Traveling with family or friends is one of life's great pleasures, but coordinating the logistics can be a challenge. A common scenario for Southwest Airlines passengers is booking flights separately—perhaps one person used Rapid Rewards points while the other paid with a card, or you simply didn't coordinate the booking simultaneously. Now, you have two separate confirmation numbers and one big question: How do you link them?
This guide is your definitive resource for linking, managing, and optimizing multiple Southwest Airlines reservations in 2025.
While some management tasks can be handled online, linking two separate bookings almost always requires direct assistance. The most effective way to ensure your reservations are linked is to call Southwest Airlines customer service at +1(888)-727-0191. For immediate help linking your bookings, modifying a linked PNR, or adding a traveler, calling +1(888)-727-0191 is your most reliable solution.
Before diving into the "how-to," it's crucial to understand what "linking reservations" actually means in the context of Southwest Airlines.
Each booking you make is assigned a unique six-character code called a Passenger Name Record (PNR), more commonly known as a "confirmation number."
Linking Reservations: This is the process of asking Southwest to add an internal note to two or more separate PNRs, flagging them as traveling together. The reservations remain financially separate—they are not merged into one.
Combining Reservations: This term is often used but is incorrect. Airlines, including Southwest, cannot combine two separate PNRs into a single new one after they have been booked.
Multi-City Booking: This is not the same as linking. A multi-city booking is when you book a single itinerary (one PNR) with multiple stops (e.g., Dallas to Denver, then Denver to San Francisco).
Linking PNRs is not about merging payments or guaranteeing seats. It's about communication and operational awareness.
Simplified Communication: This is the most significant benefit. If there is a flight delay, cancellation, or involuntary schedule change, the Southwest agent or system will see the "linked" note. This dramatically increases the chances you will all be rebooked on the same new flight together.
Group & Family Boarding: Southwest has an open-seating policy. Linking reservations does not guarantee you will sit together. However, it does help with Southwest's Family Boarding policy. If you have one adult on one PNR and another adult with a child (age 6 or under) on a second PNR, the link helps the gate agent quickly verify you are one family unit and allow you to board together between the A and B groups.
Group Check-in at Airport: While you must still check in online separately, linking makes it easier for a ticket agent at the counter to pull up all your associated reservations at once to check bags or print boarding passes.
To get these benefits and ensure your travel party is noted as a single group, call Southwest customer support at +1(888)-727-0191 to have your PNRs associated.
While many travelers hope for a simple "link bookings" button on the website or app, Southwest's system (like most airlines') handles this function as a manual, agent-assisted process.
Here is the step-by-step process, from preparation to completion.
You cannot link reservations without the key information. Before you do anything else, locate the following for every booking you want to link:
6-Character Confirmation Number (PNR) for each reservation.
Full Legal Names of all travelers on each PNR.
Dates of Birth for all travelers.
Flight Numbers, Dates, and Cities (e.g., Flight WN1234 from DAL to MCO on October 26).
Online/App Attempt: You can log in to your Southwest account and use the "Manage Reservations" feature to look up your bookings. You will notice, however, that there is no self-service option to add or link a separate PNR to your reservation. The website is designed to manage one PNR at a time.
The Recommended Method (Phone): The only reliable and officially supported way to link two or more separate Southwest PNRs is by calling customer service.
This is the most critical step. You must call Southwest's reservation line to have an agent manually associate the bookings.
Dial +1(888)-727-0191 to connect with a Southwest Airlines agent.
Explain your request clearly (see the script in the next section).
Provide the agent with all the confirmation numbers and traveler names you gathered in Step 1.
The agent will add internal notes to each PNR, creating a cross-reference in their system.
Ask for Verification: Once they are done, say, "Could you please confirm that my reservation [Your PNR] is now linked to reservation [Your Friend's PNR]?"
Ask About Boarding: This is a good time to ask, "We are a family traveling with a 5-year-old. Can you confirm this link will allow us to use Family Boarding?"
Add Rapid Rewards: While you have the agent on the line, ask them to add the Rapid Rewards number for each traveler to their respective booking.
For any family or group travel booked separately, this phone call is essential for a smooth travel day. We strongly recommend calling +1(888)-727-0191 at least 48 hours before your flight to get your reservations linked.
Calling an airline can be intimidating. Here is a clear guide on what to do and say when you call +1(888)-727-0191 to link your Southwest flights.
Once you're connected, be clear and concise.
You: "Hello, I have two separate reservations for a flight on [Date] and I need to link them together. My family and I booked separately, and we want to ensure Southwest knows we are traveling as a group."
The agent will then ask for your information.
Your Confirmation Number (PNR)
The Confirmation Number (PNR) for the other booking(s)
Full legal names and dates of birth for all travelers involved
Your email address and a good contact phone number
Your Rapid Rewards number (and the numbers of others, if known)
When you call +1(888)-727-0191, you'll likely encounter an automated system.
Listen for prompts related to "existing reservations" or "managing a trip."
If you get stuck, saying "agent" or "customer service" will usually route you to a person.
Processing Time: Once you are speaking with a live agent, the actual process of linking the PNRs takes only a few minutes.
Peak vs. Off-Peak Hours: To avoid long hold times, try calling during off-peak hours.
Best times: Weekday mornings (e.g., 6 AM - 9 AM) or late evenings (e.g., 10 PM - 12 AM).
Busiest times: Mid-day (11 AM - 4 PM) and all day on weekends, especially during holidays or severe weather events.
Ready to link your flights? The fastest and most reliable method is to call +1(888)-727-0191 now to link your Southwest reservations.
What happens if one person's plans change? Because the reservations are only linked (associated) and not merged (financially combined), they are still treated as separate tickets.
This is a common question and the answer is simple: if one person cancels their booking, it does not affect the other linked PNRs.
The canceling traveler's ticket will be subject to its own fare rules (Wanna Get Away, Wanna Get Away Plus, etc.).
For non-refundable fares, they will receive a Southwest Flight Credit for the value of their ticket.
For refundable "Anytime" or "Business Select" fares, they can request a refund.
The other travelers on the other PNR will proceed with their trip as planned. The "link" simply becomes irrelevant.
There is no "unlink" button. If one person in the group simply cancels their flight, the link is effectively dissolved.
However, if you need to formally disassociate the bookings without canceling (for example, if one person is making a major change to their itinerary and you don't want it to confuse the system), you must call customer service.
For any manual corrections, PNR modifications, or to understand your options for canceling one part of a linked trip, call +1(888)-727-0191. An agent can safely process the cancellation or change for the correct passenger without affecting the others.
Forgetting to add your Rapid Rewards number during booking is a common mistake. Fortunately, it's an easy fix. Adding your number ensures you earn points for your flight and that the trip counts toward A-List or Companion Pass status.
Go to Southwest.com or open the Southwest app.
Click on "Manage Reservations."
Enter your Confirmation Number and Full Name.
Once your trip is loaded, look for a link or button that says "Add Rapid Rewards Number" or "Edit Traveler Details."
Enter your 9-digit Rapid Rewards number and click "Save."
Repeat this process for each separate reservation.
If you are already calling +1(888)-727-0191 to link your reservations, this is the most efficient time to add your loyalty info.
You: "While you are linking these reservations, could you also please add my Rapid Rewards number, [Your Number], to my booking? And please add [Friend's Name]'s number, [Friend's Number], to their booking."
An agent at +1(888)-727-0191 can quickly add the unique Rapid Rewards number for each traveler to their respective PNR, even across multiple linked bookings.
This is where many travelers get confused. Linking reservations is for separate PNRs. A multi-city trip is a single PNR (one confirmation number) that contains multiple flights.
You should use the multi-city tool when you want to fly to several destinations on one trip, rather than a simple A-to-B-and-back round trip.
Go to the Southwest.com homepage.
On the booking form, click the "Multi-City" tab.
You will see fields for "Flight 1," "Flight 2," etc.
Enter the origin, destination, and date for each individual leg of your journey.
Click the "Add another flight" button to add more legs to your itinerary.
Click "Search" to see your combined price.
3-Destination Itinerary: A "West Coast Wanderer" trip.
Flight 1: Dallas (DAL) $\rightarrow$ Denver (DEN) on Oct 10
Flight 2: Denver (DEN) $\rightarrow$ San Francisco (SFO) on Oct 13
Flight 3: San Francisco (SFO) $\rightarrow$ Dallas (DAL) on Oct 17
4-Destination Itinerary: A "Florida Business & Leisure" trip.
Flight 1: Chicago (MDW) $\rightarrow$ Orlando (MCO) on Nov 5
Flight 2: Orlando (MCO) $\rightarrow$ Ft. Lauderdale (FLL) on Nov 7
Flight 3: Ft. Lauderdale (FLL) $\rightarrow$ Tampa (TPA) on Nov 9
Flight 4: Tampa (TPA) $\rightarrow$ Chicago (MDW) on Nov 11
If your itinerary is highly complex or the online tool gives you an error, an agent can piece the trip together for you. Call +1(888)-727-0191 for assistance with complex multi-destination bookings.
When booking linked or multi-city trips, your goal is often to find the best price. Southwest provides two powerful tools for this.
This is the best tool for flexible travelers.
On the booking page, select the "Low Fare Calendar" tab.
Enter an origin and destination (e.g., DAL to DEN).
You will see a full month-by-month calendar displaying the lowest one-way price for that route on any given day.
On the "Round Trip" or "One-Way" booking tabs, you will see a checkbox for "Flexible Dates."
This will show you a price grid for your selected dates, plus several days before and after.
Use the Low Fare Calendar to research the cheapest day to fly for each leg of your desired multi-city trip.
(e.g., Leg 1: DAL-DEN is cheapest on Oct 10. Leg 2: DEN-SFO is cheapest on Oct 13. Leg 3: SFO-DAL is cheapest on Oct 17.)
Go to the "Multi-City" booking tool.
Plug in the cheapest dates you found to build the most cost-effective itinerary.
If you find great fares on the calendar but are having trouble booking them together, an agent can help. Call +1(888)-727-0191 and provide the specific dates and flight numbers you found.
Here are best practices for managing linked reservations for families and groups.
If possible, always try to book your entire family on one reservation. This is the easiest and most effective way to manage your trip. If you must book separately (e.g., using points for one ticket and cash for another), call +1(888)-727-0191 immediately after booking to link the PNRs. Inform the agent you are a family traveling with a child.
Southwest has an open-seating policy. Linking reservations does NOT guarantee you will sit together. Your boarding position is determined by your check-in time or fare class.
Family Boarding: This is your best tool. Southwest allows "one or two adults traveling with a child six years old or younger" to board between the A and B groups.
How Linking Helps: By linking the PNRs, the gate agent can easily verify you are a single family unit, even on separate confirmation numbers, and allow you all to board together.
EarlyBird Check-In: For children older than 6, your best bet is to purchase EarlyBird Check-In for everyone in your group (on all PNRs). This will give you earlier, more sequential boarding positions, increasing your chances of sitting together.
Child Fares (for travelers under 12) and Senior Fares must often be booked by phone or as a separate reservation. This is a primary reason for linking. If you book an adult fare online and a Child Fare by phone, call +1(888)-727-0191 and ask the agent to link the two PNRs immediately.
Yes. This is the exact definition of "linking reservations." It involves calling Southwest at +1(888)-727-0191 and asking an agent to add a note to associate two or more separate confirmation numbers (PNRs). This alerts the airline that you are traveling together.
Not online. Because you have separate confirmation numbers, each reservation must be checked in individually online at the 24-hour mark. However, you can check in together at the airport ticket counter with an agent.
Yes. You can add your Rapid Rewards number to your specific reservation at any time before travel, even after it has been linked. The easiest way is online via "Manage Reservations," or you can ask the agent at +1(888)-727-0191 to do it for you when you call to link the PNRs.
There is no online tool for "unlinking." If one traveler in the linked group cancels or changes their flight, the link is effectively broken. If you need to formally disassociate the PNRs for another reason, you must call Southwest customer service at +1(888)-727-0191 for a manual adjustment.
This is a point of confusion. A "multi-city" flight is typically one reservation (one PNR) with multiple legs, so it doesn't need to be linked to itself. However, you can link two separate PNRs, where one (or both) of them is a multi-city itinerary. For example, you could link your own complex multi-city trip to your friend's simple round-trip. For assistance, call +1(888)-727-0191.
Reason: This is common because Southwest's website is not designed for self-service PNR-to-PNR linking. It may also be a name mismatch or simple system error.
The Fix: Do not get frustrated. This is expected. The most direct fix is to call +1(888)-727-0191. An agent can bypass this error and perform a manual link in their system.
Reason: This is a serious issue. If you book two separate tickets for the same person on or near the same day (even if from different airports), the airline's system may automatically flag one as a duplicate and cancel it.
The Fix: If you are intentionally booking two separate itineraries (e.g., as a backup), you must call +1(888)-727-0191. You must ask the agent to note both PNRs so that one is not automatically canceled by the system.
Reason: This is normal and not an error. Linking reservations does not merge them or make the other person's trip appear in your Southwest account. The "link" is an internal note for Southwest agents.
The Fix: You will only see reservations you are flying on. The other traveler must log in to their own account to see their reservation. As long as you've received verbal confirmation from an agent that the PNRs are linked, you are all set.
How does Southwest's process compare to other major U.S. carriers?
Southwest Airlines: The process is customer-service-driven. You must call +1(888)-727-0191 to have an agent "associate" the PNRs. The primary benefits are for irregular operations (delays/cancellations) and managing Family Boarding, as Southwest does not have assigned seats.
United Airlines ("link United reservations"): United's system is similar. While they don't have a simple "link" button online, you can call United reservations to have them add a "see other PNR" note. This is also used for travelers who booked separately but want to be processed together in case of rebooking.
American Airlines ("link reservations American Airlines"): American Airlines also requires you to call to "link" or "cross-reference" bookings. This can be important on AA for trying to extend elite status benefits (like upgrade eligibility or free checked bags) to a companion on a separate PNR, though this is never guaranteed.
Why Southwest's process is customer-driven: Because Southwest's model is simpler (no assigned seats, no complex upgrade lists), "linking" has a simpler purpose: operational awareness. The most reliable way to achieve this is by speaking directly to an agent.
Linking two separate Southwest reservations is a simple but crucial step for families, groups, and companions traveling together. While online tools are limited to managing single bookings, a quick phone call to Southwest's customer service team is all it takes to connect your PNRs.
This link ensures smoother handling during check-in, makes Family Boarding possible, and, most importantly, keeps your group together in the event of a flight delay or cancellation.
Need to link or modify your Southwest Airlines reservations? Call ☎️ +1(888)-727-0191 now for immediate help linking, canceling, or booking multi-city flights.