A significant number of Fare 1 bookings are made by someone who will not be in the vehicle. A PA booking an airport transfer for an executive. A family member arranging transport for an elderly parent. A host organising a pickup for an arriving guest. A business arranging a wedding transfer for a client.
The booking process accommodates all of these. The key is knowing which details to use and what the driver needs to identify the passenger at the pickup point.
Whose contact details to use
The booking form has two relevant sets of details: the booker's account information and the passenger contact information.
The passenger's mobile number is the most important field. This is the number the driver will call or message if there is any difficulty finding the passenger at the pickup point. If the passenger does not have a mobile, use the booker's number — but understand that the driver will call that number, not the passenger's location.
The name on the booking is what the driver will use when identifying the passenger, including at airport meet and greet. Use the name the driver should look for — typically the passenger's name, not the booker's. If the driver is waiting in Arrivals with a name board, it should say the passenger's name unless you specifically want it to say something else (a company name, for example).
Email for confirmation and receipt. The confirmation email and receipt go to the email address entered at booking. If you are a PA booking on a corporate account and need the receipt for expenses, use the account email. If the passenger needs the confirmation (to show at the gate, for example), use the passenger's email — or forward the confirmation email after booking.
Airport and cruise pickups: what the passenger needs to know
If you are booking an airport or cruise pickup for someone else, make sure they know:
- That a driver will be waiting for them. This sounds obvious but is occasionally missed when communication between the booker and the passenger is brief.
- Where to meet the driver. For airport arrivals, the driver will be in the Arrivals hall with a name board. For cruise terminal disembarkations, the driver will be in the designated meeting area outside the terminal. Tell the passenger which terminal or which ship if relevant.
- The driver's name and vehicle. Once the driver is assigned, the confirmation is updated with driver name and vehicle details. Forward this to the passenger so they know who they are looking for.
- The contact number. Give the passenger the driver's contact number (provided in the booking confirmation) or the Fare 1 support number in case they cannot locate the driver.
Payment
The person who books pays. Payment is taken from the card or PayPal account entered at checkout by the booker. The passenger does not pay anything on the day. There is no cash exchange, no tip expected, no card reader in the vehicle.
This is often a significant advantage when booking for elderly parents or guests who may find the payment process confusing or who do not carry the right cards. The journey is fully paid for before it begins; the passenger simply gets in and gets out.
Corporate accounts and invoicing. If you book regularly on behalf of clients or guests, a corporate account allows bookings to be invoiced monthly rather than paid per trip. This simplifies expense reporting and removes the need to enter card details on every booking.
Receipts for bookings made on behalf of others
The receipt is issued to the email address on the booking. For expense purposes, the receipt includes full journey details, fare breakdown, and payment confirmation. If a receipt needs to show a specific company name or reference number, add it in the booking notes — we can include it in the confirmation documents.
Adding instructions for the passenger in the notes
The booking notes field is useful for third-party bookings. Examples of what to include:
- "Passenger is an elderly lady travelling alone. Please assist with luggage and confirm she is safely seated before departing."
- "Passenger will exit via the business arrivals route at T5. Name board should read [Surname]."
- "Passenger does not speak much English. Pickup is confirmed as [address]. Drop-off is confirmed as [address]. No route change required."
- "This is a medical appointment transfer. Passenger may need assistance at the drop-off address."
Notes go to the driver and to the dispatch team. They are not visible to the passenger unless the passenger has access to the booker's account.
Recurring bookings for regular passengers
If you book for the same person repeatedly — a regular client airport run, a weekly transfer for a family member — the booking history is saved in your account. The passenger profile builds over time, which makes re-booking straightforward and allows preferences (vehicle category, quiet ride, specific pickup notes) to be added once and carried forward.
Book a transfer on behalf of someone else at book.fare1.co.uk. Enter the passenger's name and mobile for the driver, and your email for the receipt and confirmation.