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HOTEL CONCIERGE BOOKINGS

How hotel concierge booking works For reception teams

Arrange a pre-booked guest journey with our 24-hour office. We explain the fare and journey conditions before acceptance, then confirm the booking. Contact us for a guest journey or to discuss a concierge arrangement.

Contact the office

FROM REQUEST TO CONFIRMATION

A clear booking for reception and guest

With the guest’s permission, send the office the guest’s name and reachable contact, collection and destination addresses, date and time, passenger and luggage details, and any assistance needs. Include stops, a return or vehicle preference if relevant. Reception can make an ordinary booking without joining a partnership; an onboarded team can use its configured concierge mode. KB Cars is registered with the ICO. Our Privacy Notice explains how we handle booking information.

The office assesses the journey and explains the price, scope and conditions. Direct, request and confirm-price concierge modes have different acceptance steps, so follow your team’s configured arrangement. Make clear who will accept and pay: the guest normally pays unless another account arrangement has been agreed. An enquiry, quote or payment attempt alone is not a confirmed booking; KB confirms it by SMS and/or email after acceptance.

YOUR BOOKING OPTIONS

Choose the right arrangement for your desk

Book an individual guest journey through the office, or discuss a concierge arrangement for your hotel team.

Ordinary guest booking

Any receptionist can ask the office to arrange a guest’s journey. There is no need to join a partnership for an ordinary booking.

Concierge arrangement

An onboarded team books on guests’ behalf using its configured concierge mode. The arrangement can show relevant bookings and commission and allow payout requests; a request is separate from a transfer being sent. Discuss the commercial arrangement with the office.

Fare and payer

The guest or authorised payer accepts the quoted journey and its conditions. The guest normally pays unless a different account arrangement has been agreed.

A SMOOTHER HANDOVER

Agree where the guest will meet the car

Agree a practical collection and waiting point with the office and tell the guest where to be. Let the office know about delays, early checkout or any help the guest needs. Driver entry into a lobby or building can be arranged on request, subject to actual access; it should not be assumed. Keep room, identity and access details limited to what is needed.

Reception and the guest receive the relevant confirmation or reference. Driver and vehicle details help the passenger check the car before boarding; contact the office if details are missing or do not match.

GOOD TO KNOW

Hotel reception booking questions

Answers for the person arranging the journey, the guest and the payer.

Can a receptionist book without joining the partnership?

Yes. Any receptionist can arrange an ordinary guest journey through the office. Onboarding is separate and is needed for the configured concierge arrangement and its agreed team workflow.

What should the guest receive before travel?

Give the guest the booking confirmation or reference and the agreed waiting point after KB confirms the journey. Pass on relevant journey details provided, including driver or vehicle information, and ask the office about anything missing or inconsistent.

Who accepts the quote and pays?

The guest or an authorised payer accepts the price, scope and conditions. The guest normally pays unless another account arrangement has been agreed. A different person may pay; keep payer and passenger communication appropriately separate.

What if the guest changes plans?

The booker or designated authorised contact should ask the 24-hour office to change the journey. Agree any new time, address, stop, passenger or vehicle detail and any revised charge. Acknowledgment that the request was received is not acceptance: the change is accepted when the office confirms it. For a time-critical change, call the office if a message has not been acknowledged.