Streamline Your Vacation Rental Empire: The Ultimate Guide to Linking Vrbo and Airbnb Calendars

Managing a vacation rental can feel like juggling flaming torches while riding a unicycle. Suddenly, you’re fielding inquiries across multiple platforms, desperately trying to avoid the dreaded double booking that could lead to angry guests and a dent in your reputation. Luckily, technology offers a lifeline: calendar synchronization. Specifically, linking your Vrbo and Airbnb calendars is a crucial step in streamlining your operations.

So, how do you link Vrbo and Airbnb calendars? The process boils down to using the iCalendar (iCal) format to import and export calendar data between the two platforms. This means essentially subscribing to each other’s calendars. Here’s a breakdown:

1. Export your Airbnb calendar: Log into your Airbnb account, navigate to your listing, and find the calendar settings. Look for an option like “Export Calendar.” Airbnb will provide you with a unique iCal link. This link is essentially a web address that provides real-time data on your Airbnb bookings.
2. Import the Airbnb iCal link into Vrbo: Log into your Vrbo account, go to your listing, and find the calendar settings. Look for an option like “Import Calendar” or “Add Calendar.” Paste the Airbnb iCal link you copied in the previous step into the designated field. Give the calendar a descriptive name (e.g., “Airbnb Calendar”).
3. Export your Vrbo calendar: Similar to Airbnb, find the “Export Calendar” option within your Vrbo listing’s calendar settings. Vrbo will generate its own unique iCal link for you to use.
4. Import the Vrbo iCal link into Airbnb: Return to your Airbnb listing’s calendar settings and find the “Import Calendar” option. Paste the Vrbo iCal link you just copied into the designated field and name it accordingly (e.g., “Vrbo Calendar”).

That’s the core process! Once completed, your calendars should automatically update each other whenever a booking is made on either platform.

Frequently Asked Questions (FAQs)

Here are some frequently asked questions to help you navigate the intricacies of calendar synchronization, along with the expert insights needed to solve the issues.

1. How long does it take for calendars to sync after linking them?

The synchronization time isn’t instantaneous. While theoretically it should happen within a few hours, it’s more realistic to expect up to 24 hours for changes to fully propagate. This is due to the varying refresh rates of both Airbnb and Vrbo’s systems. To be safe, always double-check both calendars after a new booking, especially during peak seasons when bookings are frequent. If the sync is taking much longer than 24 hours, re-verify the iCal links on both platforms as the links might have corrupted.

2. What happens if I have a pre-existing booking on one platform before linking calendars?

Pre-existing bookings are usually unaffected by the linking process. These bookings should remain intact on their respective platforms. The synchronization will primarily apply to future bookings made after the calendars are linked. To avoid confusion, manually block out those dates on the other platform’s calendar after the initial synchronization. For example, if you had a booking on Vrbo before you linked the calendars, then manually block out those dates on Airbnb to avoid a double-booking.

3. Can I link more than two calendars together?

Yes! The iCal method isn’t limited to just two platforms. You can link calendars from numerous other vacation rental sites or even personal calendar applications like Google Calendar to get a holistic view of your bookings. The key is to export the iCal link from each platform and import it into all the others. For example, if you want to link your Google Calendar, you would need to export the iCal link from Google and import it into Vrbo and Airbnb as well.

4. What if I change my rates on one platform; will it affect the other?

Calendar synchronization only affects availability, not pricing. You’ll need to manage your rates independently on each platform. Many property managers find success with pricing tools such as PriceLabs or Wheelhouse. These tools integrate directly with Airbnb and Vrbo to automatically adjust rates based on demand, seasonality, and competitor pricing.

5. How do I unlink my Vrbo and Airbnb calendars?

Unlinking the calendars is just as straightforward as linking them. Simply navigate to the imported calendar section in each platform’s calendar settings, find the calendar you want to remove (e.g., “Airbnb Calendar” in Vrbo), and delete or unsubscribe from it. Repeat this process on the other platform to completely sever the connection. The important note is to do this on both platforms.

6. Is there a risk of double bookings even with linked calendars?

While linking calendars significantly reduces the risk of double bookings, it doesn’t eliminate it entirely. The delay in synchronization (up to 24 hours, as mentioned earlier) can create a window for potential conflicts. The risk of double booking, while minimal, still exists. To further minimize this risk, you could reduce this time by synchronizing the calendars more often. For example, Airbnb allows you to manually refresh your calendar whereas Vrbo requires you to wait for the system to automatically refresh the calendar.

7. What are the limitations of using iCal for calendar synchronization?

The primary limitation of iCal is the aforementioned delay in synchronization. Unlike direct API integrations that provide near real-time updates, iCal relies on periodic refreshes. Also, iCal only synchronizes the availability but does not synchronize any other parameters such as rates or minimum stays. Finally, since iCal is a subscription-based model, it is only a one-way stream of information. You can only import the other party’s calendar but cannot edit it.

8. Are there alternative methods to link calendars besides iCal?

Yes, many property management systems (PMS) offer direct integrations with Airbnb and Vrbo. These integrations provide real-time synchronization, bypassing the limitations of iCal. PMS solutions often come with additional features like automated messaging, guest management, and reporting. Some popular PMS options include Guesty, Lodgify, and Hostfully. These services come with a cost, but the efficiency gains often outweigh the expense for those managing multiple properties.

9. How can I troubleshoot calendar sync issues?

If you’re experiencing problems with your calendar synchronization, start by verifying the iCal links. Ensure that the links are still valid and haven’t been accidentally modified. Then, manually refresh the calendars on both platforms. If the issue persists, try removing and re-adding the calendars. As a last resort, contact the support teams of Airbnb and Vrbo.

10. Does linking calendars affect my search ranking on either platform?

Linking calendars itself doesn’t directly impact your search ranking. However, preventing double bookings, thanks to calendar synchronization, does contribute to positive guest experiences. Positive reviews and high occupancy rates indirectly improve your ranking in the long run.

11. Can I block off personal dates or maintenance periods using linked calendars?

Absolutely. When you block off dates on either Airbnb or Vrbo, that change should automatically reflect on the other platform’s calendar, preventing bookings during those periods. However, always double-check that the synchronization is working correctly, especially after blocking off important dates.

12. Should I use a channel manager instead of just linking calendars?

A channel manager is a more robust solution that goes beyond just calendar synchronization. It allows you to manage listings, pricing, reservations, and guest communication across multiple platforms from a single interface. If you are managing a growing portfolio of rentals, a channel manager is a worthwhile investment. While iCal linking is free and simple, a channel manager offers superior efficiency and control, especially as your business scales. Channel managers come with a monthly subscription fee, which varies by the number of properties you manage.