Book for the person who will travel
Use the passenger’s name and a phone number that can be reached during the journey. Enter an email address monitored by the person responsible for the booking, then pass the confirmed pickup details to the traveller. The form has one email field: it does not automatically send separate copies to every colleague, receptionist or agency contact.
- Enter the actual pickup entrance and destination, travel date, time and passenger count. Select the vehicle for the entire party, including children.
- Add the flight number for an airport arrival. Use the remarks field for a hotel entrance, reception contact or a special request; never add card details, identity documents or sensitive personal information.
- Check the quoted route, vehicle and offered payment option before submitting. Keep the booking reference and verify the confirmation status rather than treating a saved reference as a guaranteed vehicle.
- Forward the accepted meeting instructions to the traveller. If the journey changes, contact dispatch using that same reference instead of creating a duplicate booking.
For hotel receptions: an entrance, not just a hotel name
Confirm which property the guest is staying at, especially when a hotel brand has several Brussels locations. Indicate the street entrance used for departure, whether the guest will wait at reception and how the passenger can be reached. For a group leaving after checkout, confirm the number of people and mention bulky luggage before choosing the vehicle. A reception contact can help coordinate the meeting, but it should not replace a reachable passenger contact when the traveller has already left the hotel. For an airport arrival, share the operator’s confirmed meeting instructions rather than sending the guest to an assumed taxi rank.
For companies: identify the traveller and billing details
When booking for a colleague, keep the traveller’s name separate from the company’s legal name. The booking form includes a company invoice request with company-name and VAT-number fields. Select that request and enter the correct billing entity. If an invoice needs an internal purchase-order reference or a particular billing contact, ask dispatch about the required information; the form does not promise an automatically generated invoice or monthly credit account. Check internally who should pay using the option offered during booking. The confirmation and reference should remain accessible to the person travelling, not only to the colleague who arranged the trip.
For travel agencies: make the handover clear
A transfer can form one part of a larger itinerary. Check the flight date and airport code against the passenger’s actual ticket, then identify the final hotel or street address rather than only the destination city. Share the traveller’s reachable contact with their permission and tell them who will handle a change request. If you arrange an outward and return journey, review each leg’s address and time independently. Dispatch follows live flight information when the relevant flight number is provided, but a changed flight or passenger contact should still be reported directly. Keep any special request with the booking so the handover does not rely on an unrelated email chain.
Share a booking link with your guests
You can use the link below in your own travel instructions or send it to a guest who prefers to complete the booking. The optional public organisation name identifies where the link was shared. The guest still chooses the addresses, date and vehicle and reviews the conditions in the normal booking form. No customer information belongs in the link. Creating it does not establish a partnership or special commercial terms; contact dispatch separately to discuss any specific organisational needs.
Coordinate with dispatch
Our service and dispatch operate 24/7. Contact us with the booking reference for an amended flight, a meeting detail or a cancellation request. A message asking for a change does not itself confirm that the new arrangement is accepted. Cancellation is free only when the request is received and confirmed at least 24 hours before pickup. For a complaint or a personal-data request, use the same published contact and identify the relevant journey without sending unnecessary sensitive documents.
Useful information to share before travel
Before you travel
Frequently asked questions
Can I book for a guest without travelling myself?+
Yes. Enter the actual passenger’s name and a reachable contact, and use an email address monitored for the booking. Share the accepted pickup instructions with the traveller. If you also need a reception or organiser contact, describe the practical arrangement in the remarks or contact dispatch.
How do I request a company invoice?+
Select the company invoice option in the booking form and complete the company name and VAT number. Contact dispatch with the booking reference for any additional billing requirement. This is an invoice request, not a promise of automatic invoicing or a credit arrangement.
Does a shared booking link reserve a vehicle?+
No. The link opens the ordinary booking form. The traveller must enter the journey, check the available vehicle and payment options and complete the booking process. The link contains no guaranteed availability or special price.
Who should tell dispatch about a changed flight or pickup?+
The traveller or the person managing the booking should contact dispatch with the reference and the changed details. Agree who will make that request so the same journey is not changed twice. Wait for confirmation of the revised arrangement.