Airport Transfer Bookings: The 12-Point Capture Checklist (2026)

Airport transfers are the highest-margin work most operators handle, and the most likely to end in an argument about waiting time. Nearly every dispute traces back to a detail nobody captured at booking. Below is the 12-point checklist an AI assistant on WhatsApp can collect in one conversation, a comparison of how each booking channel performs on capture, and the policies you should publish before the next flight lands.

The 12-point capture checklist

1. Flight number — the only reliable key for tracking arrival changes.
2. Airline and origin airport — needed when a flight number is mistyped.
3. Scheduled arrival or departure time, with the local time zone stated.
4. Terminal, and whether the passenger clears immigration there.
5. Arrivals hall meeting point, or kerbside pickup if meet-and-greet is not booked.
6. Name board wording — the exact spelling the passenger expects to see.
7. Passenger count and luggage count, including oversized items such as skis or golf bags.
8. Child seats required, with ages, since this changes the vehicle.
9. Vehicle class booked, and what the fallback is if that class is unavailable.
10. Waiting allowance included, in minutes, plus the per-hour rate after it.
11. Flight-delay policy — whether the driver re-times automatically and at whose cost.
12. Payment status — paid in full, deposit taken, or account billed.

Items 10 and 11 are the two that prevent chargebacks. Put both in writing inside the confirmation message, not only in your terms page.

Which booking channel actually captures all 12?

Policies to publish before you automate

• Free waiting time for domestic arrivals versus international arrivals, in minutes.
• Waiting rate after the free allowance, billed per hour or part hour.
• What happens on a cancelled flight versus a delayed flight.
• Whether meet-and-greet with a name board is included or a supplement.
• Parking and toll recovery — included in the quote or added afterwards.
• No-show definition and the deposit treatment when it applies.

How to choose your airport setup

If most of your airport work is corporate

Prioritise meet-and-greet accuracy and account billing. The name board spelling and a single point of contact matter more than saving a few minutes of quoting time.

If most of your airport work is leisure

Prioritise deposits and reminders. Leisure passengers book earlier and cancel later, so an in-chat card payment and a reminder the day before protect the slot.

If you subcontract overflow

Make the 12 points part of the job sheet you pass on, otherwise the subcontractor's driver inherits a booking with none of the context the passenger expects.

Frequently asked questions

Can an AI assistant track flight delays?

It captures the flight number and terminal at booking, which is the prerequisite for any delay handling and for evidencing timings if waiting time is later challenged.

What does BookingBot cost for airport work?

The same licence as everything else: $500 one off for Starter, $900 one off for Pro Fleet, with $100–$200 maintenance applicable after the first 30 days from deployment.

Do passengers really answer 12 questions in chat?

They answer them conversationally, a few at a time, which is why messaging outperforms a form that shows all 12 fields at once.

Want your own airport policies wired into an assistant? Email info@taxi-webdesign.com or message USA (402) 816-6183, UK +44 7453 415289, AU +61 489 987 682.