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 confirmation comes to your inbox, not theirs, so you stay in control of any changes. Everything else runs on the flight number: we watch the flight, and a delay costs nothing.
The one thing not to forget:
Write the passenger’s name in the note field. Without it the sign carries your name, and your guest walks past a driver holding a stranger’s card.
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 with meet-and-greet booked (€8) it becomes the name on the card in the arrivals hall. 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 confirmation email goes to the address you booked with. Forward it to your traveller and they have the driver’s details, the fixed price and the pickup point in one message — useful precisely when they land somewhere with no roaming and a dead battery. Keep the original: any change runs through the address that made the booking.
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, ask for the invoice in the note field and give the billing name and address — you receive a proper invoice for your expense report rather than a card receipt. If you arrange transfers regularly, this is worth doing properly once instead of every time.
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 fixed, all per vehicle.
Discretion and Changes
Drivers see the route, the name and your note — nothing else, 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.