BUSINESS PORTAL OPERATING INSTRUCTIONS

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1 Table of Contents BUSINESS PORTAL OPERATING INSTRUCTIONS Business Portal Operating Instructions STIB 1

2 Table of Contents Foreword General points Required configuration eid access Creating users The dashboard Unit contact details The encoding STIB or MTB season tickets Ordering a season ticket Simple Order Multiple order(s) (Excel file) Order confirmation Modifying an order Deleting an order Postponing the start date of season tickets Managing season ticket renewals MOBIB Basic cards (optional) Order new MOBIB Basic cards Ordering trips for existing MOBIB Basic Cards Business Portal Operating Instructions STIB 2

3 Foreword The STIB Business Portal is a web platform that you can use, as a third party unit, to manage your employees season tickets (orders, renewals) and orders for MOBIB Basic cards and 10 journey tickets loaded onto these. 1. General points 1. 1 Required configuration This is the description of the equipment needed to work with the STIB Business Portal: Electronic ID card (eid) reader Operating system: WINDOWS 7 and 8.1 MAC OS X (10.9 Maverick and Yosemite) Web browser: Internet Explorer 11 and the last version of Java Safari 7 and 8 on Mac OS only (not Windows) and Java Version 8.60 Google Chrome from version 24 and 39 and downloaded Middleware eid version 4.0.7: (see website: Firefox from version 34 and Java Version 8.60 MS Office: MS Office , based only on the templates provided on the website, for both Windows PC and Mac Note: the STIB platform is not supported by tablets or smartphones 1.2 eid access In order to log in, you must have your Belgian electronic identity card and the associated PIN code. For more information about using the eid card, please visit: Business Portal Operating Instructions STIB 3

Launch the Business Portal home page from: https://business.stib-mivb.be You are taken to the LOGIN page.

Creating users Only the Administrator, configured by STIB and appointed by the unit, can create other users.

4 Launch the Business Portal home page from: You are taken to the LOGIN page. Insert your Belgian identity card into the reader and click on Next. Enter your PIN code. 2. Creating users Only the Administrator, configured by STIB and appointed by the unit, can create other users. The Administrator has access to all the Business Portal s functionalities. There is only one Administrator per unit. The only profile that can currently be created by the Administrator is: - Manager: this user has access to all functionalities, except user management. Business Portal Operating Instructions STIB 4

To create new users, the Administrator must go to the Configuration tab. Click on Create a user. The screen for entering the user data is displayed: Enter the details for the new user and save.

5 To create new users, the Administrator must go to the Configuration tab. Click on Create a user. The screen for entering the user data is displayed: Enter the details for the new user and save. An activation will be sent to this new user. The user must click on the link in this to be activated as a Business Portal user. *Every field marked by an asterisk is compulsory. Business Portal Operating Instructions STIB 5

Below is an example of the activation email sent to the user: 3.

This screen gives you an overview of the order status for new season tickets, season ticket renewals and any MOBIB

6 Below is an example of the activation sent to the user: 3. The dashboard Once you have logged in, you are automatically taken to the Dashboard page. This screen gives you an overview of the order status for new season tickets, season ticket renewals and any MOBIB basic cards that you may have. If you manage season tickets for several units, you can select each unit from the dropdown menu in the top right: Business Portal Operating Instructions STIB 6

An email is sent to the users for every warning: New season tickets These warnings are generated 7 days before the 15th of the month preceding the start date of a new season ticket.

7 Each of the sections of this screen can be opened by clicking on. You can then obtain further information about a section by clicking on Details. - The upper section contains the various warning messages. An is sent to the users for every warning: New season tickets These warnings are generated 7 days before the 15th of the month preceding the start date of a new season ticket. These warnings remind the users that they have only 7 days to complete the order for their new season tickets. Renewals A 1st warning is generated on the first day of the month provided that renewals are available. This warning informs the users. A 2nd warning is generated 7 days after the last day of the month and reminds the users that they have only 7 days to process their renewals, before it is done automatically. Postponed season tickets A warning, generated on the 26th of the month, informs the users that some of their orders for new season tickets have had to be postponed. MOBIB Basic Warning generated every Monday informing the users that some of their MOBIB Basic cards have less than 5 journeys remaining. Business Portal Operating Instructions STIB 7

8 Example of warnings - The statuses of the Pending orders - The statuses of the Confirmed orders - The lower section contains the number of employees who have an active season ticket and the number of MOBIB Basic cards in the unit. Business Portal Operating Instructions STIB 8

9 4. Unit contact details This screen contains the contact details for your unit as communicated to STIB. These details can only be changed by STIB and if the business number changes, a new agreement and a new company code will have to be set up. The new details must be communicated by to b2b@stib.irisnet.be. 5. The encoding 5.1 STIB or MTB season tickets In the upper part of the screen, click on the Season tickets tab. The list of active existing STIB/MTB season tickets is displayed. Business Portal Operating Instructions STIB 9

importing an Excel file (the template can be

details of new season ticket holders. 5.1.

A window opens so you can set up the new

There are two possible scenarios: 2400 999

already has a MOBIB card from STIB or another

Check the box: The user has a MOBIB card.

card (19 digits without the / ) and the date

/ // 653 456 639 456 123 123 /1 901 8012 112

IVB B-M STI IVB B-M STI ANIE PHAN STE PH STE

24003N de puce 2345 6789 101X1 121 999 999 N

another operator (De Lijn, SNCB or TEC) will

10 Table of Contents Ordering a season ticket You can create simple orders using the application s interface or encode multiple orders by importing an Excel file (the template can be found on the Business Portal), containing the details of new season ticket holders Simple order Click on Simple order. A window opens so you can set up the new season ticket holder. There are two possible scenarios: E ither the new season ticket holder already has a MOBIB card from STIB or another operator (De Lijn, TEC or SNCB)*. Check the box: The user has a MOBIB card. Then enter the user number given on the MOBIB card (19 digits without the / ) and the date of birth. / // / / IVB B-M STI IVB B-M STI ANIE PHAN STE PH STE 1980IE 04/ 17/ ES CA ES CA Stéphanie Caes 24003N de puce X N de lotx *The card from another operator (De Lijn, SNCB or TEC) will be presented beforehand at a STIB vending machine so 5:51:3 that5itpmcan be recognised and integrated into the STIB database. 5/21/08 carte.indd 1 Business Portal Operating Instructions STIB 10

ticket start date. Fields marked with an asterisk are compulsory. - Or the new season ticket holder does not yet have a STIB MOBIB card.

11 The future season ticket holder is recognised and his contact details appear on the encoding screen. You should still complete the postal address, address (optional), employee ID (optional), the type of STIB or MTB season ticket and the season ticket start date. Fields marked with an asterisk are compulsory. - Or the new season ticket holder does not yet have a STIB MOBIB card. Tick the box: The user doesn t have a MOBIB card. You will then have to complete all the fields (surname, first name, date of birth, national registration number, etc.). Business Portal Operating Instructions STIB 11

12 - You must also send us a picture of the season ticket holder either: By upload In the Picture section, select Uploaded by administrator. Locate the picture using Browse. Drop the picture into the grey box to centre it. Click on then close the window by clicking on Business Portal Operating Instructions STIB 12

13 By post Select the option Sent by mail. By asking the staff members to upload their picture Select the option Sent by staff member. An will be sent to the season ticket holders asking them to upload their picture. Once you have finished encoding, you can save the order by clicking on S a v e. The order can still be modified or deleted later, see and WARNING: the order will be saved but has not yet been sent to STIB. To complete the order, see Order Confirmation. The window is closed and you return to the list of season ticket orders. WARNING: If you exit the encoding window without clicking on Save, all changes will be lost Multiple order(s) (Excel file) Click on Multiple Order(s). A window is displayed asking you to download the Excel file (this file must comply with the new STIB Template ). Save this on a location of your choosing and enter the information regarding the season tickets you wish to order. Select the location of the Excel file containing the orders by clicking on Browse. Then click on Send. The file is then verified. A verification window appears giving the number of lines treated and any errors. Business Portal Operating Instructions STIB 13

You can download the error file to correct it and import it again in the Business Portal. 5.1.

14 Once the file has been imported you can view all the encoded orders. You can then upload your employees pictures using the procedure described on page 13. You can download the error file to correct it and import it again in the Business Portal Confirming orders Return to the list of new orders by clicking on the New season tickets tab. You can select the encoded season tickets that you now want to confirm. Click on Confirm. Business Portal Operating Instructions STIB 14

The confirmed season ticket orders are then displayed in

change to Delivered : On the 1st day of the start month

15 The confirmed season ticket orders are then displayed in the Status of the orders tab and can no longer be modified. When STIB issues the season tickets, their status will change to Delivered : On the 1st day of the start month of the season ticket, it will move to the Active season tickets section: Business Portal Operating Instructions STIB 15

5.1.1.4 Modifying an order Saved orders that are not yet confirmed can still be modified or deleted. Click on New season tickets. Confirmed orders can no longer be modified or deleted.

16 Modifying an order Saved orders that are not yet confirmed can still be modified or deleted. Click on New season tickets. Confirmed orders can no longer be modified or deleted. To modify an order, click on the Modify link corresponding to the line to change. The order detail is displayed. You can change the fields before saving by clicking on S a v e Deleting an order Click on the New Season Tickets tab to access the list of season ticket orders. To delete an order, select the order(s) to delete then click on Delete order(s) at the bottom of the screen Postponing the start date of season tickets Season tickets ordered but where the order has not been confirmed by the 16th of the month before the month of delivery, will automatically be postponed until the 1st of the following month Managing season ticket renewals Click on the Renewals tab. All the season tickets to renew are automatically displayed in the list at the start of each month. Business Portal Operating Instructions STIB 16

17 You can then deselect the season tickets you do not want to renew. Then click on Update selection to save the selected or deselected statuses of each renewal or Confirm to complete the renewal of the selected season tickets. WARNING: if you do not take any action, all the season tickets displayed in the list will automatically be renewed. Season tickets for renewal can also be changed by clicking on Modify. You can then change the postal and addresses of the season ticket holder as well as the desired type of season ticket.. Business Portal Operating Instructions STIB 17

Importing and exporting renewals in Excel format: Renewals can be exported in Excel format by clicking on Export on the following screen: You can then

18 Importing and exporting renewals in Excel format: Renewals can be exported in Excel format by clicking on Export on the following screen: You can then change the renewals contained in the Excel files, save and import it into the renewals screen by clicking on import and giving the file s location in the following screen: 5.2 MOBIB Basic cards Order new MOBIB Basic cards You can also use the STIB platform to order MOBIB Basic cards and load them with JUMP 10 journey tickets. Click on the MOBIB Basic tab to access the list of your unit s MOBIB Basic cards. Business Portal Operating Instructions STIB 18

Click on Order new card(s), select the number of cards required and the number of 10 journey tickets to be loaded on the cards. Then click on Order. 5.2.

Click on Order on the line corresponding to the MOBIB Basic card you want to recharge.

A meter allows you to check the number of journeys left on each MOBIB Basic card at any time. This value is an estimation.

19 Click on Order new card(s), select the number of cards required and the number of 10 journey tickets to be loaded on the cards. Then click on Order Order trips for existing MOBIB Basic Cards You can recharge existing MOBIB Basic cards (that have been ordered through the B2B website). Click on Order on the line corresponding to the MOBIB Basic card you want to recharge. Select the number of 10 journey tickets to be loaded on the card and click on Order. A meter allows you to check the number of journeys left on each MOBIB Basic card at any time. This value is an estimation. It represents the number of journeys available 48 hours before checking. You can also link a MOBIB Basic card to an employee, a employee ID, a department, etc. by clicking in the Description column. You can also check the history of recharges of a MOBIB Basic card by clicking on History. Business Portal Operating Instructions STIB 19

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