1. Getting Started Hudson Fare Files 101 - Airports Rev. 10/14

2. Creating and building fare files for the Hudson Ground Transportation System (HGTS) is one of the first and most important tasks you will undertake when migrating to the HGTS suite of applications. It is the foundation for the pricing of all the services you will offer to clients and is where much of your revenue will be generated.

3. A fare file will allow your pricing to be fair and consistent for all clients. There are several ways in which you and HGTS may want to charge for services provided. Examples of rate types include: 1.Fixed Airport rates – fixed city to/from airports 2.Point to Point rates – fixed city to city (non airport) 3.Hourly / As Directed rates – calculated based on time 4.Mileage / Distance – calculated based on mileage A fare file will allow your pricing to be fair and consistent for all clients. There are several ways in which you and HGTS may want to charge for services provided. Examples of rate types include: 1.Fixed Airport rates – fixed city to/from airports 2.Point to Point rates – fixed city to city (non airport) 3.Hourly / As Directed rates – calculated based on time 4.Mileage / Distance – calculated based on mileage

4. In this first fare file orientation program we will be dealing with the first of these examples: Fixed Airport rates These are the base prices only that you will charge to travel between a city, town, zip code, hotel, hospital, school, business, or any other location you service and the airport, train, bus or cruise terminal. In this first fare file orientation program we will be dealing with the first of these examples: Fixed Airport rates These are the base prices only that you will charge to travel between a city, town, zip code, hotel, hospital, school, business, or any other location you service and the airport, train, bus or cruise terminal.

5. When following the steps that appear on the next several pages, you will not include any surcharges, taxes, fees or discounts whatsoever. All of these items, referred to as Fare Components, will be dealt with later. At this time, you will only be entering BASE FARES into your fare file. We will cover the basic or minimum required fields in this presentation. Advanced items will be discussed in future presentations. When following the steps that appear on the next several pages, you will not include any surcharges, taxes, fees or discounts whatsoever. All of these items, referred to as Fare Components, will be dealt with later. At this time, you will only be entering BASE FARES into your fare file. We will cover the basic or minimum required fields in this presentation. Advanced items will be discussed in future presentations.

6. Before we get started: 1.You will need a separate fare file for each airport, bus, train, cruise terminal that you service. Once you create the first fare file, you can often copy it and then adjust the fares and time values as needed for the second and subsequent airport(s), etc. 2.You will need a list of the cities, towns, zip codes that you travel to, along with average drive times. Before we get started: 1.You will need a separate fare file for each airport, bus, train, cruise terminal that you service. Once you create the first fare file, you can often copy it and then adjust the fares and time values as needed for the second and subsequent airport(s), etc. 2.You will need a list of the cities, towns, zip codes that you travel to, along with average drive times.

7. 3.You will need complete address information for any businesses, hotels, schools, hospitals and other locations that you wish to list in your fare file. If you don’t have it already, you can add it later. It will help you and your staff if you can add this information as you proceed.

8. Pick a spreadsheet application You can use most any common spreadsheet application to create and maintain your fare files. The spreadsheet application will allow you to view, sort, and manage your data easily. Once you are finished manipulating the data, you will import it into the HGTS system. Some applications are free and others are licensed but all have similar functionality: Pick a spreadsheet application You can use most any common spreadsheet application to create and maintain your fare files. The spreadsheet application will allow you to view, sort, and manage your data easily. Once you are finished manipulating the data, you will import it into the HGTS system. Some applications are free and others are licensed but all have similar functionality:

9. These are the most commonly found applications, all of which will work just fine. Microsoft Excel Open Office Calc Libre Office Numbers (Mac) These are the most commonly found applications, all of which will work just fine. Microsoft Excel Open Office Calc Libre Office Numbers (Mac)

10. Download and open a blank fare file template from the Hudson KnowledgeBase: http://hudsonltd.com/knowledge_base/File:HGTSfareTemplate.csv Once opened, it should look something like this (in MS Excel): Download and open a blank fare file template from the Hudson KnowledgeBase: http://hudsonltd.com/knowledge_base/File:HGTSfareTemplate.csv Once opened, it should look something like this (in MS Excel):

11. Save the file For our tutorial, we are building a fare file for services provided to Los Angeles, CA International Airport (LAX). Before we enter ANY data, lets create a unique copy of our fare file for LAX Airport. Save the file with the name: laxfares (lowercase) Save as file type: Comma Separated Values (*.csv) Save the file For our tutorial, we are building a fare file for services provided to Los Angeles, CA International Airport (LAX). Before we enter ANY data, lets create a unique copy of our fare file for LAX Airport. Save the file with the name: laxfares (lowercase) Save as file type: Comma Separated Values (*.csv) NB: *.csv is a plain text file format and will not keep any special colors or other applied formatting

12. If you are just getting started and are building your Hudson system, then you can save the file to your local computer for now and then email to your Deployment Engineer. If you are an existing client, you should save your fare files to your Hudson CSV folder, usually along the path: \\ServerName\Hudson\CSVs If you are just getting started and are building your Hudson system, then you can save the file to your local computer for now and then email to your Deployment Engineer. If you are an existing client, you should save your fare files to your Hudson CSV folder, usually along the path: \\ServerName\Hudson\CSVs

13. Save the file! Depending on your spreadsheet application you may see different format options:

14. Insert your mouse cursor in the top left most ‘square’. The one that is above the number 1 Row, and to the left of the A Column headers. Click once in this blank field to automatically highlight and select all fields in the spreadsheet.

15. Place the mouse cursor on the narrow vertical line separating the Column A and Column B header labels. The cursor will change to small vertical line with arrows facing left and right. Double click the mouse while this is displayed. This will automatically resize the columns so that all the text can be read more easily.

16. In cell A1 you will see a code: ;#NSC. Do not adjust or remove the code. When being imported, this code tells the HGTS system what format the fare file is in (New format Simple layout Current fares).

17. Place the cursor in Cell C3 and click to select it. Then locate the menu option that allows you to “Freeze Panes”.

18. This results in slightly darker horizontal and vertical lines to appear on your spreadsheet. This will allow you to keep Columns A & B, and Rows 1 & 2 always visible while you are working. When you scroll right or down, these fields will remain easy to see.

19. Lets move one column at a time and look at what information you need to insert into the fare table. Here are 2 tips to keep in mind as you work… We will explain in more detail later: TIP 1: Save your work often! TIP 2: Create a backup before you edit the original Ready to begin? Lets move one column at a time and look at what information you need to insert into the fare table. Here are 2 tips to keep in mind as you work… We will explain in more detail later: TIP 1: Save your work often! TIP 2: Create a backup before you edit the original Ready to begin?

20. Column A: Fare Key This is a 1-10 alphanumeric value that will uniquely identify a location in your fare file. Fare keys may never be repeated. They can be numbers, letters, etc. My suggestion is to use ascending numbers. See examples below: Column A: Fare Key This is a 1-10 alphanumeric value that will uniquely identify a location in your fare file. Fare keys may never be repeated. They can be numbers, letters, etc. My suggestion is to use ascending numbers. See examples below:

21. Column B: Fare record name (display) This will be the location name that your agents will see when entering a reservation. Do not worry about alphabetizing your list. HGTS does this automatically for you. Column B: Fare record name (display) This will be the location name that your agents will see when entering a reservation. Do not worry about alphabetizing your list. HGTS does this automatically for you.

22. Please do not use any special characters, symbols in a Fare Key, Location Name or Location Address field! These codes often result in undesired display problems and may even prevent proper import to the HGTS application! % & - @ # * No!

23. Column C: Alternate fare key Column D: Fare table ID Leave both of these blank. These are advanced features which will be covered in another session. Column C: Alternate fare key Column D: Fare table ID Leave both of these blank. These are advanced features which will be covered in another session.

24. Column E: Location name – The Location name that clients will see on web / mobile sites (can be different from Column B if desired) Column F: Location address - (if appropriate) Column G: Location address2 – (if appropriate) Column E: Location name – The Location name that clients will see on web / mobile sites (can be different from Column B if desired) Column F: Location address - (if appropriate) Column G: Location address2 – (if appropriate)

25. Column H: Location City Column I: Location State Column J: Location Zip Code (postal code) Column H: Location City Column I: Location State Column J: Location Zip Code (postal code)

26. Column K: Location map info Column L: Sector ID Leave both of these blank for now. Advanced information covered in another session. Column K: Location map info Column L: Sector ID Leave both of these blank for now. Advanced information covered in another session.

27. Column M: Location (fare) type This is a letter code that indicates the type of location this is: P: Place, City / Town H: Hotel S: School / University A: Airport O: Other Column M: Location (fare) type This is a letter code that indicates the type of location this is: P: Place, City / Town H: Hotel S: School / University A: Airport O: Other

28. Column N: Location Description Column O: Location Description 2 Column P: Telephone number (hotels only) Column N: Location Description Column O: Location Description 2 Column P: Telephone number (hotels only)

29. Column Q: Read only location address This value determines whether you will allow the client to change the address of the location when they are making an online / mobile reservation. Valid Values: 1: Address is locked 2: Zip code is locked 3: Address and Zip code locked : Client may adjust / enter Address and Zip Code Column Q: Read only location address This value determines whether you will allow the client to change the address of the location when they are making an online / mobile reservation. Valid Values: 1: Address is locked 2: Zip code is locked 3: Address and Zip code locked : Client may adjust / enter Address and Zip Code

30. Column R: Invert (require) exception record Advanced – leave blank Column S: Platform (local, web only, both) Valid Values: Blank: Location appears on both web and local reservation systems 1: Location appears on web reservation system ONLY 2: Location appears on local reservation system ONLY Column R: Invert (require) exception record Advanced – leave blank Column S: Platform (local, web only, both) Valid Values: Blank: Location appears on both web and local reservation systems 1: Location appears on web reservation system ONLY 2: Location appears on local reservation system ONLY

31. Column T: Discountable fare (advanced feature) Column U: Departure Surcharge (advanced) Column V: Arrival Surcharge (advanced) Column W: Fare Options (advanced) Column T: Discountable fare (advanced feature) Column U: Departure Surcharge (advanced) Column V: Arrival Surcharge (advanced) Column W: Fare Options (advanced)

32. Column X: Zone price record ID (advanced) Column Y: Est Trip Adjust Time (Minutes) (advanced) Columns Z-AC: Expansion Field (advanced) Column X: Zone price record ID (advanced) Column Y: Est Trip Adjust Time (Minutes) (advanced) Columns Z-AC: Expansion Field (advanced)

33. Column AD: New fare effective date (advanced) Column AE: Travel (lead) time Average Drive Time, in minutes to travel from this location to the Airport, Train Station, Cruise Terminal (REQUIRED) Column AF: Alternate travel (lead) time (advanced) Column AD: New fare effective date (advanced) Column AE: Travel (lead) time Average Drive Time, in minutes to travel from this location to the Airport, Train Station, Cruise Terminal (REQUIRED) Column AF: Alternate travel (lead) time (advanced)

34. Column AG: Time schedule record ID (advanced) Column AH: Alternate time record (advanced) Column AI: Arrival time record (advanced) Column AG: Time schedule record ID (advanced) Column AH: Alternate time record (advanced) Column AI: Arrival time record (advanced)

35. Column AJ: Credit card required (optional - rare) If you require a credit card for some specific locations, you may enter a value here: 1: cc required for all directions (Arr, Dep, Hourly, PTP) A: cc required for arrivals only D: cc required for departures only Column AJ: Credit card required (optional - rare) If you require a credit card for some specific locations, you may enter a value here: 1: cc required for all directions (Arr, Dep, Hourly, PTP) A: cc required for arrivals only D: cc required for departures only

36. Alternate Passenger Types HGTS supports a standard “base”, primary or Adult passenger type. We also support 3 additional “Alternate” passenger types. This allows you to adjust your prices for different types of passengers. Examples: Baby Child Teenager Student Senior Military HGTS supports a standard “base”, primary or Adult passenger type. We also support 3 additional “Alternate” passenger types. This allows you to adjust your prices for different types of passengers. Examples: Baby Child Teenager Student Senior Military

37. Before proceeding to the next section of the fare file, you should determine if you will want to define any additional Alternate Passenger Types. You do not need to set the alternate passenger fares at this time, but it would help to have thought about what kind of adjustments to pricing you will offer for Alternate Passenger types.

38. If you will be providing a discount off your normal fares for an alternate passenger type (ex: Seniors = 20% discount, Military=20% discount) then you can leave the next few cells empty. If you will want to set specific fare values for alternate passengers for specific locations, then you can add them to the next few cells. NOTE: the next few cells only apply if you charge per passenger, as in shared-ride situations. If you will be providing a discount off your normal fares for an alternate passenger type (ex: Seniors = 20% discount, Military=20% discount) then you can leave the next few cells empty. If you will want to set specific fare values for alternate passengers for specific locations, then you can add them to the next few cells. NOTE: the next few cells only apply if you charge per passenger, as in shared-ride situations.

39. If you generally charge a set or flat fee for the vehicle, and do not charge per passenger, then the next few cells may be left empty.

40. Column AK: Alternate passenger rate Column AL: Alternate passenger 2 rate Column AM: Alternate passenger 3 rate Column AK: Alternate passenger rate Column AL: Alternate passenger 2 rate Column AM: Alternate passenger 3 rate You may add your own title to row 1 to help remember the passenger types you are using.

41. Columns AN-AQ: Expansion field (advanced)

42. ServicesServices Hudson uses the term “Service” to define the types of transportation offerings you provide to your clients. Many customers basically equate this to the type of Vehicles they offer. While this may be true for you as well, please realize that a service does not always = vehicle type.

43. HGTS currently supports 25 Services. Before proceeding, you should determine what those service types will be for your business. In our example, we will have fares for the following Services: 1.9 Pax Van (shared) 2.9 Pax Van (private) 3.11 Pax Van (private) 4.Sedan 5.8-10 Pax Limousine 6.Tour-9 Pax (shared) 7.Specialty Vehicle 8.22-24 Pax Mini Coach 9.31 Pax Mini Coach 10.47 Pax Coach 11.55 Pax Coach 12.61 Pax Coach HGTS currently supports 25 Services. Before proceeding, you should determine what those service types will be for your business. In our example, we will have fares for the following Services: 1.9 Pax Van (shared) 2.9 Pax Van (private) 3.11 Pax Van (private) 4.Sedan 5.8-10 Pax Limousine 6.Tour-9 Pax (shared) 7.Specialty Vehicle 8.22-24 Pax Mini Coach 9.31 Pax Mini Coach 10.47 Pax Coach 11.55 Pax Coach 12.61 Pax Coach

44. Fare Values When entering fare values on the next several screens: Do not insert currency symbols ($, €, ¥, £, etc.) Enter fare values as: 20 10.50 13.74 Fare Values When entering fare values on the next several screens: Do not insert currency symbols ($, €, ¥, £, etc.) Enter fare values as: 20 10.50 13.74

45. Column AR: SVC1 Fare 1 (single passenger or dedicated) Place in this field the base passenger fare only for shared ride service OR place the fare for the entire vehicle if this service is not priced per passenger. Column AR: SVC1 Fare 1 (single passenger or dedicated) Place in this field the base passenger fare only for shared ride service OR place the fare for the entire vehicle if this service is not priced per passenger. In our example, Service 1 is a shared ride service. Fares are per passenger

46. Column AS: SVC1 Fare 2 (second passenger) Optional Place into this field the TOTAL amount you charge for 2 passengers in the vehicle (if you charge per passenger). Column AS: SVC1 Fare 2 (second passenger) Optional Place into this field the TOTAL amount you charge for 2 passengers in the vehicle (if you charge per passenger). Ex: second passenger is $15

47. Column AT: SVC1 Fare 3 (third passenger) Optional Place into this field the TOTAL amount you charge for 3 passengers in the vehicle (if you charge per passenger). Column AT: SVC1 Fare 3 (third passenger) Optional Place into this field the TOTAL amount you charge for 3 passengers in the vehicle (if you charge per passenger). Ex: third passenger is $10

48. Column AU: SVC1 Fare X (additional passengers) Required for per-passenger fares & services Place into this field the additional amount you charge for each additional passenger (beyond 3) in the vehicle (if you charge per passenger). Column AU: SVC1 Fare X (additional passengers) Required for per-passenger fares & services Place into this field the additional amount you charge for each additional passenger (beyond 3) in the vehicle (if you charge per passenger). Ex: additional passengers are $9 each

49. Another Example: Let’s look at another example of how the same shared ride service might have been setup: Another Example: Let’s look at another example of how the same shared ride service might have been setup: In this scenario, the first passenger fare is set (AR) and then the fare per additional passenger is entered in Column AU.

50. Column AV: SVC1 Service Options (advanced)

51. On to our next service! Columns AW-BA: Service 2 Fares Service 2 is a 9 Pax Private Van. We charge a fixed rate for the vehicle. So our entry looks like this: On to our next service! Columns AW-BA: Service 2 Fares Service 2 is a 9 Pax Private Van. We charge a fixed rate for the vehicle. So our entry looks like this:

52. On to our next service! Columns BB-BF: Service 3 Fares Service 3 is an 11 Pax Private Van. We charge a fixed rate for the vehicle, but only go to the first hotel location. So our entry looks like this: On to our next service! Columns BB-BF: Service 3 Fares Service 3 is an 11 Pax Private Van. We charge a fixed rate for the vehicle, but only go to the first hotel location. So our entry looks like this:

53. Columns BG-BJ: Service 4 Fares Service 4 is a Private Sedan. We charge a fixed rate for the vehicle, and go to both locations. So our entry looks like this: Columns BG-BJ: Service 4 Fares Service 4 is a Private Sedan. We charge a fixed rate for the vehicle, and go to both locations. So our entry looks like this:

54. Repeat the process for your remaining services… Continue reading horizontally across the columns, entering in the fare values as we have practiced and according to the type of services you are offering. TIP 1: Save Often! You will spend a fair amount of time working on these fare files and don’t want to lose them. Save them every 5-10 minutes or so. Repeat the process for your remaining services… Continue reading horizontally across the columns, entering in the fare values as we have practiced and according to the type of services you are offering. TIP 1: Save Often! You will spend a fair amount of time working on these fare files and don’t want to lose them. Save them every 5-10 minutes or so.

55. TIP 2: Create a backup before you edit the original When you are getting ready to update or modify any fare file, make sure you create a backup copy so that if something goes wrong (btw: the likelihood of a problem is directly proportional to how important the change is and how little time you have to make it), you can always go back to an original copy. Save the backup with a name like: laxfaresBU_20151029.csv for (Oct 29, 2015) TIP 2: Create a backup before you edit the original When you are getting ready to update or modify any fare file, make sure you create a backup copy so that if something goes wrong (btw: the likelihood of a problem is directly proportional to how important the change is and how little time you have to make it), you can always go back to an original copy. Save the backup with a name like: laxfaresBU_20151029.csv for (Oct 29, 2015)

56. Depending on your business, you may provide transportation to only a few locations (such as in a line run company) or you may service an entire state or even multiple states. A fare file can contain a single location or up to 5,000 locations (see Hudson if you need more than that).

57. Ready for your next fare file? In our example, we created a fare file for LAX airport. We also serve other airports in southern CA such as Long Beach (LGB), Orange County / John Wayne (SNA) and others. Take your original laxfares.csv file and do a File > Save As: lgbfares.csv, snafares.csv, etc. Ready for your next fare file? In our example, we created a fare file for LAX airport. We also serve other airports in southern CA such as Long Beach (LGB), Orange County / John Wayne (SNA) and others. Take your original laxfares.csv file and do a File > Save As: lgbfares.csv, snafares.csv, etc.

58. You can also locate the saved laxfares.csv in your system, right-click the file name and do a Copy / Paste command; modifing the name of the copied file as appropriate (lgbfares.csv) etc. Open your copied file and begin editing the Column AE Travel (lead) time values and service fare values as appropriate. Save your updates often! You can also locate the saved laxfares.csv in your system, right-click the file name and do a Copy / Paste command; modifing the name of the copied file as appropriate (lgbfares.csv) etc. Open your copied file and begin editing the Column AE Travel (lead) time values and service fare values as appropriate. Save your updates often!

59. Adding locations Remember! One of the first items we mentioned was that Fare Keys must be unique. If you add a new location to one fare file, make sure that you assign a fare key that is not in use anywhere else! TIP 3: Consider adding a new fare key to ALL fare files While not mandatory, if you add a fare key and location to one fare file, consider adding it to all your fare files so that duplication is unlikely. Remember! One of the first items we mentioned was that Fare Keys must be unique. If you add a new location to one fare file, make sure that you assign a fare key that is not in use anywhere else! TIP 3: Consider adding a new fare key to ALL fare files While not mandatory, if you add a fare key and location to one fare file, consider adding it to all your fare files so that duplication is unlikely.

60. You can do this by copying the entire row in your fare table with the new fare key, (or just Columns A- M) and then open your other fare files and “paste” the row on the bottom of the file. Be sure to remove any Fares from the pasted row, unless it is your desire to have the fares for the new location copied to the other fare files as well!

61. Congratulations! This should be sufficient to get you started building your Hudson Fare Files! Becoming familiar with this process is very important as it is one you will use to update fares and service options as your company and system expands and grows. Congratulations! This should be sufficient to get you started building your Hudson Fare Files! Becoming familiar with this process is very important as it is one you will use to update fares and service options as your company and system expands and grows.

62. For more information: Consider looking at the Hudson KnowledgeBase for additional support articles and information: http://kb.hudsonltd.com/ If you have questions or need assistance, we are always available to you! www.TheHudsonGroup.com For more information: Consider looking at the Hudson KnowledgeBase for additional support articles and information: http://kb.hudsonltd.com/ If you have questions or need assistance, we are always available to you! www.TheHudsonGroup.com