How to sync Airbnb and Vrbo Calendars: A step-by-step guide

Managing multiple vacation rental listings across Airbnb and Vrbo can be challenging, especially when it comes to avoiding double bookings and maintaining an accurate schedule. If you’re wondering how to sync Airbnb and Vrbo calendars, you’re in the right place. This guide walks you through the process of ensuring seamless synchronization between both platforms, minimizing errors, and optimizing your property management efforts.

Why you should connect Airbnb and Vrbo calendars

When you’re listing your vacation rental on multiple platforms, such as Airbnb and Vrbo, syncing calendars ensures that your availability remains up-to-date across both channels. Here’s why keeping your calendars in sync is crucial:

1. Avoid double bookings

Without syncing, you run the risk of overlapping reservations, which can result in guest dissatisfaction and financial penalties. Double bookings can also damage your host profile and reduce future booking potential.

2. Optimize occupancy and revenue

With accurate availability reflected on both calendars, you can maximize occupancy by filling gaps between bookings. Additionally, synced calendars enable you to set dynamic pricing strategies based on real-time occupancy data.

3. Save time and minimize errors

Manual calendar updates are time-consuming and prone to human error. Automating calendar syncing through iCal links or using a channel manager allows you to streamline operations and reduce mistakes. Channel managers help prevent missed updates and inconsistencies that can occur when managing listings manually.

If you’re considering listing on Vrbo, you can follow this step-by-step guide for seamless setup and syncing. 

Methods to link Airbnb and Vrbo calendars

There are two primary ways to sync your Airbnb and Vrbo calendars:

1. Manual link: Using iCal links

Most vacation rental platforms, including Airbnb and Vrbo, allow hosts to manually export and import calendar data using iCal links. This method ensures that booking information from one platform is reflected on the other.

Pros:

• Free to use
• Relatively simple for single property owners

Cons:

• Updates can be delayed by several hours
• Requires regular monitoring to avoid potential errors

2. Automatic sync via channel managers

For hosts managing multiple listings across different platforms, a channel manager automates the syncing process, providing real-time updates across all platforms. Guesty’s Multi-Calendar not only syncs reservations automatically but also enables price adjustments and date blocking for maximum efficiency.

Pros:

• Real-time synchronization
• Minimizes errors and reduces workload
• Advanced reporting and insights

Cons:

• May require a subscription
• Better suited for property managers with multiple listings

How to sync Airbnb and Vrbo calendars manually

If you prefer the manual approach, here’s how to connect Airbnb and Vrbo calendars step by step:

Step 1: Export Airbnb Calendar

1. Log into your Airbnb account and go to Calendar
2. Select the listing you want to sync
3. Click on Availability Settings
4. Under Sync Calendars, select Export Calendar
5. Copy the provided iCal URL

Step 2: Import Airbnb Calendar to Vrbo

1. Log into your Vrbo account
2. Navigate to Calendars and choose the appropriate listing
3. Click Import & Export, then select Import Calendar
4. Paste the Airbnb iCal URL into the provided field
5. Name the calendar and save the changes

Step 3: Export Vrbo Calendar

1. Select the listing in your Vrbo account that you want to sync
2. Click Calendars and go to Import & Export
3. Select Export Calendar and copy the iCal URL

Step 4: Import Vrbo Calendar to Airbnb

1. Open your Airbnb dashboard and navigate to Calendar
2. Select the listing you want to modify
3. Click Availability Settings and choose Import Calendar
4. Paste the Vrbo iCal URL and save the settings

Tip: Regularly check for any delays in updates or errors that might cause discrepancies between platforms.

Simplify calendar syncing with Guesty’s Multi-Calendar

For hosts managing multiple listings or those seeking a more efficient way to manage reservations, Guesty’s Multi-Calendar offers a seamless solution. This powerful tool not only syncs bookings and blocks dates automatically across platforms like Airbnb and Vrbo but also helps you optimize pricing and availability in real time. With real-time updates, you can avoid scheduling conflicts and boost occupancy without the need for constant manual oversight.

Key features of Guesty’s Multi-Calendar

• Seamless calendar integration: Guesty connects with major platforms such as Airbnb, Vrbo, and Booking.com, ensuring that all bookings, price changes, and blocked dates are updated in real time.
• Dynamic pricing adjustments: Guesty automatically adjusts prices based on market trends, seasonality, and competitor data, helping you maximize your revenue.
• Advanced reporting and analytics: With access to performance data, occupancy rates, and revenue insights, you can make more informed decisions and refine your pricing strategy.
• Automated Guest communication: Guesty handles guest inquiries, confirmations, and reminders, ensuring smooth communication throughout the booking process.

By leveraging Guesty’s advanced tools and following platform-specific guidelines, you can simplify calendar management and focus more on providing exceptional guest experiences.

Common calendar sync issues and how to fix them

Even when syncing calendars using iCal or a channel manager, various problems may arise. Here are the most frequent issues and how to resolve them:

1. Delayed updates between platforms

Problem: iCal links typically update every 2–3 hours, which may not be sufficient during busy booking periods.

Solution:

• Manual refresh: Both Airbnb and Vrbo allow manual refreshing of imported calendars. On Airbnb, navigate to your calendar settings and select “Refresh” next to the imported calendar.
• Regular monitoring: Regularly check and manually update your calendars, especially during peak booking seasons.

2. Double bookings despite syncing

Problem: Even with calendars synced, some hosts encounter double bookings due to delays in updating availability.

Solution:

• Limit instant bookings: Consider enabling instant booking on only one platform to reduce the risk of overlapping reservations.
• Set booking buffers: Implement a minimum time buffer between bookings to allow for calendar updates to process.

3. Incorrect calendar imports or exports

Problem: Errors may occur when copying and pasting iCal URLs between platforms, resulting in incomplete or missing data.

Solution:

• Verify URLs: Double-check that the correct iCal URL is copied from one platform and accurately pasted into the other.
• Test imports: After importing, create test events to ensure that changes reflect appropriately across platforms.

4. Blocked dates not reflecting correctly

Problem: Blocked dates may not sync properly, leading to unwanted openings or unavailable periods being shown.

Solution:

• Manual blocking: If automatic syncing fails, manually block dates on both platforms as a precaution.
• Check sync status: Regularly review the sync status and refresh the calendars to ensure blocked dates are updated.

5. Missing reservations or incomplete data

Problem: Imported calendars might not display all reservations or fail to reflect newly booked dates.

Solution:

• Regular audits: Periodically cross-check reservations on both platforms to identify and correct discrepancies.
• Contact support: If issues persist, reach out to Airbnb Support or Vrbo Support for assistance.

Best practices to maintain calendar sync accuracy

To minimize sync errors and ensure your calendars stay accurate, follow these best practices:

1. Set a regular review schedule

Even with automatic syncing, schedule regular calendar reviews to catch any discrepancies. Review your listings on Airbnb and Vrbo at least once a week.

2. Monitor sync status and errors

Keep an eye on the sync status on both platforms. If any error notifications appear, address them immediately to avoid missed bookings.

3. Avoid manual date adjustments

Where possible, avoid manually modifying dates across platforms, as this can cause sync inconsistencies. Instead, let the automated sync handle changes to availability.

4. Use a buffer period

Implement a minimum buffer between stays to allow for updates to propagate between platforms and reduce the risk of double bookings.

5. Use a channel manager for better control

For hosts managing multiple listings, a channel manager is the most effective solution to maintain calendar consistency across platforms. Channel managers sync in real-time and offer advanced features such as dynamic pricing and centralized communication.

Conclusion: Keep your calendars aligned for seamless operations

Calendar syncing between Airbnb and Vrbo is essential for avoiding double bookings, improving guest satisfaction, and maximizing revenue. While occasional errors may arise, staying vigilant and following best practices can help maintain calendar accuracy. Whether using iCal links or opting for a channel manager, proactive monitoring and regular updates ensure smooth and error-free operations.

By troubleshooting common sync issues and implementing best practices, you can confidently manage your listings and provide a seamless booking experience for your guests.