Complete guide to synchronizing your calendar with iCal

Availability management is crucial for vacation rental owners and property managers. Poor management can lead to double bookings, poor customer experience and lost revenue. Fortunately, calendar synchronization via iCal is an effective, free solution for automating this task.

In this comprehensive guide, we’ll explore in detail what iCal is, how to export and import iCal links from different platforms (Airbnb, VRBO, Booking.com), and how to use tools like Google Calendar and Planning-Planning.com to centralize your bookings. We’ll also analyze the pros and cons of this method for optimizing your rental management strategy.

What is iCal?

The iCal (ICS ) format is a universal standard for exchanging calendar information between different platforms. It is used to automatically synchronize the availability of an accommodation on several booking sites, and avoid overbooking.

This calendar file contains booking information, including check-in and check-out dates. When you import an iCal link from one platform to another, new reservations are automatically updated at regular intervals.

Why use iCal to synchronize your calendar?

• Avoid double bookings: By importing and exporting calendars between platforms, you reduce the risk of errors.
• Time-saving: No need to manually update availability at each site.
• Free solution: Unlike paid Channel Managers, iCal is a no-cost option.
• Ease of use: set-up is straightforward and requires no advanced technical skills.

How to export an iCal link from the main booking platforms

1. Export iCal link from Airbnb

1. Log in to your Airbnb account.
2. Go to “Host” > “Ads”.
3. Select the relevant advert.
4. Go to the “Availability” tab.
5. Scroll to the “Calendar synchronization” section.
6. Click on “Export calendar”.
7. Copy the URL of the iCal link provided.
8. Import this link on other platforms to synchronize your calendar.

2. Export an iCal link from VRBO (formerly HomeAway)

1. Log in to your VRBO account.
2. Go to “Calendar”.
3. Select “Export calendar”.
4. Copy the iCal link.
5. Import this link to your other rental platforms.

3. Export iCal link from Booking.com

1. Log in to the Booking.com extranet.
2. Click on “Calendar and rates”.
3. Select “Calendar synchronization”.
4. Click on “Add a calendar link” and follow the instructions.
5. Copy the iCal URL provided and import it on other platforms.

How to import an iCal link on Airbnb, VRBO and Booking.com

The process is similar on each platform:

1. Go to the “Calendar” or “Availability” section.
2. Look for the “Import calendar” option.
3. Paste the iCal link obtained from another platform.
4. Confirm and save changes.
5. Synchronization will take place automatically at regular intervals.

Use Google Calendar to manage reservations

Google Calendar is an excellent free solution for centralizing all your bookings.

How do I add an iCal link to Google Calendar?

1. Open Google Calendar.
2. Click on the “+ Add a calendar” button (in the left-hand sidebar).
3. Select “From URL”.
4. Paste your iCal link.
5. Confirm and your Airbnb, VRBO or Booking.com calendar will appear in Google Calendar.

The advantage of Google Calendar is that it gives you an overview of all your bookings in a single interface.

How do I export an iCal link from Google Calendar and send it to an agency?

1. Open Google Calendar.
2. Click on the Settings icon (cogwheel) in the top right-hand corner, then select “Settings”.
3. In the left-hand sidebar, click on“My calendar settings” and select the calendar you wish to share.
4. Scroll to the “Integrate calendar” section.
5. Copy the URL under “Public address in iCal format”.
6. Send this link to the agency or a partner so that they can see your availability in real time.

Planning-Planning.com: A free alternative

Planning-Planning.com is a free online tool that lets you merge several iCal links into a single one, facilitating availability management.

Key features :

• Merge multiple iCal sources: Ideal if you have ads on multiple platforms.
• Simplified display: A clear view of your schedule.
• Compatible with other tools: can be exported to Google Calendar or Outlook.

How do I use Planning-Planning.com?

1. Register for free on Planning-Planning.com.
2. Add your iCal links.
3. Generate a consolidated calendar.
4. Export this calendar to other platforms if necessary.

How to set up dual iCal synchronization between a platform and Prestige Villa Rental

You’re probably wondering how to synchronize all your ads to avoid double booking.

Let’s take a concrete example: you have a villa published on both Airbnb and PrestigeVillaRental.com. To avoid double bookings, it’s essential to synchronize calendars in both directions using the iCal protocol.

Step 1 – Export Airbnb calendar

Airbnb provides you with an iCal link in the following format:

Advantages and disadvantages of iCal synchronization

✅ Benefits

• Free: No need to pay for advanced management software.
• Easy to configure: Accessible even to beginners.
• Compatible with all major platforms.
• Partial automation: automatic availability updates.

❌ Disadvantages

• Non-instantaneous updates: Updates can take several hours.
• No price management: iCal only synchronizes availability, not prices.
• No restriction management: You must manually manage minimum stays and other parameters.
• Risk of error when modifying manually: If you modify a reservation on one platform, it may not be immediately reflected on the others.

Conclusion

Using iCal to synchronize your calendar is a practical, free and efficient solution for owners and property managers who want to avoid double bookings and save time. Airbnb, VRBO, Booking.com, Google Calendar and Planning-Planning.com are valuable tools for smooth availability management.

However, if you manage a large volume of properties, the use of a paid Channel Manager may be more suitable for real-time synchronization and advanced price management.

By applying these tips, you can optimize the management of your calendar and maximize your rental income with complete peace of mind!

FAQ – iCal for villa owners: what you need to know

2. Is iCal synchronization reliable?

Yes, but it’s not instantaneous. Updates take place every 1 to 3 hours, depending on the platform. For real-time updates (including rates and conditions), a Channel Manager is recommended.

3. What types of information are synchronized with iCal?

4. How do I generate an iCal link from my booking platforms?

5. Can I merge all my iCal calendars into one?

6. Can I synchronize my iCal calendar with my personal website?

Yes, if your site is on WordPress, Wix or similar, it’s usually possible to integrate an iCal feed via a plugin or native functionality. This allows you to display your availabilities automatically on your own site.

7. What should I do if two platforms show a different reservation?

8. How many iCal calendars can I manage as an owner?

There’s no strict limit, but beyond 4-5 platforms or apartments, it makes sense to switch to a Channel Manager or a centralized management solution to avoid mistakes.

9. Can I block dates manually in iCal?

Yes, you can block dates directly on your main site or platform. Then, via iCal, these blocked dates will be automatically reflected on other platforms.

10. What’s the difference between iCal and a Channel Manager?

• iCal = free, simple, but limited to availability synchronization.
• Channel Manager = paying, more comprehensive, also synchronizes rates, descriptions, stay rules and manages reservations in real time.

11. Does iCal also work with Google Calendar or Outlook?

Yes, you can import any iCal link into Google Calendar, Outlook or Apple Calendar to track your bookings and block your availability via your personal calendar.