For travel agents, navigating the complexities of flight bookings across different airlines and systems is a crucial part of the job. Southwest Airlines, while known for its unique approach, is increasingly accessible through Global Distribution Systems (GDS). This guide addresses common questions travel agents have when using GDS to book Southwest flights, ensuring a smooth and efficient booking process. Understanding these key policies can streamline your workflow and enhance your service to clients seeking Southwest travel options.
Key Policies for Southwest Airlines GDS Bookings
Delving into the specifics of Southwest Airlines bookings via GDS, here are essential guidelines and answers to frequently asked questions for travel professionals:
Holding Bookings and Ticketing Deadlines
Question: Will we still be able to hold bookings before ticketing?
Answer: Yes. Travel agents can continue to hold Southwest Airlines bookings before ticketing within the GDS. A significant update is the implementation of ticketing deadlines for all bookings. Reservations will be held until 11:59 PM local time the day after the booking is made. It’s critical to remember that fare rules can supersede these standard ticketing time limits, potentially requiring earlier ticketing. Important Note: Canceled reservations, especially those termed as “churned,” may result in debit memos. Therefore, diligently managing held bookings and adhering to ticketing deadlines is essential to avoid any penalties.
Rapid Rewards Loyalty Program Integration
Question: Will agents be able to add a Rapid Rewards loyalty number in their GDS bookings?
Answer: Absolutely. Integrating Rapid Rewards loyalty numbers into GDS bookings is supported, aligning with the process for other carriers. For clients holding Rapid Rewards status, such as A-List or A-List Preferred, the system will recognize and apply these benefits through the status level indicated in the FQTV line of the GDS booking. While the GDS will flag invalid Rapid Rewards numbers upon entry, it’s important to note that name verification is not performed within the GDS for these loyalty entries. To ensure the Rapid Rewards number is correctly linked to the reservation and benefits are applied, verify that the name on the booking precisely matches the name associated with the Rapid Rewards account.
Group Bookings Management
Question: How do we book groups with Southwest? Can we claim a PNR?
Answer: Southwest Airlines manages group bookings directly. Travel agents needing to arrange group travel on Southwest must contact Southwest Airlines’ group booking department directly. It is not possible to claim a Passenger Name Record (PNR) for group bookings within the GDS. All group bookings are managed, confirmed, and ticketed exclusively by Southwest Airlines. This policy ensures streamlined handling and specialized service for group travel arrangements.
Accessing Bookings Across Platforms (GDS vs. Website)
Question: Can I access/view in the GDS a booking created on Southwest website?
Answer: No. Bookings initiated and completed through a Southwest Airlines channel, such as their website, remain within Southwest’s proprietary system. These bookings cannot be accessed or viewed within the GDS environment.
Question: Can I access/view on Southwest’s website a booking created in the GDS?
Answer: Yes. Bookings created within the GDS are accessible on the Southwest Airlines website and by Southwest Airlines agents. This allows for flexibility in viewing and managing bookings regardless of the initial booking channel.
GDS Booking Servicing by Southwest
Question: Can my GDS booking be serviced by Southwest directly?
Answer: Yes, Southwest Airlines can directly service bookings initially made through a GDS. However, it’s important to understand that once a GDS booking is reissued or serviced by Southwest, the booking migrates to Southwest’s system. Following servicing by Southwest, the booking will no longer be accessible or manageable within the GDS for any future modifications or servicing needs.
Multi-Airline PNRs and Interline Ticketing
Question: Can we have multiple airlines/multiple tickets in a Southwest PNR?
Answer: Yes. Southwest Airlines flight segments can be included in a Passenger Name Record (PNR) that also contains segments from other airlines. However, Southwest Airlines does not participate in interline ticketing agreements. This means that a Southwest Airlines ticket can only be issued for Southwest operated flights. It is not possible to issue tickets for other carriers on a Southwest Airlines ticket stock, as interline agreements are not currently in place.
Flight Schedule Availability in GDS
Question: Will Southwest flights be available 365 days from the booking date via the GDS?
Answer: Southwest Airlines’ complete flight schedule is made visible in the GDS as schedules are released. Typically, Southwest publishes its flight schedules approximately 6 to 8 months in advance. Travel agents can rely on the GDS to reflect the most up-to-date and available Southwest flight schedules within this timeframe.
Booking One-Way Tickets
Question: Can I book multiple one-way tickets in the same PNR?
Answer: Currently, Southwest Airlines does not support booking multiple one-way reservations within a single Passenger Name Record (PNR). If a traveler needs to add a flight segment to an existing reservation, the current ticket can be exchanged, or the additional segment can be booked in a separate, new PNR.
Payment Options in GDS
Question: Will we be able to apply all forms of payment to issue Southwest tickets?
Answer: Southwest Airlines aims to enable a wide range of payment options within the GDS, including conventional methods like cash and checks. However, certain Southwest-specific currencies, such as gift cards, LUV vouchers, Rapid Rewards points, and residual ticket funds, are not accepted forms of payment within the GDS. For these specialized payment types, bookings may need to be managed directly through Southwest channels.
Baggage Transfer Policies
Question: Will customers be able to have their bags transferred to other airlines if flights are booked in the same reservation?
Answer: No, due to the absence of interline ticketing agreements, Southwest Airlines does not offer baggage transfer services to other airlines. Passengers connecting from a Southwest flight to another airline, or vice versa, will need to collect their baggage at the Southwest baggage claim in the connecting city. They will then be responsible for re-checking their baggage with the connecting airline. It’s crucial to inform passengers of this policy, especially when itineraries involve connections with other carriers.
Circle Trip Ticket Issuance
Question: Will we be able to issue circle trip tickets in the GDS?
Answer: Yes, the GDS allows for the issuance of circle trip tickets for Southwest Airlines. However, it is important to note that separate point-to-point tickets within a circle trip itinerary cannot be issued. The entire circle trip must be processed and ticketed as a single, cohesive itinerary within the GDS system.
Conclusion
Understanding these policies is vital for travel agents utilizing GDS to book Southwest Airlines flights efficiently and accurately. By keeping these guidelines in mind, agents can confidently navigate Southwest bookings, manage client expectations, and provide seamless travel planning services. This knowledge base ensures travel professionals are well-equipped to leverage GDS for Southwest bookings, enhancing their service offerings and client satisfaction.
