Booking a Transfer for Someone Else: The Details That Decide How It Goes

The Short Answer

Book it in your own name and put the traveller’s name in the note field — that is the name we print on the sign at arrivals. The email asking you to confirm the reservation comes to your inbox, not theirs, so changes stay with you. Everything else runs on the flight number: we watch the flight, and a delay costs nothing.

Whose Name Goes on the Sign

The booking form asks for one name, and it means yours — you are the contact we call if something needs deciding. The person who actually flies goes in the note field, together with anything the driver should know: “Passenger: Dr. Ines Brandt, arriving alone, two cases.”

That note is what the driver reads before setting off, and it is the name on the sign in the arrivals hall — a name sign comes with every airport pickup. Meet-and-greet (€8) only changes the timing: the driver is already standing there as your guest walks out. It is the single detail that most often goes wrong when an assistant books, and the single easiest one to get right.

Where the Confirmation Lands

The booking email goes to the address you booked with, and it asks you to confirm the reservation — one click on the link in it turns the reservation into a confirmed booking. Treat that link as a key: anyone who has it can change or cancel the booking, so do not forward the email. Send your traveller the facts instead — date, time, pickup point, vehicle — and the driver’s name and phone number, which appear on the booking page once a driver has been assigned.

When the Flight Moves and Your Traveller Is in the Air

This is the situation the whole arrangement is built for: the departure slips by two hours, and the one person who could tell us is at 10,000 metres with the phone off. You do not need to do anything. We track the flight number and move the pickup with it.

After landing there are 60 minutes of free waiting time (45 on domestic arrivals), which covers a slow passport queue or a bag that takes its time. A rebooking onto a different flight is the one case where you do have to tell us — send the new flight number and the pickup follows it.

Getting the Invoice onto the Company

For a single booking the driver issues the invoice in the car at the end of the ride, so the person who has to ask for it is the traveller, not you. Tell them to ask the driver for it before getting out — an invoice cannot be issued afterwards. Billing data does not belong in the note field: the driver reads that note on screen, and it holds 200 characters at most. If you need invoices on the company as a matter of course, a corporate account is the clean way to do it.

When It Becomes a Routine

Past a handful of transfers a month, a corporate account changes the arithmetic: one consolidated invoice instead of a stack of receipts, cost centres per department, several authorised bookers in the same account, and a named contact who already knows your routes. Our business page explains the setup — it takes days, not weeks.

Choosing the Car for Someone Else

Two questions settle it: how many bags, and who is being met. A single traveller with cabin luggage into the centre is fine in the Economy at €44. For a client or a board member, the E-Class Business at €58 is the one that reads right on arrival; the S-Class First Class at €88 is for the occasions where the arrival is part of the impression. All per vehicle, all fixed in advance — with two additions worth knowing: pickups between 19:00 and 07:00 carry a night surcharge of €4, and paying by card adds a processing fee, while cash does not.

Discretion and Changes

Drivers see what they need for the job: route, name, phone number, flight number, vehicle class, number of passengers, child seats, your note, the price and the payment method — nothing about why your guest is travelling, and they are used to guests who would rather travel in silence. Cancellation is free up to 24 hours before pickup, so a meeting that collapses on Thursday costs nothing if the car was for Saturday.