Limo Company Operations Checklist: Dispatch Edition

A well-run limo dispatch operation looks effortless from the outside. Behind that is a set of processes that happen consistently, every shift, whether or not things are busy. This checklist covers what those processes look like — and gives limo company owners a clear way to evaluate whether their current dispatch operation is covering all of them.

Pre-shift — before the first vehicle moves

A clean shift starts before it starts. The dispatcher reviewing the day’s bookings at the beginning of their shift in LimoAnywhere, not when the first driver is already on the road, is the single most effective way to prevent dispatch problems.

• Review all bookings for the shift and confirm every trip has complete and accurate details
• Check flight statuses for all airport transfer bookings and note any early changes
• Confirm driver assignments for every trip — no unassigned bookings at shift start
• Brief drivers on back-to-back pickups and any special instructions
• Check for any overnight changes that need to be communicated to drivers
• Confirm vehicle availability matches the booking schedule — flag conflicts immediately

During the shift — active dispatch management

• Monitor active trips and driver progress in real time
• Track flight statuses for all airport transfers and adjust pickup times when flights change
• Answer all inbound calls in the company name and enter new bookings immediately
• Send driver and vehicle confirmation to passengers for upcoming trips
• Handle driver communications — en-route status, delays, back-to-back pickups
• Coordinate affiliate farm-in and farm-out jobs with correct LimoAnywhere entries
• Flag any issues requiring owner decisions immediately — not at end of shift

Client communication standards

Professional, clear communication on every interaction is non-negotiable:

• Answer every inbound call within three rings in the company name
• Confirm booking details back to the client before ending every booking call
• Send trip confirmations immediately after booking entry — not at end of shift
• Proactively contact clients when a driver is running more than five minutes behind

Airport transfer specifics

• Confirm flight number is entered correctly for every airport booking
• Check flight status at least 60 minutes before scheduled pickup and again at 30 minutes
• Reposition driver immediately if a flight lands more than 10 minutes early or late
• Send passenger a meet-and-greet message with driver name, vehicle and pickup location before landing
• Confirm driver is on location before flight lands

End of shift — handover and wrap-up

• Update all trip statuses in LimoAnywhere — no trips left in ambiguous status
• Log any open issues the incoming shift needs to be aware of
• Confirm all upcoming bookings for the next shift are assigned and complete
• Pull any end-of-day reports required for billing or owner review

Weekly dispatch review

• Review missed calls for the week — how many, at what times, what was the outcome
• Check booking accuracy — any errors entered into LimoAnywhere that needed correction
• Review driver feedback — any recurring coordination issues
• Check client communications — any complaints, late responses or missed confirmations
• Assess coverage gaps — specific hours or days where the operation is consistently thinner

Using this checklist

If your current dispatch operation is not consistently covering everything in this checklist, you have identified where the gaps are. A trained limo dispatcher working your account covers every item on this checklist as part of their standard operation — not as an aspirational standard, but as the baseline expectation for every shift.

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