Operational checklists for transfer companies

The standard a premium pickup is judged by, from parking the car to closing the door. Print it, laminate it, hand it to every new chauffeur.

1. 1Check the live arrival time before leaving base — depart against the actual landing, not the schedule.
2. 2Park legally and note the spot; allow buffer to be inside the terminal 10 minutes before passengers clear arrivals.
3. 3Prepare the name board: passenger surname and company logo, printed large — no handwriting on scrap paper.
4. 4Confirm the meeting point matches the booking (arrivals exit, belt area where permitted, or agreed landmark).
5. 5Stand visible with the board raised as passengers exit; phone on loud, dispatch informed you're in position.
6. 6Greet by name, introduce yourself, and take the luggage — heaviest pieces first, fragile items asked about.
7. 7Walk at the guest's pace to the vehicle; open doors, load luggage, confirm the destination before moving.
8. 8Offer water and phone charging; confirm preferred temperature and route notes (stops, quiet ride, receipts).
9. 9Update the ride status at each stage — on location, passenger on board, completed — so dispatch and the client see progress.
10. 10After drop-off: check the seats for forgotten items before leaving, then mark the ride complete.

Included waiting counts from the actual landing; if the wait approaches the included limit, dispatch — not the chauffeur — contacts the client about paid waiting.

Everything that must exist before a new chauffeur's first solo ride. One pass through this list prevents ninety percent of first-month incidents.

1. 1Licences verified and copied: driving licence, passenger-transport permit or card required in your country, ID.
2. 2Medical/psychological certificates valid where required — expiry dates entered into the system with reminders.
3. 3Criminal-record and background checks completed per your market's rules; documented in the driver file.
4. 4Contract, wage or settlement model, and confidentiality signed — including the no-poaching rule for partner guests.
5. 5Vehicle familiarisation: assigned car, fuel/charging routine, cleaning standard, damage-reporting procedure.
6. 6Driver app installed and tested: login, ride statuses, navigation handoff, photo/signature capture where used.
7. 7Communication standard trained: greeting script, dress code, phone etiquette, what never to discuss with guests.
8. 8Meet & greet procedure walked through physically at the airport — meeting points, parking, name-board standard.
9. 9Escalation paths memorised: breakdown, accident, no-show, aggressive passenger, lost property — who to call, in what order.
10. 10First three rides shadowed or reviewed: dispatch checks statuses, timing and client feedback before full release.
11. 11Payout and expense rules explained: fuel cards, tolls, parking receipts, gratuities — what's reimbursed and how.
12. 12Driver file complete in the system: documents, expiry alerts, assigned vehicle, emergency contact.

The dispatch-side procedure that makes airport work calm: what happens automatically, and what a human checks at each stage.

1. 1At booking: flight number captured and attached; pickup time linked to the flight, not typed as free text.
2. 2Day before: assignment confirmed — chauffeur, vehicle class, name-board name; special requests (child seat, extra luggage) staged.
3. 3Landing minus ~90 min: verify the flight is tracked and the ETA is live; reassign proactively if the roster changed.
4. 4On delay: pickup shifts with the actual ETA; confirm the chauffeur acknowledged the push notification.
5. 5Landing: chauffeur marks 'on location'; if the status is missing, call before the passenger clears arrivals — not after.
6. 6Waiting clock: monitor included waiting against the actual landing; contact the client about paid waiting before it starts.
7. 7No-show path: after the included wait, run the contact procedure (call passenger, call booker, document attempts) before releasing the car.
8. 8Completion: ride marked complete triggers invoicing; partner rides carry the reference for the consolidated invoice.

Every timestamp in this flow doubles as your evidence trail — for the client, and for the booking-record duties most European regimes impose.