1. Open tomorrow before closing today.
Review tomorrow’s jobs while there is still time to resolve missing details. Group the work by pickup time and location, then look for jobs without a named driver, vehicle or confirmed partner.
Treat availability as a question to verify. A calendar gap does not prove a vehicle has the right capacity, the driver can reach the pickup, or a partner has accepted the work.
- Confirm the service, passenger count and luggage.
- Check driver and vehicle coverage for each job.
- Allow for travel between assignments and known operating constraints.
2. Put exceptions ahead of routine work.
Start the shift with a short attention list: missing flight details, overlapping assignments, an unanswered partner request, a changed meeting point or an instruction not yet acknowledged.
For each exception, record who owns the next action. Sending a message is not the same as receiving a response. Keep the item open until the relevant person or record confirms the result.
- Name the person resolving each exception.
- Check the latest customer reply against the booking.
- Distinguish a tender response from an awarded job.
3. Send a complete brief.
The driver needs the pickup and destination, timing, passenger contact and the instruction that makes this journey different. Include stops and luggage details when they affect the service.
Ask the driver to review critical instructions before departure. Where location sharing is used, make sure the team understands its active-trip scope and what happens if the device loses signal.
- Verify the terminal, hotel entrance or meeting point.
- Keep passenger instructions attached to the job.
- Check the driver’s acceptance and relevant acknowledgements.
4. Keep the plan and the actual status separate.
An estimated flight arrival is information for a decision. It is not automatically a new passenger pickup time. Review the impact on the customer, driver and subsequent jobs before changing the plan.
During the journey, use the current status and its time. If an update is queued offline or needs attention, do not treat it as a confirmed update from the server. Contact the driver when the situation cannot wait.
- Confirm changes before notifying affected people.
- Check status timestamps and unresolved sync states.
- Record the reason for a material change.
5. Close the shift with a useful handover.
Leave the next dispatcher a small list of open decisions, not a history of every conversation. Include the booking reference, current state, owner and next checkpoint.
Review completed work for missing proof, receipts or partner crew details. Pass financial exceptions to the right person while keeping them connected to the journey.
- List unassigned or unconfirmed work.
- Record outstanding customer and partner replies.
- Link incomplete receipts or billing items to their jobs.