USER GUIDE. for. Worldcue TRAVELER

Transcription

1 USER GUIDE for Worldcue TRAVELER Updated: 17Mar2009

2 Welcome to Worldcue TRAVELER! Preface This user guide is designed for use by any Worldcue TRAVELER user and provides guidance on how to use the many features and functions of ijet s Worldcue service. It is most helpful when used as a reference tool as you follow along in the web-based service. Additionally, much of the information in this guide can also be accessed through the Worldcue TRAVELER online Help menu. Copyright. All materials in this document are copyrighted and are protected under state and federal law, as well as international treaties and the copyright laws of other countries. Except as expressly provided in the subscription or service agreement governing your use of the Services, ijet's materials may not be reproduced, copied, distributed, adapted, displayed, edited, published, transmitted, or downloaded in any way without ijet's express written permission. All rights not expressly granted herein are reserved by ijet.

3 Table of Contents OVERVIEW... 5 PRIVACY POLICY... 6 WELCOME S... 7 ACCESSING TRAVELER... 9 WORLDCUE TRAVELER WELCOME PAGE WORLDCUE TRAVELER DISCLAIMER PAGE LOGGING OFF OF WORLDCUE TRAVELER MY TRIPS ITINERARY PRINT ITINERARY GENERATE TRIP REPORT TRIP BRIEF IMMUNIZATION BRIEF VIEW TRIP ALERTS VIEW/EDIT TRIP ALERTS FEEDBACK PERSONAL PROFILE TRAVEL TIPS TOOLS... 37

4 ORDER TRIP... 38

5 Overview Worldcue TRAVELER and Worldcue(R) EXPAT are the premier personal travel intelligence services offered by ijet Intelligent Risk Systems, the first intelligence organization for the global travel industry. Worldcue TRAVELER uses an employee's specific itinerary and personal profile to deliver travel intelligence services through , a personalized web page and customized reports covering 10 categories for over 180 countries and numerous international cities. Worldcue ) TRAVELER customers receive personalized Travel Intelligence Reports before their trips and are immediately alerted prior to and during travel about changing conditions that might affect their itineraries. This constant support allows employees to avoid potential difficulties with minimal trip disruption. The Worldcue Expat is one component of ijet s Worldcue Risk Management System. The Worldcue system provides an a proactive risk management strategy for Expats. If you have Expatriates living abroad, ijet has incorporated an Expat Management function which allows your Expats to also access and use Worldcue EXPAT functionality. This function allows an extended personal profile to capture and store more extensive information for your employee in addition to all those services provided to your traveling employees in Worldcue TRAVELER. There are three methods for finding the help you need: Contents, Index and Search. Content Click on the topic book and link and you will be presented the information on that topic. Index Click on a keyword to see the listing of information pages within the Worldcue(R) TRAVELER. Search is also accessible from this view. Search Type your desired topic to search using keywords. Welcome to Help

6 Privacy Policy Your privacy is important to ijet. Maintaining the trust of our users is key to the success of our business, and this Privacy Policy is intended to make you feel as comfortable as possible using our services. To deliver Travel Intelligence through the Worldcue TRAVELER services that is specific to the needs of travelers and travel professionals, ijet Intelligent Risk Systems must have the customer's confidence that personal information provided to ijet is secure. In addition, in order to obtain personalized Worldcue TRAVELER reports, you must first complete the profile form. In this form, you are required to give your contact information (such as name and address). This information is used to contact you about ijet services for which you have expressed interest. It is optional for you to provide personal information (such as health and activity information), and unique identifiers, but encouraged so that ijet can provide a more personalized Worldcue TRAVELER report. If you choose to pay for ijet services by credit card, you will be required to provide us the name of your credit card issuer, credit card number and expiration date. Who Collects Personal Information: ijet International, Inc., which owns and operates the ijet web site, is the company that collects Personal Information on our site. Our mailing address is: 910F Bestgate Road Annapolis, MD USA and our customer service address is customerservice@ijet.com. We do not sell or provide your Personal Information to third-party marketers or other third parties unless you expressly agree in advance to let us do so. In particular, we do not use your credit card information (if you choose to provide it to us) for any purpose other than payment processing and order confirmation (using the last four digits). What Kind of Security Procedures We Use to Protect the Loss, Misuse, Alteration of Your Personal Information in Our Control: ijet takes precautions to protect our users' information. When users submit sensitive information via our website, that information is protected both online

7 and off-line. Personal profile information is processed automatically, through proprietary ijet information systems maintained solely by ijet, and is not viewed by ijet employees except at the request of the customer. When our registration and personal profile forms ask users to enter sensitive information (such as travel, health and activity information), that information is protected using industry-standard SSL encryption. While on a secure page, such as our profile form, the lock icon on the bottom of Web browsers such as Netscape Navigator, Firefox, and Microsoft Internet Explorer becomes locked, as opposed to un-locked, or open, when you are just 'surfing.' SSL is an acronym for Secure Sockets Layer, and is a protocol for transmitting private documents via the Internet. SSL works by using a private key to encrypt data that's transferred over the SSL connection. Most major browsers support SSL. If you have any questions about the security at our website or facilities, you can send an to: customerservice@ijet.com or contact your Customer Service Representative directly at A link to the Privacy Policy is located on the left side of every Worldcue TRAVELER page. Welcome to Help Welcome s New Traveler Welcome s The first time a "registered trip" is received into the ijet system, a Welcome e- mail is generated and sent to the traveler. This will appear to come from ijet or your traveler manager, and will contain information about your trip, a listing of any active alerts for the destination(s) in your itinerary, a link to the appropriate trip brief(s) for your itinerary and a link to your personal "Traveler Website." The "Subject" line of the will also be customized by your organization. This will give you the information needed to log into the personalized website for the first time.

8 Welcome s Figure 1 Welcome Back s After you have initially logged and created your username and password, for all future trips you will subsequently receive a "Welcome Back" for each new trip. The major difference between these two s is for the Welcome Back , you will not be prompted to set up your initial login information again. Just a link to Worldcue TRAVELER will be provided to you. Traveler Alert s When a "registered trip" is received and processed by ijet, a traveler will be set up to receive alerts for the destination(s) in your itinerary. These s will come from ijet and will be sent to you from the time your trip is processed by ijet, throughout your trip, and in cases for medical alerts, up to 30 days after

9 your trip is completed. Welcome s Figure 2 Welcome to Help Accessing Traveler Logging into the Traveler Website Within the Welcome is a link that will take you to the personalized Traveler website. The first time you receive this Welcome there will be instructions including creating your user id and password for future logins into the Traveler website.

10 Loginging Into Traveler Figure 1 Once the traveler has logged into the personalized Traveler website, you will see a variety of tabs giving you numerous choices for managing your trips.

11 Logging Into Traveler Figure 2 If your organization requires acknowledgement of a disclaimer, you must first read and accept the Disclaimer presented when logging in. Once you have accepted the Disclaimer, click "Ok" and you will then have access to your Worldcue TRAVELER website.

12 Logging Into Traveler Figure 3 In order to aid Worldcue TRAVELER users in managing forgotten passwords, ijet has created a secondary login page for the employee to select a secret question and to provide the answer to this question. This information can than be used by the employee for subsequent logins where he or she may have forgotten his or her password.

13 Logging Into Traveler Figure 4 This password reset page offers a predetermined set of questions from which the employee can choose from in establishing their reset options. Logging Into Traveler Figure 5 Once the employee has created these reset options, when the need arises, all an employee has to do is enter his or her user name and use the "Click Here" link shown below.

14 Logging Into Traveler Figure 6 After entering their user name, the "Click Here" link will provide the Secret Question and a field to enter the answer as seen below. Logging Into Traveler Figure 7 After doing so, the employee can enter a new password for future use.

15 Logging Into Traveler Figure 8 And then is directed back to logging into Worldcue TRAVELER. Logging Into Traveler Figure 9 In the event the employee has forgotten his or her user name, they must contact ijet's Customer Service Support Staff for assistance. At this time the secret question and answer cannot be changed in the Worldcue TRAVELER interface nor by a Customer Service Support person once it has been set. Welcome to Help

16 Worldcue TRAVELER Welcome Page Now you can display a customized corporate message after a Traveler logs in. A perfect place to reiterate Privacy, Travel, and Security Policies, and the purpose for providing this service to your Traveler. Contact your Account Service Manager to activate and post information on your Worldcue TRAVELER Welcome Page. Worldcue Traveler Disclaimer Page Welcome to Help Upon logging into the TRAVELER product, you may see a customized corporate message which you need to accept in order to access the remaining sections of the application. This page may also be a reminder of your organization's Privacy, Travel, and Security Policies, and the purpose for providing this service to you. Welcome to Help

17 Logging Off of Worldcue Traveler Use the button located in the left navigational section of the screen. You will be redirected to the Worldcue TRAVELER login page. Be sure to use the Log Out link to exit Worldcue TRAVELER rather than just closing your browser window. Welcome to Help My Trips My Trips Figure 1 This screen shows each trip you currently have registered in the Worldcue TRAVELER service. You have the ability from this screen to view and edit each trip, view trip alerts, generate a customized and personalized Travel Intelligence Report for your entire trip, or generate a Trip Brief for a specific destination. Click the Click the Report. Click the link to modify a particular trip. link to generate a Travel Intelligence link to view trip alerts.

18 Click the link to generate a snap-shot summary for one particular destination in a trip. Click the link to generate a Brief containing travel alerts and general health issues, as well as required or recommended immunizations for your destinations. Click the link to generate a print-friendly version of your trip containing detailed trip information and trip or trip leg contact information. Use the link to the specified travel itinerary to a interested parties. Additionally, you can view intelligence specific to the destination(s) in your Worldcue TRAVELER account. Click on the destination name link in your trip. If a destination is marked with an asterisk (*), specific country or city level intelligence may not yet be available for that destination. The "At a Glance" page for that destination will be displayed. This page displays local time and weather, currency exchange rates, critical and warning alerts for the destination, and up to three key items from the select intelligence categories. Click on the intelligence category link(s) at the top or bottom of the page to view a complete list of the travel intelligence available for that destination and category. Click on the "Local Alerts" link to view all alerts (critical, warning, and informational) for that destination. Click on the Travel Intelligence or Alert name link(s) to view the details of the Alert.

19 My Trips Figure 2 Welcome to Help Itinerary ijet offers the ability to a travel itinerary with all contact information and notes for the Traveler's, support staff or personal use. This service can be accessed through the Traveler's website using the link identified with the registered trip. From the page, fill in the necessary fields and send your itinerary.

20 Welcome to Help Print Itinerary ijet offers the ability to print a travel itinerary with all contact information and notes for the Traveler's use. This service can be accessed through the Traveler's website using the link identified with the registered trip.

21 Welcome to Help Generate Trip Report Worldcue TRAVELER allows you to generate a customized and personalized Travel Intelligence Report (TIR) for every trip registered in the service. To generate a report for a particular trip simply click on the button to the right of any trip.

22 Generate Trip Report Figure 1 You will then have the opportunity to further customize the content in your Travel Intelligence Report. You may check or un-check report items to include or exclude specific content in your report, select the desired location from the drop-down box. Click or to view your report - this process may take a moment to load onto your computer. The intelligence that appears has been generated using the default report configuration in your Personal Profile or your customized profile for this trip created in View/Edit Trip. Your Personal TIR: Online Version Your Travel Intelligence Report is a dynamic document. Your report has been created with the understanding that each employee is different and so is their need to highlight different types and levels of information. Next to each intelligence item you will see a, or. Click on the individual display/hide buttons ( or ) to expand or hide

23 additional information. Click on the "Display/Hide All" option at the top of the report to display/hide all at one time with one click. Click on the view item buttons ( ) to view the individual, detailed intelligence items. Each item will open in a pop-up window. Generate Trip Report Figure 2 NOTE - If you print your Travel Intelligence Report from the Online Version screen, your printed report will print only the level of information displayed on your screen. For a fully epxanded, easier-to-ready version, use the option. Your Personal TIR: Printable Version Use the button to view the entire travel intelligence report. From your browser's "File" menu, select the "Print" command to print. In this view, you can still expand/contract individual items by clicking on the or buttons, but instead of appearing in individual pop-up windows, the items will appear as text on your screen within your report.

24 Generate Trip Report Figure 3 Travel Advice Sheets The Travel Advice Sheets, located at the end of your TIR, provides employees with intelligence information "tip sheets" on a broad range of topics and are not specific to a destination. These may be individually viewed and printed by clicking on the view item button ( ) then the "Printer Friendly Version" button at the top of the open advice sheet. Saving Your Personal TIR to your Laptop or Desktop Computer Saving this report to your laptop can be especially useful if you plan to take your laptop on your trip. This will enable you to access your report throughout your trip. (Note: Some graphical elements will not be properly displayed in your saved file.) Click the button to view your fully-expanded travel intelligence report. Select "Save As" from your browser's "File" menu. Select the location of where you wish to save the report. Select an appropriate file name. Select "Save as type": "Web Page, HTML only (*.htm, *.html)" from the drop-down menu. Click the "Save" button to complete the process.

25 Welcome to Help Trip Brief A Trip Brief is a subset report of the Travel Intelligence Report. The Trip Brief is by no means as comprehensive as a full Travel Intelligence Report, but rather offers you a snapshot of some of the most important intelligence for a particular destination. It includes the categories of Security, Health and Entry/Exit Information for a person visiting the specified country. The Trip Brief is primarily meant for the individual who needs the information fast and may want to have it on hand while they are in the country. To generate a Trip Brief, for a particular destination, simply use the button to the right of your selected trip. You will then have to select a specific destination from the dropdown box, if applicable, and click the "GO" link to view the Trip Brief. Trip Brief Figure 1 Note: A Trip Brief report is generated for each destination instantaneously to provide the most current information available. It is important to remember that the report is a static snapshot of the intelligence available at the time the report was generated, if printed. In the event the Traveler simply accesses his or her

26 personal website and requests an online version, the Trip Briefs are generated in real time. Trip Brief Figure 2 Saving the Trip Brief to your computer Saving a Trip Brief to your laptop can be very useful to you once you embark on your trip and do not have access to your Worldcue TRAVELER web site. This will enable you to repeatedly access this information throughout your trip. (Note: Some graphical elements will not be properly displayed from your saved file.) To save your Trip Brief to your computer, simply select "Save As" from the browser "File" menu. Then select the location where you wish to save the

27 document. Next select an appropriate file name. At the "Save as type" select "Web Page, html only *.htm, *.html)" from the drop down box. Click the "Save" button to complete the process. Printing a Trip Brief From the browser "File" menu, select the "Print" command. Immunization Brief Welcome to Help The Immunization Brief (IB) provides Travel Alerts affecting general health issues, information regarding recommended immunizations and malaria prophylaxis for destinations around the world. The Immunization Brief allows you to view Travel Health Alerts, recommended and required immunizations, and recommended anti-malarial prophylaxis by destination. (* You must have a subscription for the IB in order to access this service. Please contact your Account Services Manager for details.) To view the IB, click to generate the Immunization Brief customized for all the locations of your trip. Welcome to Help

28 View Trip Alerts Click on the link to view all of the current alerts for your itinerary. Click on any alert headline to view the additional alert details. View Trip Alerts Figure 1 View Trip Alerts Figure 2 Welcome to Help

29 View/Edit Trip This option allows you to view and edit the trips you have registered in the Worldcue(R) TRAVELER service. You can customize your service by changing the name of the trip, selecting the alert level at which you wish to receive alerts (Critical, Warning or Informational), adding trip notes, trip leg notes, and specific contact information for each trip, or trip leg. There is also the ability for adding or modifying air travel details, automobile rental details, and/or hotel stay details on trip legs. Use the button to access the Trip Leg page to add or edit the specific information for your trip. Please remember to your changes when you have finished editing your trip. View/Edit Trip Figure 1 Additionally, you may customize your personal profile specifically for each trip and/or trip leg. By providing your individual specific criteria for each trip or trip leg, ijet can customize the travel intelligence you receive in your trip reports. These considerations include type of trip, the different modes of transportation you plan to use, and whether or not you are traveling with children or a traveler

30 who is pregnant. Your personal information is always kept confidential - viewable only by you. Please refer to ijet's Privacy Policy for more details. The traveler can also establish separate contact information to be used for all trips, as well as for each individual trip. From either a View/Edit Trip screen or from the Personal Profile Page, simply use the "Contact Info for Trip" link to open the form to enter Trip Contact information. After filling out the Trip Contact information, remember to save your data. This information will be used for contacting you while you are out on travel, as well as using your Primary Contact information. As a traveler you can enter specific contact information per trip, but this is for your use only. ijet does not use specific trip contact information for notification purposes. View/Edit Trip Figure 2

31 View/Edit Trip Figure 3 Welcome to Help Alerts An alert is important information on a key situation or breaking event. The alerts that appear on this page are specific to the trip(s) you currently have registered in Worldcue TRAVELER. To view alerts specific to your trip(s), simply click on the button at the top of any Worldcue TRAVELER page. Then click on a specific alert headline to view the alert. Below is an example of how the Alerts screen should appear:

32 Alerts Figure 1 Defining Alert Severity Travel alerts are rated at three severity levels: Critical, Warning and Informational. Critical alerts describe situations where action is required, will impact operations or travel. Warning alerts describe situations with heightened awareness, may impact operations or travel. Informational alerts describe situations we are monitoring and need situational awareness, no required immediate action. Sorting Alerts Alerts can be sorted and viewed by date, severity and geography. Alerts are sorted initially by. To sort by severity, click on the critical, warning and informational. button. Alerts will be ordered by To sort by geography, click on the button. Alerts are sorted alphabetically by destination. You may page through alerts by using the page and next links at the bottom of the page. You may also use the alphabet letters at the top of the page to jump to the alerts for destinations beginning with that letter. Welcome to Help

33 Feedback ijet is interested in knowing your feedback on specific travel intelligence information items. To access Feedback, click either the button at the top right of any screen or intelligence item (alert, advice sheet, trip report). 1. Enter the address to which you want ijet to respond. 2. Select the following types of feedback from the drop-down box. Service Comments Type in any comments or suggestions on the Worldcue TRAVELER service in the text box and click on the button. Technical Support Type any information about problems you are having accessing or using the service and click on the Intelligence Tips button. ijet appreciates any travel intelligence information you think would be appropriate for inclusion in Worldcue TRAVELER. If the travel intelligence information you want to supply to ijet is destination or category specific, please use the drop-down boxes to indicate the destination or category. This will help us route it to the specific analysts responsible for that destination or category. Type any information you want to supply and click on the or button. Additional Help You may also contact ijet Customer Service by calling toll free in the U.S. at iJET (4538). Outside the U.S., you may call The customer support desk is open Monday-Friday from 8 A.M.-5 P.M. EST. You may leave a message outside these times and a customer service representative will return your call the following business day. Welcome to Help

34 Personal Profile Click the button on the left-hand side of the screen to view and edit your personal profile. Your profile contains important information that tells ijet how to contact you and where to send your alerts. This information also helps ijet customize your personal trip reports. This profile page contains default items that will be used to create your profile unless you edit and save your preferences. Once you have saved your personalized profile information, your new default profile will be automatically applied to your trips. Personal Profile Figure 1

35 You may add additional contact information for trips by clicking on, then, and finally either or. You may also enter your contact information for each leg of your trip. When editing your trip, use the button to reach the. Enter the specific contact information for each leg of your trip, as well as specific flight information for air travel legs such as airport city codes, flight times, and flight numbers pick up and drop off locations for auto rentals, in addition to company name and telephone numbers, and finally, name and telephone numbers for hotel stays. Please remember to your entries, and all your itemized trip leg contact information will be retained. Remember, only your Default Traveling Contact Information is used when you are on a trip. Note - You can select up to three addresses for your alerts. This allows you to send your alerts alternate electronic devices, such as your cell phone, PDA or . Additionally, you may use this feature to send your alerts to family members, assistants and other colleagues. Default Contact Information This feature allows you to view/edit your default and traveling contact information, change your password, and select address for your alerts. This is the contact information used in the contact information fields for your trips unless you have set up your separate Default Traveling Contact Information. Default Travel Intelligence Report Configuration This option allows you to personally configure the content in your individual Travel Intelligence Report. Always remember to your profile information whenever changes are made in editing your profile information. Your personal profile is always kept confidential - viewable only by you. Please refer to ijet's Privacy Policy for more details.

36 Personal Profile Figure 2 In addition, in order to obtain personalized Worldcue TRAVELER reports, you must first complete the profile form. In this form, you are required to give your contact information (such as name and address). This information is used to contact you about ijet services for which you have expressed interest. It is optional for you to provide personal information (such as health and activity information), and unique identifiers, but encouraged so that ijet can provide a more personalized Worldcue TRAVELER report. Welcome to Help Travel Tips Travel Tips provides travelers with intelligence information tip sheets on a broad range of topics. This information is not specific to a destination.

37 View Travel Tips Click the "Travel Tips" button at the top of the screen to navigate to the "At a Glance" page for tips. Here you see the key tip topics by category. Click on the category links at the top of the page to navigate to the full list of tip sheets for each category. Click on any specific tip category title to view the tip details. Print Travel Tips A printer friendly version of tip pages exists should you want to print a sheet directly from Worldcue TRAVELER. Click the portion of the travel tips window. button on the top-left Welcome to Help Tools Worldcue TRAVELER provides you with the following useful travel-oriented tools: Type the destination name or airport code in the text box and press Enter to see the current conditions and five-day forecast. Alternately, you can click on a letter next to the text box to display a list of country destinations beginning with that letter. Country capitals are displayed in all uppercase. Type the destination name or airport code in the text box and press Enter to see the local time. Alternately, you can click on an alphabet letter next to the text box to display a list of country destinations beginning with that letter. Country capitals are displayed in all upper case. View an alphabetical list of international telephone country codes.

38 View an alphabetically sorted list of major airline carriers and codes by region. Timatic health requirements for visiting or stopping over in various locations around the world. Simply use the Timatic link to open a window to enter your start point, any stopovers and previously visited locations, and to submit. The necessary health information will be provided to you for printing. Timatic Entry/Exit requirements for visiting various locations around the world. Simply use the Timatic link to open a window to enter your start point, any stopovers and previously visited locations, and to submit. The necessary entry/exit information will be provided to you for printing. Welcome to Help Order Trip If your account has been set up to allow for the purchasing of additional trips through the Traveler Interface, you will have access to the Order Trip button located next to the My Trips button. This function allows you to order additional trips in Worldcue TRAVELER. Click on the button to order a new trip in your account. Select Your Itinerary 1. Click on the button; you may add up to eight trip legs. For each leg, choose your departure and arrival dates using the button. Next, choose your locations from the drop-down menus and click the button to return to the Order Trip page. 2. You may then add a new trip leg by clicking on the link again or you may delete a leg by clicking on the button next to the leg you wish to delete.

39 Select Payment Option 1. If you are ordering this service for the first time, you will have to enter your credit card information. Please note the fields marked with an asterisk ( * ) are required to complete the transaction. If you have chosen to keep your credit card on file previously, you will see your credit card account information automatically displayed. 2. Check the check box at the bottom if you prefer your information to be stored and available to when ordering your next trip. 3. Click the button to complete the transaction and view your new trip itinerary.

40 Thank you for using Worldcue(R)! Welcome to Help

41 About ijet Intelligent Risk Systems ijet is a leader in enterprise risk management technology and integrated crisis response services. Since 1999, ijet has helped over 350 of the world's largest multinational organizations to costeffectively mitigate global risks, reduce corporate liability, and successfully prepare for and respond to crises. ijet's patented Worldcue system integrates world-class intelligence with unmatched technology to help organizations monitor and assess threats relative to facilities and assets, track and communicate with traveling employees, and deploy emergency response services throughout the world at a moments notice. ijet's diverse and experienced intelligence analysts speak a combined 20 languages and work around the clock to monitor changing conditions worldwide and deliver timely, actionable intelligence to clients, so they can make pertinent, informed decisions across all classes of risk. ijet continues to receive high praise for its groundbreaking innovations and efficiency, and was most recently recognized by CIO Magazine as one of the "Top 100 Agile Companies of 2004".