Efficient Calendar Synchronization for Your Short-Term Rental Business

Managing multiple calendars from different rental platforms such as Airbnb, VRBO, and others can be overwhelming. But with the right tools and steps, you can keep all your bookings and availability in perfect sync. Here’s a comprehensive guide on how to do it effectively.

1. Exporting Calendars from Airbnb and VRBO

The first step is to export your calendars from the platforms where you list your properties. Both Airbnb and VRBO provide this feature, allowing you to integrate your events seamlessly.

Airbnb:

Log into your Airbnb listing account. Go to the Calendar Reservations section. Select the Export button to download your calendar in iCal format.

VRBO:

Access your VRBO dashboard. Go to the Calendar Availability section. Click on the Export button to download your calendar in iCal format.

2. Choosing an Aggregation Tool

After exporting your calendars, the next step is to choose a calendar application that can import multiple iCal feeds and display them together. Popular options include:

Google Calendar Outlook Calendar Apple Calendar Calendly Zapier for automation

3. Importing iCal Feeds into Your Chosen Calendar Tool

Here’s how to do it for Google Calendar:

Open Google Calendar. Navigate to the left-hand side menu and find Import Calendars or accounts. Click on Add by URL. Paste the iCal feed URL of your Airbnb/Vrbo calendar and click Next. Follow the on-screen instructions to complete the import.

For Apple Calendar ():

Open Apple Calendar. Select File and then Add Calendar.... Select Internet Calendar.... Paste the iCal feed URL of your Airbnb/Vrbo calendar and click OK.

4. Setting Up Automatic Syncing

Most calendar applications, including Google Calendar, will automatically sync the iCal feeds periodically. To ensure automatic updates are enabled:

Check your calendar application settings. Verify that automatic syncing is turned on.

For Google Calendar, it typically syncs every few hours, but you can adjust this interval if needed.

5. Viewing Your Aggregate Calendar

Once all calendars are imported, you should see events from Airbnb and VRBO displayed together in your chosen calendar app. Customize views by selecting daily, weekly, or monthly, and set reminders as needed.

6. Advanced Features with Third-Party Tools

If you need more advanced features, such as customizable notifications or a more user-friendly interface, consider using a third-party tool like:

Syncbnb: Specifically designed for vacation rental calendars, it syncs multiple calendars and prevents double bookings. iCalSync: Offers syncing between various platforms.

These tools can provide you with an even more robust management system.

Conclusion

By following these steps, you can effectively aggregate and continually sync your calendars from Airbnb, VRBO, and any other platforms you use. This setup will help you stay organized and avoid double bookings across different rental platforms, ultimately growing your short-term rental business.

Paying attention to potential delays in synchronization (30 minutes to 2 hours) is crucial. During this period, block your calendar or keep an eye on new reservations to update them manually if necessary. Real-time updates are available through tools like Hospitable iGMS and Hostex, which can sync your Airbnb and VRBO calendars in real time.