The question of whether travel agents can book Southwest Airlines flights is a common one. Southwest Airlines, known for its unique approach to distribution, has specific policies regarding how its flights are sold. This article aims to provide a comprehensive overview of Southwest’s Global Distribution System (GDS) policy and clarify the role of travel agents in booking Southwest flights.
Understanding Southwest Airlines’ GDS Policy
Southwest Airlines has implemented a Global Distribution System Policy to manage the distribution of its transportation services, particularly to the business community. This policy outlines the rules and guidelines for authorized ticket agents, including Travel Management Companies (TMCs), when selling Southwest Airlines flights through approved GDS platforms.
This policy serves as a guide for authorized agents and approved GDS providers, but it’s important to note that it doesn’t create any legal obligations on Southwest Airlines’ part. The sale of Southwest Airlines flights is governed exclusively by the airline’s Contract of Carriage (COC).
Key Definitions
Before diving deeper, let’s define some key terms:
- Agent: Any ticket agent, including TMCs, authorized to sell Southwest Airlines flights.
- Business Select Fare: A refundable fare with priority boarding and other benefits.
- Carrier: Southwest Airlines Co. and its representatives.
- EarlyBird Check-in: An optional, paid service for automatic check-in before the standard 24-hour window.
- Irregular Operation: A delay or cancellation within 72 hours of the scheduled departure.
- Maximum Connection Time: The maximum allowed time between connecting flights.
- Minimum Connection Time: The minimum allowed time between connecting flights, varying by airport and season.
- PNR: The six-digit alphanumeric Passenger Name Record confirmation number.
Approved GDS Providers
According to Southwest’s policy, tickets can be sold through GDS providers approved at “Full Participation” with the airline. These currently include:
- Apollo
- Galileo
- Worldspan
- Amadeus
- Sabre
Southwest Airlines Policies and Procedures for GDS Bookings
Passengers with tickets booked through GDS are subject to the same conditions as those booking directly through Southwest’s channels, as outlined in the Contract of Carriage. It is the responsibility of the Ticket Agent to be aware and follow all current Southwest Airlines policies, as the GDS Policy is subject to change at any time without notice. GDS-ticketed passengers should also be informed of the policies set forth in Southwest Airlines’ signage.
Fares Available Through GDS
Travel agents can book the following fare types through GDS:
- Business Select Fare
- Anytime Fare
- Government, Military, and U.S. Civilian Fares
- Wanna Get Away Fare or Wanna Get Away Plus®
Reservation Guidelines for Travel Agents
Here are some important guidelines for travel agents making reservations on Southwest Airlines through a GDS:
-
Maximum Passengers: A maximum of 9 passengers are allowed per GDS booking. Groups of 10 or more should contact Southwest Airlines Group Reservations directly.
-
Connection Times: Itineraries exceeding the maximum connection times will be priced as separate one-way segments. Agents must adhere to the minimum connection times published by Southwest Airlines.
-
Corporate Discounts: Agents booking on behalf of corporations with Southwest Airlines discounts must follow the specific instructions provided to the corporation.
-
Customer Contact: Southwest Airlines allows Ticket Agents to provide Passengers’ contact methods for operational notifications through email and mobile phone number.
Important Policies to Note
- Rapid Rewards: Booking with Rapid Rewards points is not supported through GDS channels. These redemptions must be made directly through Southwest Airlines.
- No-Show Policy: Passengers who fail to cancel their flight(s) ten minutes before scheduled departure are subject to specific no-show policies depending on the fare type.
Ticketing and Voluntary Changes
- Ticketing Time Limit (TTL): GDS bookings have a TTL, and tickets expire at 11:59 PM local time the day after booking.
- Revalidation: Southwest Airlines does not allow ticket agents to revalidate tickets; all exchanges must be performed as a reissue of the ticket.
- Voluntary Changes: Southwest Airlines does not charge change or cancellation fees, but fare and tax differences may apply.
Service Interruptions and Irregular Operations (IROPs)
In cases of flight cancellations or delays, customers may receive notifications. If Southwest Airlines changes a flight schedule more than 72 hours before departure, they will re-book the passenger and queue the PNR to the ticket agent for action. Ticket Agents are allowed to rebook a ticket to/from co-terminal airports to provide the best re-accommodation to the Passenger.
Auditing and Debit Memos
Southwest Airlines audits all GDS bookings to ensure compliance with policies and procedures. Violations can result in debit memos. Common violations include duplicate bookings, churning, fictitious bookings, and fare rule violations.
Examples of Booking Practices Leading to Debit Memos
- Duplicate Bookings: Creating multiple bookings for the same passenger, travel dates, city pairs, and itinerary.
- Churning: Repeatedly canceling and re-booking the same flights to extend ticketing time limits or circumvent fare rules.
- Fictitious Bookings: Using fake names to block inventory.
Conclusion
So, Can Travel Agents Book Southwest Airlines flights? Yes, they can, but it’s crucial for travel agents to be well-versed in Southwest Airlines’ GDS policies and procedures to ensure compliance and avoid debit memos. Understanding the approved GDS providers, available fares, reservation guidelines, and ticketing policies is essential for a smooth booking process. By adhering to these guidelines, travel agents can effectively serve their clients and facilitate their travel plans on Southwest Airlines.
