Quick Start Guide

General & Dashboard

The dashboard provides real-time insight into your handlings in 4 boxes:

• Detached: Status requests or handlings (containers) that are not yet linked to a visit to the terminal
• Expected: Pre notifications, or handlings (containers), that are linked to a terminal visit. This does not mean that the arranged visit has been accepted completely. Keep a close eye on the statuses
• In Operation: This means that the scheduled truck is currently picking up and dropping off the containers at the terminal
• Completed: The containers have been dropped off or picked up, and the prenotification has been completed. Here you can find more information about gate-in and gate-out

Note- not all terminals send gate-in/out information to HCN Road; in that case, you can check the terminal’s website for the gate-in/out information.

Status information & Filter

Status information 
The overview screen shows the most essential status information for containers.

Mouse over the status icons in the ‘Status’ column for more detailed information about documents, the presence of the container, commercial release and more.

Filter 
The filter makes it easy to find handlings.

• The filter can be found above the 4 boxes on the dashboard
• Use the calendar to select the appropriate data range
• Use the search bar (free text) to search for things like:
  • Name of terminal
  • ‘Loading’ or ‘Discharging’
  • Shipping company
  • TAR code
  • Pick up/drop off number
  • Etc.
  • You can use multiple search terms at the same time by separating them with a space
• Use the funnel icon to filter by specific attributes and statuses

Register new handling (container) with a status request or prenotification

Click on the ‘Add handling’ button.

There are two options:

1. Create a new status request or prenotification
2. Create a new prenotification and link it directly to an existing visit. See the instructions under the ‘Link containers’ tab

Create a new status request or prenotification

• Click on ‘No’ under ‘Link to existing visit’
• Select a terminal and an ETA. Note: ETA is optional if you only want to send a status request

Several terminals support status requests.

To submit a status request, do the following:

• Select ‘No’ in the ‘Prenotification’ field
• Complete the other fields under ‘Handling details’
• Click on ‘Submit Status Request’ to send your status request

Note- This is only for information about your container.

To submit a prenotification, do the following:

• Select ‘Yes’ in the ‘Submit prenotification’ field
• Complete the fields by entering the required information
• Click on ‘Prenotification’ to send your status request

Note- By doing this, you are arranging a visit to the terminal for pick up or drop off.

Editing and modifying handlings

Click on a handling in 1 of the boxes to edit it.

You can change the following:

• Resubmit a status request or change it to a prenotification
• Modify the ETA of the visit
• Modify the handling details (e.g. shipping company, size/type, pick-up/drop-off reference number)
• Cancel the handling

Link/unlink containers

There are 2 ways to link containers on a TAR:

• Link a new status request or prenotification to an existing prenotification and TAR via ‘Add handling’
• Link existing handling (status request or prenotification) to existing handling via the dashboard

1. Link a new status request or prenotification to an existing prenotification and TAR via ‘Add handling’

• Click on ‘Add handling’.
• Click on ‘Yes’ under ‘Link to existing visit’
• Enter the TAR code of the existing visit. You can find this on the dashboard under a prenotified handling in the ‘Expected’ box
• The information about the existing visit will appear
• Complete the other fields and click on ‘Submit pre-notification

2. Link existing handling (status request or pre-notification) to existing handling via the Dashboard

• Go to the dashboard and place a checkmark next to one or more handlings that you like to link to an existing prenotification
• Click on ‘Attach container’
• Enter the TAR code of the existing visit
• Click on ‘Attach & prenotify’
• The handling is now linked to the existing handling. You can find it under ‘Expected’

Email notifications

It is possible to be informed by e-mail in case of e.g. declined prenotifications or changes to the container status.
E-mail notifications will only be sent if you set this up yourself.

• Click on ‘Configuration’ in the top bar
• Enter your e-mail address beside the notifications you wish to receive
• Click on ‘Save’ to save your preferences

Note– if you use group e-mail addresses, the email address should only be set up by 1 user within your organisation in order to avoid receiving multiple copies of the same messages in the group inbox.

Email Container

It is possible to email container statuses directly from HCN to yourself or an external email address. Select one or more handlings using the checkboxes on the left and click on the ‘Email containers’ button to send the statuses.

Copy and Upload functionality

Copy functionality

You can copy and reuse the information of an existing handling.

• Go to the dashboard and check the handling you want to copy
• Click on “Copy Container”
• A new handling is opened, enter the container number and adjust fields if necessary
• Send the handling

Upload functionality

You can prenotify multiple containers at once by using the ‘Upload’ functionality in combination with the ‘XLS Template’.

• Go to the dashboard
• Click on ‘Download XLS Template’ to download the spreadsheet
• Open the spreadsheet with Excel
• Read the instructions on the first tab carefully with regard to the required fields
• Complete the spreadsheet and save it to your computer
• Click ‘Upload’ in the service on the dashboard and select the saved spreadsheet
• Click ‘Open’ to complete

Buttons News, Tutorial + FAQ and Report Issue

• Click on “News” to read the news items about this service. This button turns orange when there is a new item. Usually, a pop-up appears on the screen with a new item. In this way, you will always be up to date with the latest information
• Click on “Tutorial + FAQ” and you will be taken directly to the support environment of this service, where you will find instruction videos, Quick Start guides, frequently asked questions, emergency procedures and supporting documents
• Click on ‘Report issue’ to immediately notify our Service Desk about the problem you have encountered in working with HCN Road