Booking systems designed to manage travel for a specific organization typically require a user to log-in or register before searching for flights and fares. This system adds the convenience of searching without completing the log-in process which is only required to finalize a booking or use a specialized feature.

Search for lowest fares –

The lowest cost fare categories will be non-refundable or include penalties if changed after ticketing. Typically the cost to change a non-refundable airfare is $150, although some variance based on the airline and specific fare purchased is possible. It is important that the Include Non-Refundable Fare and Fares with Penalties remain checked for you to see the lowest cost fares in your search results.

Search and Book All Southwest Airlines Fares (even Web Fares)

This is the only booking system available that allows the option of seeing and booking via a direct connection to the Southwest site. Any Southwest fare can be selected and booked including web only, promotional and “ding” fares. As with all other airlines, full Rapid Rewards credits are obtained including bonus credits, if applicable.

Click here for Additional Details

No Special User Name Required –

There is no need to remember a specific username to access the on-line booking system. Users register or log-in with their email address and password that they create.

24/7 Profile Access -

After registration or log-in, a user has complete access to change or add information to their traveler profile in order to keep all information up to date.

Travel Arranger Designations –

An individual who arranges travel for one or more others can be linked to those travelers in the system. This allows the convenience of log-in as a travel arranger. Then by highlighting the traveler for whom the booking is intended they may proceed with the system recognizing any action taken as pertaining to the identified traveler. Designated Travel Arrangers can also update profile information for their linked travelers.

To ensure proper security precautions, Travel Arranger designations can only be established by your agent account team. Please call the travel unit at the toll free number at the top of the screen to request being set-up as a travel arranger.

Helpful Tips

The online system is designed to be as user friendly as possible. A review of the following tips may save time when these situations arise.

TSA Required Traveler Information –

To facilitate assurance that a traveler’s name does not appear on the government’s “No Fly List”, the TSA requires all booking records to include the travelers full name, gender and date of birth. If you have not input this information into your traveler profile, the system will display a screen for its required input with your first booking. When the booking is finalized, the information will automatically record it in the user’s profile so it will not be necessary to re-input the information with future bookings.

Pre-Booking Seat Review and Seat Selection –

It’s easy to see if desirable seats remain available before actually completing a booking. Just click on View Seats beside a given flight and the system will display a current seat map. After the booking request is finalized, the seat map will be interactive so that a seat can be selected.

Advanced Search Options –

To simplify the search process, the primary query screen is pre-set as a round-trip itinerary for one passenger. Click on Advanced Search next to the Search/Clear Form buttons to display a search screen for any of the following:

One way or multiple city itineraries
Two or more passengers traveling together (Fare display will show total cost for number of passengers selected)
An itinerary with different originating and return cities

Travel from/to multiple airport cities –

Users have the option of specifying a particular airport or including all options where multiple commercial airports are available in a given metropolitan area. For example, a search from/to Washington, DC can be input as WAS which will include flight options for Reagan National, Dulles and BWI. If the search is to be limited to a specific airport that airport code can be input or selected when the search city confirmation window opens.

Click here for a list of Multiple Airport Cities

Booking for Someone Else –

An option to input the travelers name and required information, if different than the user who is logged in, will be displayed on the Trip Purchasing and Booking Page.

Evening and Weekend Booking Confirmation –

All booking requests submitted via the on-line booking system are reviewed by the agent unit for quality assurance, inclusion of client or airline required items and as a final security safeguard. Therefore, bookings submitted after 5:30pm CST are not confirmed until the next morning. Weekend bookings are QA checked and confirmed once each day, late on Saturday afternoon and late on Sunday afternoon.

Flight Confirmations and Itinerary Forms -

When a booking request is received by the system, the user will receive an automated flash confirmation. This email is confirming that the booking was acknowledged by the system and it is in process. This initial flash confirmation should not be used for travel or flight check-in.

After the booking request passes through the QA process and is ticketed, the user will receive a final e-mailed itinerary. It will include all the information necessary for travel and on-line check-in.

Post Ticketing Changes –

Changes to an existing ticket can be handled by contacting any of the agents in the travel unit at the toll free number listed at the top of the screen. Changes to an on-line booking incur the same service fee as the original ticket even though agent assistance is used.

Frequent Flyer Numbers –

The system relies on information from the travelers profile to insert the applicable frequent flyer number into any booking. Click on My Profile after log-in to add any airline frequent flyer number.

Users that are registering at the same time as completing an initial booking are cautioned to input frequent flyer numbers in the My Profile section of the system before submitting the booking so that it is included.

Travelers can add a frequent flyer number to a booking after ticketing by contact with the travel unit at the toll free number listed at the top of the screen.

Airline Preferred Seats –

A traveler holding the required status level in any airline frequent flyer program that allows the selection of preferred seats available only to those flyers can view and reserve the restricted seats by clicking on the applicable button when viewing the seat map for the flight.

Amtrak Bookings –

The capability to do a search and booking for train travel on Amtrak within the on-line system is in development and will be available in the near future. Until then, please contact the travel unit at the toll free number listed at the top of the page for schedules, fares and reservations on Amtrak. Only the on-line ticketing fee will be incurred even though agent assistance is used.