Dividing a reservation on Southwest Airlines is a common need, whether it's because travel plans have changed for some members of your group, or you simply need to manage individual itineraries more flexibly. The good news is that Southwest makes this process relatively straightforward in most cases, allowing you to manage your bookings online without having to pick up the phone. This comprehensive guide will walk you through each step, ensuring a smooth division of your reservation.
The Flexibility of Southwest: Why Dividing a Reservation Matters
Southwest Airlines is renowned for its customer-friendly policies, including its flexible change and cancellation options. This flexibility extends to group reservations. There are many reasons you might want to divide a reservation:
Changes in Travel Plans: One or more individuals on a multi-person reservation may need to change their flight dates, times, or even destinations, while others continue with the original itinerary.
Individual Payment Needs: Perhaps different people on the reservation need to pay for their tickets separately, or use different forms of payment (e.g., travel funds, points, credit cards).
Managing Rapid Rewards: If some travelers are Rapid Rewards members and others are not, or if different members want to use their points for different parts of the trip.
Unaccompanied Minors: Specific rules apply to unaccompanied minors, and separating their reservation might be necessary for proper processing.
Companion Pass Usage: If you're a Companion Pass holder and your companion's plans change, you'll need to adjust their reservation, which often involves separating it from yours temporarily.
Understanding this process empowers you to take control of your travel plans and avoid unnecessary complications.
Step 1: Are You Ready to Divide Your Southwest Reservation? Let's Check!
Before we dive into the technical steps, let's make sure you're prepared.
Think about it for a moment: Why exactly do you need to split this reservation? Is it a simple date change for one person, or are there more complex scenarios involved? Knowing your "why" will help you navigate the process efficiently.
Here's what you'll need to have handy:
Your Original Confirmation Number: This is a six-character alphanumeric code that identifies your booking.
The Name(s) of the Passenger(s) You Want to Separate: Be precise with spelling to avoid errors.
Access to the Southwest Airlines Website or Mobile App: The online tools are your best friend here.
A general idea of the new travel plans for the separated passenger(s), if applicable (e.g., new dates, times, destinations).
Important Note: In most cases, you can divide your reservation or change the number of people flying online. Once completed, Southwest will send you an email with a new confirmation number for the customer(s) divided off the original reservation.
Step 2: Accessing Your Reservation Online
This is where the magic begins!
Sub-heading: Via Southwest.com
Navigate to Southwest.com: Open your web browser and go to the official Southwest Airlines website.
Click "Flight" then "Manage Reservations": In the header of the homepage, you'll typically see a "Flight" or "Travel" tab. Click on this, and then look for "Manage Reservations" or a similar option.
Retrieve Your Reservation: You'll be prompted to enter your Confirmation Number, First Name, and Last Name (as they appear on the original reservation). Double-check for accuracy before proceeding.
Locate Your Trip: Once you've entered the details, your reservation details will appear.
Sub-heading: Via the Southwest Mobile App
Open the Southwest App: Launch the Southwest Airlines app on your smartphone or tablet.
Tap "My Trips" or "Manage Trips": On the main screen, you'll find an option to view or manage your upcoming trips.
Find Your Reservation: Your upcoming reservations should be listed. Select the one you wish to modify.
Enter Details (if not logged in): If you're not logged in, you might need to enter your confirmation number and last name to retrieve the reservation.
Step 3: Initiating the "Change" Process to Divide
While it might seem counter-intuitive, dividing a reservation often falls under the "change" functionality.
Select the "Change Flight" or "Change/Cancel" Option: On your reservation details page, look for a button or link that says "Change Flight" or "Change/Cancel." Click this to begin the modification process.
Choose the Passenger(s) to Modify: You will be presented with a list of passengers on your reservation. Here's where you'll indicate who needs to be separated. Carefully select only the passenger(s) whose itinerary needs to be changed or removed from the original booking.
If you want to move one person to a completely different flight, you'll typically select only that person.
If you want to remove someone from the reservation entirely (e.g., they are no longer traveling), this is also where you'd start.
Step 4: Specifying the New Itinerary (or Removing Passengers)
Now, you'll define what happens to the selected passenger(s).
Sub-heading: For Changing Flight Details for a Passenger
Select "Change This Flight" for the chosen passenger(s): Follow the prompts to specify the new desired flight details (date, time, destination).
Search for New Flights: The system will then display available flights based on your new criteria.
Review Fare Differences: Southwest does not charge change fees, but a difference in fare may apply. If the new flight is more expensive, you'll need to pay the difference. If it's cheaper, you'll receive the difference back as a flight credit (for Wanna Get Away Plus®, Anytime, or Business Select® fares) or a refund to the original form of payment (for refundable fares). Basic fares cannot be changed directly; you must first upgrade to a higher fare.
Confirm the New Reservation: Once you've selected the new flight and addressed any fare differences, confirm the changes. Southwest will then generate a brand-new confirmation number for the separated passenger(s). The original reservation will now reflect the reduced number of travelers.
Sub-heading: For Removing a Passenger Entirely
Follow the "Change/Cancel" path: When you select the passenger(s) to modify, you might see an option to "Cancel" or "Remove Passenger."
Confirm Cancellation: If you're simply removing someone from the trip and they won't be rebooking, you'll confirm the cancellation for that specific individual. Be aware of Southwest's cancellation policies regarding refundable vs. non-refundable fares. The funds may be held as a travel fund for future use.
Step 5: Receiving Your New Confirmation Number(s)
This is the final confirmation that your reservation has been successfully divided.
Email Confirmation: Southwest Airlines will send you an email (to the address on file for the original reservation) containing the new confirmation number(s) for the separated itinerary/itineraries.
Original Reservation Update: Your original reservation will also be updated to reflect the remaining passengers.
Record New Details: It is absolutely crucial to note down the new confirmation number(s), as this will be required for managing the individual booking(s) moving forward, including checking in.
When to Contact Southwest Customer Service
While the online process handles most scenarios, there are times when a phone call is necessary:
Lap Children: If your reservation includes a lap child, you'll generally need to call Southwest Customer Representatives to make changes or divide the reservation.
Unaccompanied Minors: While you can sometimes book UM travel online, making changes or dividing a reservation with an UM might require a call.
Complex Scenarios: If you encounter persistent issues online, or have very specific, unusual requests, calling customer service is always a good idea. You can reach Southwest at 1-800-I-FLY-SWA (1-800-435-9792) for general questions.
Remember, Southwest prides itself on its flexible policies, so don't hesitate to reach out if you're stuck!
Frequently Asked Questions (FAQs) - How to Divide a Southwest Reservation
Here are 10 common questions related to dividing Southwest reservations, with quick answers:
How to divide a reservation if one person has a Companion Pass?
If you have a Companion Pass, you'll generally need to first cancel the companion's flight (which is linked to your reservation) and then proceed with changing your flight. After your flight is changed, you can re-add your companion to your new flight.
How to divide a reservation if one person is using Rapid Rewards points and another is paying cash?
Southwest's online system typically allows you to manage each passenger's payment method. When changing the reservation, you'll be able to apply existing points or new payment for the separated itinerary. If you run into issues, dividing the reservation as described above will give each person their own confirmation number, allowing for separate payment management.
How to divide a reservation if a name needs to be corrected for one passenger?
If a name needs a minor correction due to a typo or misspelling, you may be able to do this by calling Southwest Customer Service. If it's a significant name change (e.g., marriage, divorce), you'll likely need to provide documentation and it's best handled by phone after dividing the reservation if other travelers are remaining.
How to divide a reservation if one traveler is a Basic fare?
Basic fares have the most restrictions. To change a Basic fare, you must first upgrade it to a Wanna Get Away Plus®, Anytime, or Business Select® fare. After upgrading, you can then proceed with dividing the reservation or changing the flight for that individual.
How to divide a reservation if I only want to remove one person and not change their flight?
When you go to "Change/Cancel" your flight, select only the passenger you wish to remove. The system will guide you through canceling their portion of the reservation. Be mindful of fare rules for potential refunds or travel credits.
How to divide a reservation that was booked as part of a group travel package?
Group travel bookings on Southwest often have specific terms. While individual changes might be possible, dividing a reservation from a large group booking (10+ passengers) might require contacting Southwest's Group Travel Services directly, as their policies can differ from standard individual bookings.
How to get a refund if the new, divided flight is cheaper?
If the new flight for the divided reservation is cheaper and you originally purchased a refundable fare (Anytime, Business Select, or Wanna Get Away Plus), Southwest will refund the difference to the original form of payment. For non-refundable fares, the difference will be held as a flight credit for future use.
How to ensure boarding positions are maintained after dividing a reservation?
Dividing a reservation creates a new confirmation number, and thus, a new check-in opportunity. Your original boarding position will likely not carry over to the new, separated itinerary. To get a good boarding position for the separated traveler, you'll need to check in for their new reservation at the 24-hour mark, or consider purchasing EarlyBird Check-In.
How to divide a reservation if it involves an international flight?
The process for dividing international reservations is generally the same as domestic flights online. However, always double-check any specific international travel requirements or fees that might apply to the individual itinerary.
How to confirm the division was successful?
You will receive an email from Southwest Airlines with the new confirmation number for the divided portion of the reservation. Additionally, when you access your original reservation online, it should show the updated number of passengers. Always keep both the original and new confirmation numbers handy.
