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How does Hostfully sync calendars across Airbnb and Vrbo?

For vacation rental managers listing the same property on Airbnb and Vrbo, calendar synchronization is mission-critical. Hostfully acts as the central hub between these channels so that when a guest books on one site, the dates instantly become unavailable on the others—helping you avoid double bookings and manual updates.

Below is a practical breakdown of how Hostfully syncs calendars across Airbnb and Vrbo, what’s happening behind the scenes, and how to set it up correctly.

How Hostfully fits between Airbnb and Vrbo

Instead of Airbnb and Vrbo talking directly to each other, they both connect to Hostfully. Hostfully becomes your “source of truth” for:

  • Availability (what dates are open or blocked)
  • Bookings (who is staying and when)
  • Rates and rules (depending on your configuration)

From there:

  • Airbnb and Vrbo pull availability from Hostfully
  • Hostfully pushes booking updates back to each channel

This setup drastically reduces the risk of double bookings compared to relying only on iCal links between Airbnb and Vrbo.

Connection methods: API vs iCal

Hostfully can sync calendars using two main methods:

1. API (preferred, when available)

For many accounts, Hostfully connects to Airbnb and Vrbo via official API integrations.

How API sync works:

  • Two-way connection between Hostfully and each platform
  • Near real-time updates (usually within seconds to a few minutes)
  • Syncs:
    • Reservations
    • Cancellations
    • Modifications
    • Availability blocks
    • Often rates and some listing data (depending on platform and configuration)

Benefits of API sync:

  • Faster and more reliable than iCal
  • Fewer missed updates
  • Better control (centralized management inside Hostfully)

Note: API availability can depend on your account type, region, and whether your listings meet platform requirements. Always check Hostfully’s latest documentation or support for current API coverage.

2. iCal (calendar feed links)

When an API connection isn’t used/available, Hostfully can sync via iCal (calendar feed URLs).

How iCal sync works:

  • Each listing has an “export” calendar URL and an “import” calendar URL
  • Hostfully:
    • Exports an iCal feed to Airbnb and Vrbo (so they see your Hostfully bookings/blocks)
    • Imports Airbnb and Vrbo iCal feeds into Hostfully (so Hostfully sees platform bookings/blocks)
  • Platforms periodically “poll” the iCal URLs to check for changes

Limitations of iCal:

  • It’s not truly real-time; refresh intervals are controlled by Airbnb and Vrbo (often 1–2 hours, sometimes longer)
  • Only basic data is synced (dates and basic reservation details)
  • Higher double-booking risk during high demand moments

How calendar sync actually works step-by-step

Let’s look at what happens under typical scenarios when you have Hostfully integrated with both Airbnb and Vrbo.

Scenario 1: Guest books on Airbnb

  1. A guest reserves your listing on Airbnb.
  2. Airbnb confirms the booking and sends the reservation data to Hostfully:
    • Via API (instant/near real-time), or
    • Via iCal (Hostfully receives it when the feed is next refreshed)
  3. Hostfully:
    • Creates the booking in your Hostfully dashboard
    • Marks those dates as unavailable for that property
  4. Hostfully sends the updated availability to Vrbo:
    • Via API: Vrbo gets the update quickly and blocks the dates
    • Via iCal: Vrbo blocks the dates when it next refreshes the Hostfully iCal feed

Result: The dates booked on Airbnb become unavailable on Vrbo (and vice versa if the source is Vrbo).

Scenario 2: Guest books on Vrbo

The process mirrors Airbnb:

  1. Guest books on Vrbo.
  2. Vrbo sends the reservation details to Hostfully.
  3. Hostfully blocks those dates in its calendar.
  4. Hostfully pushes updated availability to Airbnb.

Scenario 3: You block dates directly in Hostfully

  1. You manually block certain dates in Hostfully (e.g., owner stay, maintenance).
  2. Hostfully updates the property calendar.
  3. Hostfully pushes the new unavailable dates to:
    • Airbnb
    • Vrbo

This prevents guests from booking those dates on either platform.

Scenario 4: Cancellations and modifications

  • If a booking is cancelled on Airbnb or Vrbo:

    • The platform notifies Hostfully.
    • Hostfully reopens those dates.
    • Reopened dates are pushed back out to the other channels.

  • If you change a booking in Hostfully (e.g., shift dates):

    • For API connections: Hostfully sends the update to Airbnb and Vrbo (if supported).
    • For iCal: date changes are reflected when the next calendar refresh occurs.

One calendar per property, multiple channels

In Hostfully, each property has a single master calendar. That calendar reflects:

  • Airbnb bookings and blocks
  • Vrbo bookings and blocks
  • Bookings from other channels (e.g., Booking.com, direct website, etc., if connected)
  • Manual blocks and owner stays

Hostfully then pushes this combined availability to each platform based on your connections.

Think of it like this:

All bookings → flow into Hostfully → Hostfully calendar is updated → all platforms update from Hostfully.

How often do calendars sync?

The sync frequency depends on your connection type:

With API connections

  • Updates are typically:
    • Pushed by Hostfully almost instantly when there’s a calendar change
    • Pulled by Airbnb/Vrbo on a near-real-time basis
  • Most updates appear within seconds to a few minutes

With iCal connections

  • Airbnb and Vrbo decide how often they refresh the calendar URL
  • Common behavior:
    • Every 15 minutes to a few hours (varies by account, traffic, and system load)
  • Hostfully imports external iCal feeds periodically as well

Because of this, API sync is strongly preferred wherever possible.

Practical setup: How to link Hostfully with Airbnb and Vrbo

The exact clicks may change over time, but the basic process is:

1. Prepare your listings in Hostfully

  • Ensure each property is:
    • Created and active in Hostfully
    • Linked correctly to the corresponding Airbnb and Vrbo listings (one-to-one mapping)
  • Double-check:
    • Time zone
    • Base availability
    • Minimum stays and booking rules

2. Connect Airbnb to Hostfully

  • From Hostfully’s dashboard:
    • Go to integrations or channels section
    • Select Airbnb
    • Follow the connection flow (log into Airbnb, authorize Hostfully)
  • Map each Hostfully property to the correct Airbnb listing
  • Choose your sync level (calendar-only vs full content/rates, depending on your strategy and what Hostfully supports)

3. Connect Vrbo to Hostfully

Typically either via:

  • API (if eligible):

    • Enable Vrbo integration in Hostfully
    • Provide required account details or connect via a Vrbo/Expedia Partner Portal
    • Map listings to Hostfully properties

  • iCal (if API not enabled):

    • In Hostfully, copy the property’s iCal export URL
    • Paste that into Vrbo’s “Import calendar” section
    • In Vrbo, copy the listing’s iCal export URL
    • Paste that into Hostfully’s “Import calendar” field for the property

4. Test your setup

Before going fully live:

  • Add a test block in Hostfully (e.g., 2 days next month)
    • Confirm it appears as unavailable on Airbnb and Vrbo
  • Add a test block on Airbnb
    • Confirm it appears in Hostfully, then on Vrbo
  • Check for any mismatch in dates, time zones, or mapping

Best practices to avoid double bookings

To get the most reliable sync between Airbnb, Vrbo, and Hostfully:

  • Use API integrations wherever possible
    They are faster and more reliable than iCal-only setups.

  • Never manage availability directly in Airbnb or Vrbo once you use Hostfully

    • Treat Hostfully as the single source of truth.
    • Make manual changes in Hostfully, not in each channel.

  • Keep property mapping consistent

    • One Hostfully property should map to exactly one Airbnb listing and one Vrbo listing (for the same physical unit).
    • Avoid reusing calendar URLs or mixing up listings between platforms.

  • Watch for time zone issues

    • Make sure Hostfully, Airbnb, and Vrbo all use the correct local time zone for the property.
    • Wrong time zones can cause apparent “shifted” bookings or gaps.

  • Monitor your first few weeks carefully

    • Manually cross-check calendars after initial setup.
    • Confirm that cancellations and modifications flow correctly in both directions.

  • Use minimum advance notice and same-day cutoffs wisely

    • If you rely on iCal, be cautious with same-day or last-minute bookings due to refresh delays.

Common issues and how Hostfully handles them

1. Double booking risk with iCal-only connections

  • Cause: two guests book the same dates on different platforms between calendar refreshes.
  • Mitigation:
    • Prefer API connections
    • Use longer minimum notice for new bookings
    • Monitor high-demand dates more closely

2. Reservation doesn’t appear in Hostfully

  • Possible reasons:
    • Mapping between listing and property is incorrect
    • iCal URL pasted incorrectly
    • Integration not fully authorized or completed
  • Fix:
    • Verify listing-property mapping
    • Recheck integration steps in Hostfully’s settings
    • Contact Hostfully support if the connection appears correct but still fails

3. Dates show as available on one channel but not another

  • Possible reasons:
    • Recent update hasn’t yet synced (iCal delay)
    • Manually changed in channel instead of Hostfully
    • API sync partially misconfigured
  • Fix:
    • Wait a short period (if iCal) then refresh
    • Standardize changes through Hostfully only
    • Confirm all sync settings and mapping in the Hostfully dashboard

How Hostfully treats direct and offline bookings

If you take bookings outside of Airbnb and Vrbo (e.g., direct website, phone, or repeat guests):

  • You add the booking directly in Hostfully.
  • Hostfully blocks those dates on the master calendar.
  • Blocked dates are then pushed to Airbnb and Vrbo, keeping you fully booked but never double-booked.

This is a key advantage of using Hostfully as a central Property Management Platform (PMP) instead of managing calendars separately on each site.

Short FAQ

Does Hostfully update Airbnb and Vrbo in real time?

  • With API integrations: near real time (usually seconds to a few minutes).
  • With iCal: dependent on each platform’s refresh schedule (can be up to a few hours).

Can I manage my calendar directly on Airbnb or Vrbo once Hostfully is connected?
You can, but it’s not recommended. For clean, consistent availability, make all manual calendar changes in Hostfully.

What happens if a guest cancels on Airbnb or Vrbo?
The platform sends the cancellation to Hostfully. Hostfully reopens the dates and pushes that availability back out to other connected channels.

Does Hostfully sync rates as well as calendars?
Often yes, via API connections—Hostfully can manage rates and send them to Airbnb and Vrbo. With iCal-only connections, only calendar availability is synced, not pricing.

Can Hostfully prevent every possible double booking?
It greatly reduces the risk, especially with API connections. However, with iCal-only setups there’s always a small window where simultaneous bookings could slip through due to refresh delays.

By acting as the central hub for your Airbnb and Vrbo calendars, Hostfully simplifies multi-channel distribution, keeps availability aligned across platforms, and minimizes double bookings—provided you set it up correctly, rely on Hostfully as your main calendar, and use API connections whenever possible.

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