How to take airport transfer bookings by phone: the questions and the confirmation
Sado AI team · · 4 min read
In short
When you take an airport transfer booking by phone, write down eight things: flight number, arrival date and time, airport, number of passengers, luggage, child seat, address and a contact number. Night arrivals cause the most mistakes, so ask exactly which night it is. If the guest calls from abroad, take a Telegram number too. The day before arrival, confirm the booking with the driver’s name, the car and the meeting point. The dispatcher tracks the flight by its number.
What to record for a transfer booking
| Field | Example | Why |
|---|---|---|
| Flight number | AB 123 | If the flight is delayed, the new time is found by number |
| Arrival date and time | 15 November, 02:30 | Tashkent time; for night arrivals, check the date again |
| Airport | Tashkent, international flights | So the driver knows where to wait |
| Passengers | 3 adults, 1 child | Type of car |
| Luggage | 4 suitcases, a pushchair | Whether a saloon fits or a minivan is needed |
| Child seat | Yes, child is 2 | To have it ready |
| Address | Hotel or home | Price and journey time |
| Contact | Telegram number | A foreign number may be off while roaming |
Turn this table into a booking form: every call asks the questions in the same order, so nothing is forgotten. If the guest doesn’t know something yet (say, the flight number), ask them to send it to your Telegram later.
Where mistakes happen
- Night flights. “15 November at 2:30” sometimes means the night of the 14th to the 15th and sometimes the 15th to the 16th. Ask back: “So that’s the night from Thursday to Friday?”
- Time difference. Guests may give the departure time in their own city’s time. Ask for the arrival time in Tashkent time, or check it by flight number.
- The city. Some guests land in Samarkand or Bukhara, not Tashkent: ask which city.
- Luggage. Skis, a bicycle or four big suitcases won’t fit in a saloon.
- Contact. A foreign number may not get through, so take a Telegram or WhatsApp number too.
A sample call
Caller: Assalomu alaykum, we need an airport transfer. 15 November, we land at half past two at night.
Sado: Va alaykum assalom, Yo‘ldosh Transfer. Let me check: is that the night from Thursday to Friday?
Caller: Yes, we fly out of Moscow on Thursday evening.
Sado: I see. What’s the flight number? How many people and how many suitcases?
Caller: AB 123. Three of us, four suitcases and a pushchair.
Sado: Then we’ll send a minivan. Where are we going?
Caller: Home, to Chilanzar. My Telegram is 90 765 43 21.
Sado: Done, it’s booked. On Thursday afternoon we’ll send the driver’s name and car number to your Telegram. Have a good flight!
One question, “the night from Thursday to Friday?”, saved the driver from arriving a day late.
Confirm the day before arrival
- Check the flight number and arrival time again.
- Give or send the driver’s name, the car model and its number plate.
- Name the meeting point: for example, at the exit, with a name sign.
- Say what happens if the flight is late: the dispatcher tracks it and the driver comes for the new time. That’s your staff’s job.
- Remind them of the payment rule: cash, card or prepayment, as your company decides.
Handing the calls to an AI operator
Transfer requests often come at night because the guest is in another time zone. An AI operator for incoming calls answers every call at once, day and night, in Uzbek and Russian. It asks your questions, including the date check for night arrivals, quotes the price from your price list and records the booking in the portal’s Requests section.
Confirmation calls go out through AI outbound calls: you upload tomorrow’s transfers as an Excel file. Each call card can go to your dispatchers’ Telegram group. Try it live or call 78 778 01 23.
Questions
Who tracks flight delays?
The dispatcher or the driver tracks the flight by its number. That’s why the flight number is the most important field in the booking.
What if the guest speaks English?
Sado’s operator speaks Uzbek and Russian. Set a rule for English calls: the call is transferred to a staff member, or that person calls back.
May we give the guest’s number to the driver?
Share only what this trip needs: name, number, flight. Uzbekistan has a law on personal data, so don’t pass on anything extra.