Introduction
If your property is listed on more than one booking channel, syncing calendars is no longer optional. Airbnb, Vrbo, Booking.com, and other third-party platforms all operate independently, which means availability changes on one platform do not automatically update on others.
Managing listings across all of the OTAs can quickly become stressful without proper calendar synchronization. Even one missed update may lead to double bookings, unhappy guests, canceled reservations, and lost revenue.
The most common way to connect these platforms is through iCal calendar sync. By linking calendars, blocked dates and confirmed reservations can be shared between channels, helping hosts maintain consistent availability.
In this article, you’ll learn:
- How Airbnb calendar sync works
- How to link Airbnb calendar to Booking.com
- How to sync Airbnb calendar with Vrbo
- Common problems with iCal synchronization
- When a PMS becomes the better long-term solution
Why Sync Airbnb Calendar with Vrbo and Booking.com?
Listing your property on multiple OTAs increases exposure, but it also increases operational risk.
Without calendar sync, hosts often face:
- Double bookings when two guests reserve the same dates
- Manual updates across platforms
- Higher cancellation rates
- Poor guest reviews due to availability issues
- Platform penalties or listing suspension
Calendar sync helps solve these problems by automatically blocking dates across connected platforms whenever a reservation is made.
For small hosts, iCal syncing offers a simple entry-level solution. For growing businesses, it becomes the foundation for automation.
How Airbnb Calendar Sync Works
Airbnb calendar sync is based on a file format called iCal.
An iCal calendar is a shared URL that contains a list of unavailable dates for a listing.
When a guest books your property on Airbnb, the system automatically blocks those dates on your Airbnb calendar. If that calendar is connected to another platform, such as Vrbo or Booking.com, the blocked dates are sent through the iCal link.
Each platform then reads the calendar file and updates availability on its own system.
It is important to understand that this process is not a direct system integration. Airbnb does not push updates instantly to other channels. Instead, platforms check the iCal feed at scheduled intervals.
This means calendar sync works in three basic steps:
- A booking is created on one platform
- The calendar is updated in the iCal file
- Other platforms refresh the file and block the same dates
Because iCal calendars only share availability data, information such as prices, guest details, fees, or minimum stay rules are not included.
This is why iCal calendar sync is suitable for basic availability management, but it has limitations for hosts managing multiple listings or receiving frequent bookings.
How to Sync Airbnb Calendar with Booking.com
Airbnb and Booking.com do not directly integrate with each other, but they both support iCal links. To enable proper synchronization, two connections are required.
Step 1: Export Airbnb Calendar
- Log in to your Airbnb account
- Open your listing and go to Calendar
- Select Availability settings
- Choose Export calendar
- Copy the Airbnb iCal URL
This link contains your availability data and will be used by Booking.com.
Supplementary explanation:
If "Availability settings" is not found: For some Airbnb accounts (especially new-version interfaces or business host accounts), the entry may be in the 「...」 (More options) at the top right corner of the Calendar page. Click it, select 「Calendar settings」, and find 「Export calendar」 in the drop-down menu.
Notes for copying the URL: Ensure the full link is copied (usually starting with 「https://www.airbnb.com/calendar/ical/」 and ending with 「.ics」). Avoid missing characters (e.g., parameters after the question mark), as this will cause the link to fail.
Managing multiple listings: If you manage multiple properties, export a separate iCal link for each listing—do not share one link (each listing has a unique iCal URL).
Step 2: Import Airbnb Calendar into Booking.com
- Log in to the Booking.com Extranet
- Go to Rates & Availability → Calendar
- Choose Sync calendars
- Select Add calendar connection
- Paste your Airbnb iCal link
- Name the calendar and save
Booking.com will now read availability updates from Airbnb.
Supplementary explanation:
Account type differences: Individual host accounts may directly display the 「Calendar」 menu; business host accounts need to first select 「Property」 (corresponding to the listing) in the left navigation bar, then navigate to 「Rates & Availability → Calendar」.
If "Sync calendars" is not found: Use the search bar at the top of the Booking.com Extranet, enter keywords like 「Sync calendars」 or 「Calendar connection」 to directly locate the function entry (the path may be adjusted after platform interface updates).
Exporting Booking.com iCal link: On the 「Sync calendars」 page, find the 「Export calendar」 option (usually at the bottom of the page or to the right of "Added calendars"), select "Export all dates", and copy the generated URL (note the distinction between "listing calendar" and "account master calendar—select the link for the specific individual listing).
Step 3: Export Booking.com Calendar Back to Airbnb
To ensure two-way synchronization:
- In Booking.com, export your property’s iCal link
- Return to Airbnb calendar settings
- Select Import calendar
- Paste the Booking.com iCal URL
This allows Airbnb to receive updates from Booking.com as well.
✨How Often Does Booking.com Sync Calendars?
Booking.com typically refreshes iCal calendars every 30 to 60 minutes. This delay means changes are not reflected instantly.
How to Sync Airbnb Calendar with Vrbo
The process for Airbnb Vrbo calendar sync is similar.
Step 1: Export Airbnb iCal Link
From your Airbnb calendar:
- Open Availability settings
- Export the calendar
- Copy the iCal URL
Step 2: Import Airbnb Calendar into Vrbo
- Log in to your Vrbo owner dashboard
- Go to Calendar → Import/Export
- Choose Import calendar
- Paste the Airbnb iCal link
- Save the connection
Vrbo will now block dates that are reserved on Airbnb.
Supplementary explanation:
Regional Vrbo differences: For European versions of Vrbo (e.g., FeWo-direkt), the menu path may be 「My Properties → [Listing Name] → Calendar → External Calendar Sync」, with the function name uniformly labeled 「Import/Export」 and consistent operation logic.
Post-save verification: After importing the Airbnb iCal link and saving, Vrbo will show a "Syncing" status (usually lasting 5-10 minutes). It is recommended to refresh the page to confirm the "link status is Active". If "Error" is displayed, recheck if the URL is complete.
Step 3: Export Vrbo Calendar to Airbnb
To complete the sync:
- Export Vrbo’s iCal URL
- Import it into Airbnb as an external calendar
This ensures availability flows both ways.
Vrbo Calendar Sync Frequency
Vrbo usually updates iCal feeds every one to two hours. During high booking volume periods, delays can occur.
Can You Sync Airbnb, Vrbo, and Booking.com Together?
Yes, all three platforms can be connected using iCal, but each link must be created individually.
Typical setup looks like this:
- Airbnb ↔ Booking.com
- Airbnb ↔ Vrbo
- Booking.com ↔ Vrbo
There is no central dashboard when using iCal. Each calendar communicates separately, which increases complexity as your portfolio grows.
Common iCal Calendar Sync Issues
While iCal works, it has several limitations that hosts should understand clearly.
1. Delayed Updates
iCal does not support real-time syncing. Availability may take hours to update, creating risk during peak booking periods.
Detailed delay durations:
Off-peak periods (e.g., non-booking hours on weekdays): Booking.com (30-60 minutes), Vrbo (60-90 minutes), Airbnb (30-60 minutes);
Peak periods (holidays, weekends, promotional events): Delays may extend to 2-4 hours, or even 6 hours in extreme cases;
Cross-platform cascading delays: If using "Airbnb↔Booking.com + Airbnb↔Vrbo + Booking.com↔Vrbo" two-way sync for all pairs, the final delay on a platform may be the sum of delays from multiple platforms (e.g., Airbnb→Booking.com: 1 hour + Booking.com→Vrbo: 1.5 hours = Vrbo delay: 2.5 hours).
Emergency plans:
During peak periods (e.g., holiday days), manually spot-check calendars on all platforms every 1-2 hours to confirm that booked dates are synced and blocked;
If unsynced dates are found, manually block the dates on the corresponding platform (label "Temporarily syncing") and cancel the manual block after automatic sync is completed;
Avoid modifying listing availability (e.g., manual blocking/unblocking dates) during peak periods to prevent conflicts with automatic sync.
2. Availability Only
iCal calendars only sync blocked and available dates. They do not transfer:
- Prices
- Minimum stay rules
- Length-of-stay discounts
- Fees or taxes
3. Broken Links
If a listing is duplicated, edited incorrectly, or disconnected, iCal links may stop updating without warning.
- Common failure scenarios:
Host modifies key listing information (e.g., listing name, ID, address), and the platform automatically resets the iCal link;
Missing characters when copying the URL (e.g., the trailing 「.ics」) or extra spaces;
Triggered by platform security mechanisms (e.g., temporary iCal link invalidation after account login from an unusual location);
Long-term inactivity of the link (some platforms automatically disable iCal links if no sync occurs for 3 months).
- Troubleshooting methods:
Re-export the iCal link from the corresponding platform, compare it with the original link—replace if inconsistent;
Open the iCal link directly in a browser. If "404 Error" or "Unreachable" is displayed, the link is invalid and needs to be regenerated;
Check the account status (normal login status, whether the listing is "Active")—abnormal status will prevent the link from working.
4. No Conflict Detection
If two reservations occur close together, iCal cannot detect conflicts instantly.
5. Difficult Scaling
Managing several properties with iCal quickly becomes unmanageable due to multiple links per listing.
Why Using a PMS is the Ultimate Solution for Professional Hosts
As booking volume increases, most hosts outgrow manual calendar sync.
A Property Management System (PMS) or channel manager offers direct API connections with Airbnb, Booking.com, and Vrbo.
Unlike iCal, a PMS provides:
- Real-time two-way calendar sync
- Instant availability updates
- Centralized control panel
- Automatic rate management
- Rule-based restrictions
- Overbooking protection
Instead of maintaining dozens of calendar links, hosts manage everything from one dashboard.
For professional hosts, a PMS is not just about convenience—it protects revenue, reputation, and operational stability.
Best Practices for Calendar Synchronization
Even with iCal syncing, following best practices reduces risk.
- Always enable two-way sync between platforms
- Avoid manual blocks on multiple channels
- Choose one calendar as your primary reference
- Test your setup with blocked test dates
- Monitor reservations during high-demand seasons
- Upgrade to a PMS once managing multiple listings
Calendar sync is a tool, not a guarantee. Proper setup and monitoring remain essential.
Conclusion
Syncing your Airbnb calendar with Vrbo and Booking.com is essential for preventing double bookings and maintaining consistent availability across platforms.
iCal calendar sync provides a basic solution for small-scale hosts. It works well for one or two listings but comes with delays and functional limits.
As your business grows, relying solely on iCal increases operational risk. A PMS with real-time synchronization offers better control, automation, and long-term scalability.
Choosing the right solution depends on how many properties you manage and how often you receive bookings—but calendar synchronization should always be treated as a priority, not an afterthought.
FAQs
How do I sync my Airbnb calendar with Booking.com?
You can sync Airbnb with Booking.com by exporting the Airbnb iCal link and importing it into the Booking.com Extranet calendar. To complete the process, export Booking.com’s calendar back into Airbnb.
Can Airbnb and Vrbo calendars sync automatically?
Yes. Airbnb and Vrbo support automatic calendar updates through iCal links, though updates are not real-time.
Does iCal sync prices and availability?
iCal only syncs availability. Prices, fees, minimum stay rules, and restrictions are not included.
How often does Airbnb calendar sync?
Airbnb typically refreshes iCal calendars every 30 to 60 minutes, depending on system load.
Why is my Airbnb calendar not syncing correctly?
Common reasons include broken iCal links, delayed updates, duplicate calendars, or manual conflicts between platforms.
What is the best way to avoid double bookings?
The most reliable method is using a PMS or channel manager with real-time two-way synchronization across Airbnb, Vrbo, and Booking.com.
