How to Link Airbnb and Vrbo Calendars: A Step by Step Guide

Key Takeaways

• Synchronizing your calendar prevents double bookings and scheduling conflicts. 
• You can sync your Airbnb and Vrbo calendars manually through iCal links or by using a channel manager like Uplisting for instant updates. 
• Syncing calendars can save time, reduce errors, and optimize booking potential for better guest satisfaction.

Have you ever scrambled to resolve a double booking on Airbnb or Vrbo, feeling the heat as you tried to soothe frustrated guests?

This common headache for vacation rental hosts can tarnish your hard-earned reputation and add unnecessary stress to your hosting experience. However, there’s a reliable solution: syncing your calendars. 

If you list on multiple platforms, synchronizing your calendars keeps your availability accurate, eliminates overlaps, and maintains your credibility as a host. In this guide, we’ll show you how to link Airbnb and Vrbo calendars so you can streamline your operations and keep guests happy.

Ways to Sync Your Airbnb and Vrbo Calendars

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

1. Sync Manually

Most booking platforms, like Airbnb and Vrbo, allow hosts to manually sync their listings through iCal links, which can be a budget-friendly option. 

However, it's important to note that these updates typically occur periodically, not instantly. This might pose challenges during high-traffic seasons when bookings can come in rapidly and simultaneously from different sources. 

As a result, hosts need to stay on top of monitoring and frequently updating their calendars on each platform to keep availability and bookings accurately synchronized across all listings.

2. Use a Channel Manager

 A channel manager automates the syncing process between different booking platforms, offering a crucial advantage: instant updates. Any changes made to one calendar are immediately reflected in all others. 

This not only saves time but also reduces the chances of human error and prevents double bookings.

One popular channel manager is Uplisting. The platform offers a comprehensive multi-calendar that allows hosts to manage prices, availability, and restrictions across all channels from a single view. It features real-time updates and color-coded bookings for easy management. Uplisting also integrates seamlessly with major platforms like Airbnb, Vrbo, and direct booking websites, keeping all calendars perfectly synchronized.

Manually syncing your calendar or using a channel manager are both viable options and hosts should choose based on their preferences, budgets, and the scale of their operations. If you’re not sure whether a channel or property manager is right for you, we have an article for that: Do I Need a Property Manager to Rent My Home? 7 Signs It’s Time to Hire Help

How to Sync Airbnb and Vrbo Calendars Manually 

In order to keep your calendars on Airbnb and Vrbo up-to-date with each other, you'll need to export your calendar from each platform and then import it on the other platform. If you’re listed on both then this process is repeated twice to make sure that both calendars are synced correctly.

Here’s a step-by-step look at the process: 

Access and Export Your Airbnb Calendar

1. Log into Airbnb and click Calendar. Select the listing calendar you want to change.

2. Click Availability

3. Under Connect calendars, click Airbnb Calendar Export

4. Copy the iCal URL

Import Your Airbnb Calendar to Vrbo 

1. Log into Vrbo and select the appropriate listing.  

2. Select Calendar

3. Select Import & export

4. Select Import a Calendar to open the edit panel. 

5. Retrieve the iCal URL you copied earlier from Airbnb.

6. Paste the address in the URL field in the edit panel.

Access and Export Your Vrbo Calendar

1. Select the Vrbo listing that you want to to sync (important if you have multiple listings)

2. Select Calendar

3. Select Import & export

4. Select Export calendar

5. Select Copy URL

Import Your Vrbo Calendar to Airbnb

1. Within Airbnb, click Calendar and select the listing calendar you want to change

Click Availability

2. Under Connect calendars, click Calendar import

3. Paste the iCal URL you copied earlier from Vrbo into the calendar address field.

5. Give the calendar a name and click Save

Finalize and Monitor Your Calendars

1. Check to make sure that the imported calendars are correctly reflecting bookings across both platforms.

2. Regularly check and manually update both calendars to keep them properly synchronized. 

Why Is Calendar Management Essential for Vacation Rentals?

When guests book a rental, they expect a seamless and hassle-free experience from start to finish. 

Syncing calendars across multiple platforms ensures that what guests see is exactly what they get: real-time availability without the risk of double bookings or scheduling conflicts on the same dates.

This not only safeguards the guest experience by preventing disappointment and inconvenience but also protects and demonstrates the host’s reputation for reliability.

Benefits of Linking Your Airbnb and Vrbo Calendars

Avoid Double Bookings

Linking calendars across Airbnb and Vrbo automatically updates availability, preventing overlapping bookings and making booking management seamless for hosts.

Streamlined Operations and Increased Efficiency

A well-managed calendar system helps hosts to clearly visualize their property’s occupancy. Orphan days, or short periods of time between bookings when your rental sits empty, become easier to identify. This makes it easier to take action to optimize your booking potential, through discounted rates for recurring dead periods or adopting a minimum night stay policy, for instance.

On the most basic level, syncing calendars reduces manual entry and administrative errors. This frees up time for hosts to focus on improving guest services, expanding their rental portfolio, or perhaps just taking a well-deserved break.

Better Guest Experience

A synced calendar system provides accurate availability information, improving guest satisfaction with a reliable and transparent booking process.

Best Practices for Calendar Syncing

Effective calendar syncing requires a consistent approach to ensure all your bookings are up-to-date across platforms. Here are some best practices:

• Review Your Calendars Often: Review and update your calendars frequently to reflect any new bookings or changes immediately.
• Use Alerts and Notifications: Set up alerts or notifications for new bookings or changes in either platform to stay informed in real-time.
• Backup Your Data: Regularly export and save your calendar data to prevent data loss and provide a fallback in case of synchronization issues.

Common Pitfalls and How to Avoid Them

While syncing calendars simplifies management of your vacation rentals, it's important to be aware of several common pitfalls that could complicate the process. Here’s how to navigate these challenges effectively:

• Overlapping Bookings: Double-check that the settings for time zones and booking windows align across both platforms. If you choose to opt out of InstantBook in favor of screening guests before accepting them, this can offer a buffer period between booking requests and confirmations that allows you to catch and prevent overlaps before they happen.
• Technical Errors: Regularly test the import and export functions of your calendar links to make sure that they are functioning correctly. If errors persist, consider reaching out to customer support for both platforms.
• Missed Manual Updates: In cases where automatic syncing isn’t possible, set reminders to manually update your calendars at least once a day or immediately after a booking is made.

Frequently Asked Questions

How often should I sync my Airbnb and Vrbo calendars?

It's best to sync your calendars immediately after each booking. If syncing manually, aim to check and update your calendars at least once a day.

Can I sync my Airbnb and Vrbo calendars automatically?

Yes, you can use a channel manager like Uplisting to automatically synchronize your calendars across both platforms. This tool updates real-time changes in one calendar across all connected platforms, minimizing manual effort and reducing the risk of errors.

What should I do if I notice a synchronization error between my calendars?

What should I do if I notice a synchronization error between my calendars?
First, verify that the calendar settings are correct within each booking platform. Time zones and booking windows should be consistent across both. Next, check the links you've set up for exporting and importing your iCal links. If the settings are correct but issues persist, contact customer support for either Airbnb or Vrbo to resolve the synchronization issues.

Can I set different availability and pricing on Airbnb and Vrbo?

While you can set different pricing and availability, it is generally recommended to keep your listings consistent across platforms to avoid confusion and to keep the guest experience consistent. If you choose to differentiate across platforms, have a clear system in place for managing and updating the synced calendar regularly to reflect true availability and pricing.

For more comprehensive insights and tips on creating a seamless hosting experience, check out our Beginner's Guide to Hosting.