you should place a check mark next to each direction that this exception record shoul apply to.
  • Arrival Delay - If this exception applies to Arrival reservations (Direction=Arrival is checked in section above) and you wish to add time to the flight, train, cruise ship arrival time, before clients are to be picked up, then you would enter that time, in minutes, in this field.  For Example: When picking up at a Cruise Ship terminal, the ship might arrive at 10:00, but passengers are not ready for pickup until 11:30 due to customs and luggage collection procedures. You would enter an arrival delay=90 in this field. When a client says their ship arrives at 10:00, the reservation system will automatically generate an 11:30 pickup time.
  • Alt. Arrival Time Record - If you are using Time Records (Tools / Configuration / TimeRecords) to generate arrival pickup times from specific pickup locations you are servicing, you may in this case specify that an alternate or different time record and schedule be used for a particular date, location, service.  The Time Code, or time record name would be entered in this field and is located in Time Record configuration mentioned above.
  • Departure Delay - If this exception applies to Departure reservations (Direction=Departure is checked in section above) and you wish to deliver clients to the airport, train station or cruise terminal earlier than customary, then you would enter that time, in minutes, in this field.  For Example: When delivering clients to the airport on a busy thanksgiving holiday, you may wish to allow passengers an extra 30 minutes at the airport to check in and clear longer security lines.  You would enter a departure delay=30 in this field. When clients then give you their flight departure time from the airport, the reservation system will adjust their scheduled pickup time and make it 30 minutes earlier than customary.
  • Alt Departure Time Record - If you are using Time Records (Tools / Configuration / TimeRecords) to generate departure pickup times from specific pickup locations you are servicing, you may in this case specify that an alternate or different time record and schedule be used for a particular date, location, service.  The Time Code, or time record name would be entered in this field and is located in Time Record configuration mentioned above.
TAB: Times
  • Group 1 - You can have exception records apply to specific day(s) of the week. You can also apply exception records to groups of days. For example an exception record might be used to adjust travel times TO an airport on busy commuter weekday mornings.  In this case,  you would check Monday, Tuesday, Wednesday, Thursday, Friday on the Group one tab.  In the Time Entries box (described below) you would enter the range of hours that you need to apply the extra time to. 
  • Group 2- 7 - As with Group 1 above, these tabs may be used to apply different Time Entries to different days, or groups of days. Continuing our example from the Group one Tab,  perhaps the Rush hour on Mondays starts earlier in the morning, so extra travel time needs to be allowed getting to the airport.  Group one may consist of Monday only and have a time entryof 05:00-08:30.  Travel time on Thursday and Friday need to be adjusted, but the ‘rush hour’ traffic starts a bit later on these days. Group Two then may consist of Thursday and Friday and have a time entry that is different, e.g.  06:30-08:30.
  • Time Entries - If needed, this can be used to apply the exception record to a specific window of time, or time range, during the day.  In our Rush hour example,  the Group 1 Tab, with Monday checked, would include two times 05:00 and 08:30 which defines a range.  Group 2 Tab would have Thursday and Friday checked, and would display two times as well: 06:30 and 08:30.  To enter a time value, click the white sheet icon below the Time Entries window.  To remove a time value, click to highlight it, and then click the "X" icon below the Time Entries window.
TAB: Services
  • Type - This is a listing of the Service Types that are configured in your system. Service types, and captions are edited in Tools / Configuration / Fare and Services / Services Tab.
  • Fare Adjust - If a fare is to be adjusted / increased as part of this exception record, that fare increase would be entered here.  For example: all executive sedan trips will see a $10 temporary fare increase on Christmas eve.  You would enter the 10 in the Fare Adjust column, next to the Executive Sedan service type.
  • Disabled - You may selectively disable a specific service, or group of services in an exception record.  Clicking the field, in the disabled column provides three options:
    • Not disabled (default setting)
    • Service Disabled - if selected, this disables or "turns off" this service according to the time, date, location and direction parameters speficied elsewhere in this exception record.
    • Not disabled - warning (local only) - if selected, will still allow the service to be booked, but will display a warning notice to the Reservations Agent when being entered. The warning message text is established on the General Tab, in the Notes field.
TAB: Miscellaneous

Information in the fields here indicate the last person to make changes to each exception record, and what data and time those changes were last saved.

When Finished with any modifications (additions, edits, or deletions) to exception records, click UPDATE and then Save Changes to DB.

Uploading the Exceptions to your Web System

Once the exception records have been created in the local system interface, they can be very easily uploaded to your web reservation system, if needed:

With the Exceptions Configuration tool open,
Click File - Export Exceptions to the Web.
You will receive a confirmation of upload success (or error).  If an error occurs, please contact Hudson Tech support for assistance.


Purging Old Exception Records

Whereas exception records are created for specific dates, and you may have accumulated many, it is possible to quickly cleanse your system of old, unneeded exception records.  With the Exceptions Configuration tool open,

Click Tools - Purge old exceptions.

You will be prompted to confirm your wish to purge (delete) exception records that apply to dates prior to the current date.  Press OK to remove these old exception records.  NOTE: you may have certain exceptions that are put in place on specific dates or holidays each year. Rather than generating NEW exception records for any given holiday each year, it may be easier and quicker to simply edit a previously entered record, and change the date to the current year.  If you Purge old exception records, before making this kind of edit, you may lose or delete an exception record that you had intended to keep. Carefully review exception records prior to purging as purged records cannot be recovered.


Exception Records - Step by Step

To set Exceptions

1. Open up HWeb Agent
2. Click on Config
3. Click on the Fares & Scheduling button
4. Click on Exceptions button
5. Click on Add New Exceptions button (looks like a white piece of paper)
6. On the General Tab
    1. Click the Airport drop down and choose an Airport or All Airports
    2. Click the Location drop down and choose an Location or All Location
    3. Date set date you are writing the Exception for and Check box. If you do not check box the Exception will effect all dates.
    4. Click the Disable Location Type drop down and choose an option.
        1. Not disabled = If you are adding a surcharge for this date example $20.00 for Christmas.
        2. All services disabled = All services will be blocked for this date.
        3. Not disabled - warning (local only) = Is for the Local agent only, Not the Web.
    5. Click the Local / Web drop down and choose an option.
        1. Local and WEB = The Exception will apply to both the local agent and the web.
        2. Local only = The Exception will apply to the local agent only.
        3. WEB only = The Exception will apply to the web only.
    6. Notes Field = this is where you can enter your comments about this Exception
7. The Directions Tab = This is where you can set the trip direction example if you only were to take clients to an airport but did not pick up at this airport.
    1. If it is for All directions you do not have to check anything.
    2. Arrival delay and Departure delay you can enter times here if for these dates it may require a bit longer lead time.
    3. Alt arrival time record and Alt departure time record if you have an Alternate time record enter it here.
8. The Times Tab on this tab if there is certain days of the week or a certain time you will enter it in on this tab.
9.  The Services Tab on this tab if your going to put in a surcharge for this date you will enter it under Fare Adjust example $20.00 for Christmas. You will enter the $20.00 on each services that is effected.
    1. Disabled column
        1. Not disabled = this service is active just take into effect the exception that is in place.
        2. Service disabled = this service is not active for this exception.
        3. Not disabled – warning (local only) = this service is active just take into effect the exception that is in place. With a warning that shows for the local agent.
10. Once you are done filling in the info on the tabs.
    1. Click the update button.
    2. Click the Save changes to DB button.
    3. If your exception is going to effect the web click File in the top left corner, select Export exceptions to the WEB. A pop up will appear telling you what has happened, click OK.
    4. GO TEST by making a test booking. Test it in local or Web if it was set for one of them only or BOTH if it was created for both of them.

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