Quick Start Guide

Dashboard

The status requests and pre-notifications are categorised using five tabs on the left side of the dashboard. 

• All handlings: This tab shows all status requests (handlings that are not yet linked to a visit to the terminal) and pre-notifications (handlings that are linked to a visit). 
• To do: Here all handlings are shown excluding the handlings that have been picked up/dropped off. 
• Status requests: This tab shows all status requests. 
• Not ready: This tab shows all status requests and pre-notifications that are not yet ready for pick up or drop off. 
• Completed: When a handling has been picked up/dropped off, you can find it on this tab.  

To ensure that HCN Road remains stable and fast, the 500 most recent prenotifications and the 500 most recent status requests are retrieved when the service is launched. When you use the search bar, the tabs, the terminal filter or the drop-off/pick-up filter, these 1,000 results are searched in/filtered. If you are looking for a specific handling which is not among these results, you can use the date filter to retrieve all results within the selected time period .

Note: not all terminals send gate-in/gate-out information to HCN Road. Pre-notifications for which no gate-in/gate-out information is sent, are automatically transferred from the ‘To do’ tab to the ‘Completed’ tab seven days after ETA.   

Search and (date)filter

The search bar at the top of the dashboard makes it easy to find handlings by searching for e.g.:

• 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. When performing a search, you automatically search on the tab that you are currently on. If you cannot find the handling that you are searching for on the current tab, you can search the ‘All handlings’ tab with the push of a button. By searching the ‘All handlings’ tab, you search through all handlings created by your organisation.   

You can also specify your search by using the date filter on the left side of the dashboard. To do so, please click ‘Date’ below the list of tabs and select a date range (max. 31 days). You can also select one day. To apply the filter, please click on ‘Apply’. If you want to adjust the date range, please click on the filter again. By clicking on the cross to the right of ‘Date’, you can remove the date filter.  

To the right of the search bar, you will find a pick-up/drop-off and terminal filter. These filters enable you to further specify your search.  

Sorting

The sorting feature, positioned on the right side of the filters, enables you to arrange the handlings based on their: 

• Timeslot (ascending) 
• Recently updated 
• Status 

Note: the ‘All handlings’ tab is sorted by time slot (descending) by default.  

Status information

On the dashboard, visits are displayed with the attached handlings. A visit includes one or more handlings and is indicated by a light gray row. Within the light gray row of a visit, a handling is indicated by a white row.

For each handling, the most essential status information is shown on the dashboard using dots. Hover over these dots with your mouse cursor for more detailed information about documents, the presence of the container, commercial release and more.

Register new handling with a status request or prenotification

To create a new status request or pre-notification, please follow the steps below:

• Click the ‘Add handling’ button at the top right of the dashboard.
• Complete the required fields. These are indicated by an asterisk (*).
  Tip: you can quickly move through the date and time fields using the tab button. For example, entering 15 in the date field and then pressing the tab button will auto-complete the date with the current month and year. The time field auto-completes to the whole hour.
• Click on the ‘Submit status request’ button at the bottom of the screen to submit the handling as a status request. If you wish to submit the new handling as a pre-notification, click on the ‘Submit pre-notification’ button. By submitting a pre-notification, you make an appointment at the terminal for the collection/delivery of a container.

Note: Not every terminal supports status requests. Please refer to this dedicated page on Portbase Support for a list of terminals that support status requests.

Upload functionality
It is possible to upload multiple containers at once using the ‘Upload’ functionality in combination with the XLS-template. Please follow the steps below:

• Click the ‘Add handling’ button at the top right of the dashboard.
• Click on the ‘Excel’ tab positioned to the right of the ‘Manual’ tab at the top of the screen.
• Click on ‘Download Excel template’ to download the spreadsheet.
• Open the spreadsheet in Excel.
• Read the instructions on the first tab carefully with regard to the required fields.
• Complete the spreadsheet and save it to your computer.
• Upload or drag and drop the Excel file in the dedicated area on the ‘Excel’ tab.
• Click on the ‘Submit status request’ button at the bottom of the screen to submit the handlings as a status requests. If you wish to submit the handlings as pre-notifications, click on the ‘Submit pre-notification’ button. By submitting a pre-notification, you make an appointment at the terminal for the collection/delivery of a container.

Edit handling or visit

Edit handling

To edit a handling, please follow the steps below:

• Click on ‘Details’ located to the right of the handling you wish to edit.
• Click the ‘Edit’ button at the top right of the screen. Here you can edit the handling details (e.g. container number, acceptance reference, shipping company, etc.).
• When editing a status request, click on the ‘Update status request’ button at the bottom of the screen to save the changes. When editing a pre-notification, click on the ‘Update pre-notification’ button at the bottom of the screen to save the changes.

Follow the steps below to cancel a handling:

• Select the handling(s) you want to cancel.
• Click on the ‘Cancel handling(s)’ button in the menu bar at the top of the dashboard.

Please note: if you want to prenotify the cancelled handling again, link the cancelled handling to a new visit to save money. This can be done by selecting the cancelled handling and clicking on ‘Attach to visit’ in the menu bar at the top of the screen. If you create a new prenotification, you will end up paying for two prenotifications.

Converting a status request into a pre-notification

Follow the steps below to convert a status request into a pre-notification. You can convert the status request into a pre-notification of a new visit or link the pre-notification directly to an existing visit. Follow the steps below to convert a status request into a pre-notification of a new visit.

• Select the status request you wish to convert into a pre-notification

• Click the ‘Create pre-notification’ button in the menu bar at the top of the dashboard.

• Choose the terminal where you want to pre-notify the container and fill in the ETA.
• Click the ‘Submit pre-notification’ button to convert the status request into a pre-notification.

Follow the steps below to convert a status request into a pre-notification on an existing visit. You can also perform the action below on multiple status requests at the same time.

• Select the status request you wish to convert into a pre-notification.

• Click the ‘Attach to visit’ button in the menu bar at the top of the dashboard.

• The visits are automatically filtered on the terminal to which the status request was submitted.
• Click the ‘Attach to visit’ button to the right of the visit you want to link the new pre-notification to.

Edit visit

Please follow the steps below to adjust the ETA, truck license plate, and executing charter of a visit:

• Click on ‘Actions’ located to the right of the visit you wish to edit.
• Click on ‘Update visit’. Here you can adjust the ETA, truck license plate, and executing charter.
• Click on the ‘Update visit’ button at the bottom of the screen to save the changes.

(Un)link containers

Link handlings

There are two ways to link handlings:

• Select an existing handling(s) and attach it to an existing visit.
• Select an existing visit and attach a new or existing handling to this visit.

1. Select an existing handling and link it to an existing visit. It is also possible to select multiple handlings simultaneously.

• Select the handling(s) you wish to attach to an existing visit.
• Click the ‘Attach to other visit’ button in the menu bar at the top of the dashboard.

• Click the ‘Attach to other visit’ button in the pop-up that appears.
• The visits are automatically filtered on the terminal to which the pre-notification was submitted to.
• Click the ‘Attach to this visit’ button located to the right of the visit you wish to attach the handling to.

2. Select an existing visit and attach a new or existing handling to this visit.

• Click on ‘Actions’ located to the right of the visit you wish to attach a new or existing handling to.
• Click on ‘Add handling to this visit’.
• The handlings are automatically filtered on the terminal to which the visit is destined to.
• If you wish to attach a new handling to the visit, please select the ‘Create new handling’ button at the top right of the dashboard. Complete the fields by entering the required information and submit the new pre-notification by clicking the ‘Submit pre-notification’ button at the bottom right corner of the screen.

• If you wish to attach an existing handling to this visit, click the ‘Move handling’ button located to the right of the handling you wish to attach to the visit.

Unlink handlings

To detach a handling(s) from a visit, please follow the steps below:

• Select the handling(s) you wish to detach.
• Click the ‘Detach from visit’ button in the menu bar at the top of the dashboard.

• Click the ‘Detach handling’ button in the pop-up that appears.

Shipments

You can use the Shipments feature to see which containers have been assigned to you by way of nomination for pre-notification and collection. You can also nominate another haulier for pre-notification and collection of the container. This is a new way of working to share data securely, also known as the Secure Chain.

Features

In the left menu in the HCN Road service page, go to the Shipments tab.

This is where you will see an overview of all containers which you have been nominated for via the Secure Chain and which may require further action.      

Under the Arrivals tab, you will see the containers listed per seagoing vessel.   

Under the Shipments tab, you will see the containers grouped per commissioning party or freight manager.     

By using the filter located above the containers, you can quickly find your container(s).     

Please note: Make sure the date range is set to the ETA of the seagoing vessel.

Actions to take

There are a number of actions you can take at container level.

Select one or more containers and at the bottom of the screen, you will see three buttons with actions:

• Forward: nominate another haulier
• Cancel forward: cancel a nomination
• Download: download container data

Forward

• Click on the Forward button to nominate a haulier for handling the transport and the pre-notification.
• Then type in the name of the organisation you want to nominate.  As you type, the eligible organisations will appear on the screen.
• Select the applicable organisation and it will instantly be linked.

You have now outsourced the pre-notification and transport of the container to another haulier. The selected haulier can now be seen in the container details. The container will remain visible to you and you can continue to track the container status, scheduled and actual pick-up times. Only your own status request and/or pre-notification is cancelled at the time of the handover.

Cancel Forward

Do you want to cancel the nomination you have made for one or more containers?

• After selecting a container, click on Cancel Forward. This container will then be removed from your overview.
• You then nominate another haulier.

Download

Use the Download button to download an Excel file with the data of the selected containers for your own TMS.     

Email notifications

It is possible to be informed by email in case of e.g. the rejection or acceptation of handlings and/or visits. In order to receive these updates, you will need to subscribe to the email notifications. Please follow the steps below to subscribe:

• Click on the bell icon at the top right of the dashboard.

• Enter the email address next to the notifications you wish to receive.
• Click on the ‘Save’ button to save your preferences.

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

E-mail container status(es)

It is possible to email container status(es) directly from HCN to yourself or to an external email address. Please follow the steps below:

• Select the handling(s) you wish to receive the container statuses for per email.
• Click on the ‘E-mail handling(s)’ button in the menu bar at the top of the dashboard.

• Enter the email address to which you like the container statuses to be sent.
• Click on the ‘Send’ button.

Within a few minutes, an email will be sent to the specified email address. See the sample email below as an illustration.

Copy visit details as text

HCN Road also offers the ability to copy visit details as text, which could be shared with your driver via the board computer. Please follow the steps below:

• Click on ‘Actions’ located to the right of the visit of which you wish to copy the details as text.
• Click on ‘Copy visit as text’.

See the screenshot below as an illustration.

Copy functionality

It is possible to copy and reuse the information of an existing handling. Please follow the steps below:

• Select the handling you wish to copy.
• Click the ‘Duplicate handling’ button in the menu bar at the top of the dashboard.

• A new handling is created and opened, please enter the container number and adjust the fields if necessary.
• Click on the ‘Submit status request’ button at the bottom of the screen to submit the handling as a status request. If you wish to submit the handling as a pre-notification, click on the ‘Submit pre-notification’ button. By submitting a pre-notification, you make an appointment at the terminal for the collection/delivery of a container.

Note: Not every terminal supports status requests. Please refer to this dedicated page on Portbase Support for a list of terminals that support status requests.

News and Support

By clicking on the headset icon at the top right of the dashboard and on ‘Support and FAQ’, the Portbase Support page on HCN Road opens in a new window. This page contains an instruction video, Quick Start Guide, FAQ’s, emergency procedures and supporting documents. In case of an issue, please click the headset icon at the top right of the dashboard and ‘Report Issue’ to directly inform Portbase’s Customer Service department about the issue.

Click on the speaker icon at the top right of the dashboard, to read news items related to the service. In case of a new news item, a blue dot appears at the top right of the speaker icon.

Mobile version

Using the mobile version of HCN Road differs in certain ways from using the service on a computer screen. Below is a brief guide to using the mobile version of HCN Road.

Dashboard

In both the desktop and mobile versions, status requests and prenotifications are categorised under five tabs. Take a look at this overview to see which results you can find under each tab. You can find the tabs by clicking on the ‘Filters’ button at the bottom right of your screen. Here, you also have the option of selecting a specific time period for which you want to see results.

In the mobile version, handlings are sorted by time slot, with the next transport movement at the top. If you are looking for a specific handling, use the date filter or the search function. For example, you can search by container number or terminal name to find the right handling.

Status information

The following information can be found in the main dashboard screen: the terminal to which a visit is scheduled, the container number, whether it is a drop-off or pick-up container, and the ETA/time slot. The status of a handling is also displayed. It is important to distinguish between the different forms of the red dots:

• A red dot with a ‘!’: at least one of the container statuses is not yet coloured green. Tap the arrow to the right of the handling to see all container statuses.
• A red dot with a ‘✖’: the handling has been rejected.

Handling and visit information

A mobile screen is narrower than a computer screen. This reduces the space available for displaying information. Looking for information related to a handling or visit that is not directly visible in the main screen, such as the TAR code? Tap the arrow to the right of the relevant handling. A new screen opens containing all the information around the handling and visit. You can edit this information by tapping the ‘Actions’ button in the upper right corner and then ‘Edit handling’.
If you want to update a visit’s ETA, the truck registration number or the executing charter, tap the three dots displayed vertically beside a visit and then ‘Update visit’.

Add handling

To create a new status request or prenotification, tap the blue button with a ‘+’ in it. This button is located on the main dashboard screen next to the search bar.

Other handling actions

The options that normally appear on the menu bar at the top of the dashboard after selecting a handling, such as ‘Cancel handling’, ‘Attach to other visit’, etc. can be found in the handling details screen. You can reach this by tapping the arrow to the right of a handling. All actions are listed under the dark blue ‘Actions’ button at the top right of the screen.

Different buttons

In the mobile version, it is not possible to select multiple handlings simultaneously. In addition, some buttons are displayed at a smaller size in the mobile version. As well as the ‘Add handling’ button, the buttons below also differ:

• To link an existing handling to another visit, select ‘Attach to other visit’ under the ‘Actions’ button. To add the handling to one of the visits displayed, tap the white button with the arrow to the right of the visit to which you want to link the handling.
• If you want to add an existing or new handling to an existing visit, tap the three dots to the right of the visit in question and then tap ‘Add handling to this visit’. If you want to add any of the handlings displayed to the visit, tap the ‘Move’ button. If you want to add a new handling to the visit, tap the white button with a ‘+’ on it to the right of the search bar.

The ‘News’, ‘Notification settings’, ‘Support and FAQ’ and ‘Report issue’ functionalities can be found under the icon of a small figure at the top right of the screen.