Making a Reservation

Making a Reservation

Hudson Shortcuts

General Keyboard Navigation Tools

TAB key – Moves the cursor forward to the next field
SHIFT + TAB keys – Moves the cursor backward to the previous field
SPACEBAR – Used to press buttons and check/uncheck boxes (performs the same functionality of a left click with the mouse)
ALT + – Within the program, buttons and menu items will have an underline below one letter of the label. (i.e. to push OK button press Alt + O)

Frequently used Hot Keys

CTRL+Z – Cancel Reservation
CTRL+X – Clear Screen
CTRL+P – Print Reservation
CTRL+U – Update Profile
CTRL+L – List Multi-Credit Cards
CTRL+M – Mark reservation paid
CTRL+V – Paste a copied Telephone Number
SHIFT+CTRL+F1 – Book a return reservation

Basic Terms

Enter – The word enter used in this guide refers to any information that must be typed in by the operator using the keyboard.
Press – The word press used in this manual refers to the act of pressing the SPACEBAR when selecting a button or checkbox.
Select – The word select used in this manual refers to the act of selecting an option in a pull-down menu box.
Hot Key – The word hot key used in this manual refers to the keys also known as shortcut keys. A list of frequently used Hot Keys is found in the preceding section.
Function Key – These keys are usually found above the number keys and begin with the letter “F”.

Making a Reservation

How to Make a Reservation in Hudson

1. Access Hudson through the Remote Desktop App on your computer and log-in to the Agent app.

Click the computer icon with the word “Agent” and sign into Hudson.

2. HOME SCREEN

3. FIND RESERVATION SCREEN

SEARCH: Enter the search item into the yellow box; click the type of search, Res ID number, Name, Phone, Email or Profile ID – click “Find It”

Click on guest reservation to edit.

4. FARE AND AVAILABILITY SCREEN NEW BOOKING

Always go from LEFT to RIGHT on the screen.

  1. Departures from Denver International Airport to home city
  2. Arrivals into Denver International Airport to destination
  3. Enter flight date
  4. Enter flight time
  5. Enter flight type – Domestic or International
  6. Airline
  7. Flight number
  8. Number of passengers – IMPORTANT to do adults and kids for price difference
  9. ALWAYS ASK if they need a car seat or booster seat for children.
  10. Bag count – 3 bags per person at no charge.  After that, bags are charged at $20/each.  Please make sure the total is correct.

All of these details are important.  Do not take a booking without them,
ask the guest to find the details and call back if they do not have them.

Once you’ve input all the information you need, click the Generate Fares and Pickup Times button to generate fares and pick-up times.

5. FARE AND AVAILABILITY SCREEN

Check the cost of selected fare.

Confirm the shuttle time –
For ARRIVALS, the shuttle time needs to be 45 minutes after the flight lands.
For DEPARTURES, the shuttle time needs to be 4 hours from the flight time.

The pick-up time on departures could be up to 45 minutes before this, depending on the location.

Click OK.

6. PICK UP / DROP OFF TAB

  1. Enter first and last name – i.e. Jimmy Test
  2. Enter pick up address – get ALL DETAILS, do not continue booking without a complete address.
    Save the booking as a QUOTE and ask the guest to call back with address if they do not know it.
  3. Enter phone number – ask for a good CELL PHONE number they will be traveling with.
  4. Enter drop-off address
  5. Special instructions sections – Ask each guest:
    1. Why the guests are traveling to Colorado?  i.e. birthday, family trip, celebration, etc.
    2. Have they been to the mountains before?  Let them know to ask the drivers for their favorite spots.
    3. Repeat if a car seat or booster seat is needed here.

These notes help us and the drivers build a relationship with the guests.

Check the cost of selected fare.

Confirm the shuttle time –
For ARRIVALS, the shuttle time needs to be 45 minutes after the flight lands.
For DEPARTURES, the shuttle time needs to be 4 hours from the flight time.

The pick-up time on departures could be up to 45 minutes before this, depending on the location.

Click OK.

7. RESERVATION DETAILS TAB

  1. For a booking, the status MUST be set to NORMAL – for a quote, set to quote.
  2. Re-enter contact phone number.  It must be a cell phone that they are traveling with.
  3. Enter email address.  Always double check that the email is correct.
  4. ALWAYS enter a marketing code.  Especially if you are booking for a booking agent.  Booking agents must pay full price – no discounts or online prices as they receive commission.  You MUST attach a group profile for booking agents. (See ATTACHING A BOOKING AGENT PROFILE in a few slides)
  5. Enter a preferred driver if requested.
  6. Enter payment details.
    1. Credit card number
    2. Expiration date
    3. First and last name on the card
    4. Billing zip code
    5. Approval code is NOT NEEDED!

Once you’ve input all the information you need, click the Apply Payment button.

Check all details in apply payment window.  Pick up times, dates, and final cost.

Ask guest permission to run their card for $X amount.

Click Mark Paid.

 

When the payment is processing, this is a great time to review Peak 1 Express’ Cancellation Policy.  Do not let the guest hang up until payment is processed.

8. SAVING A BOOKING AS A QUOTE

Head to the Reservation Details tab.

Click SAVE on your Menu Bar on the top left of your screen.

Give the guest their reservation number for when they call back.

9. ATTACHING A BOOKING AGENT, RETURN GUEST, OR DISCOUNT PROFILE

Head to the Profile/Group tab.

Click on the profile folder icon.

Click this to ADD a profile.

Click this to REMOVE a profile.

Click Add group profile for booking agent or discount profile.

Click Add individual profile for a return guest.

You can either search a name or other key, OR click ‘Find It’ without anything in the search bar to see all profiles.

 

10. COMPLETING A RESERVATION

Click SAVE on your Menu Bar on the top left of your screen.

Hudson will pull up an email screen outlining the trip you just booked.

At this point, ask the guest if they would like to book their return trip.