Moving one colleague is a booking. Moving a team is logistics, and it fails in ways a single trip does not.
Fix the pickup points before the vehicles
Decide where people are collected from before deciding how many cars are needed. Scattered pickups turn one vehicle into three, and the number is easier to get right once the map is settled.
Give one person the phone
Name a single coordinator whose number the drivers have. Ten passengers each calling a different driver is how a convoy comes apart.
Build in the airport margin
Airport transfers for a group need more slack than for an individual. The group moves at the pace of the slowest person, and one late arrival delays every vehicle waiting.
Ask for consolidated billing
For anything recurring, monthly billing against a single account is far less work than reconciling individual receipts.
