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Are you tired of that sinking feeling when a guest messages about arrival, but you already have someone else checking in? Or maybe you’re constantly rushing to block dates on one platform after another. If you list your vacation rental on sites like Airbnb and Vrbo, learning to sync Airbnb calendar data is not just helpful; it’s essential. You want to stop double bookings before they ever happen and manage your short-term rental without the constant stress, right?

It might seem like a small thing, this calendar syncing. But, it’s the backbone of a smooth hosting operation, especially when you’re on multiple platforms. Getting this right means fewer headaches, happier guests, and an opportunity to increase revenue for every airbnb host.

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Why Bother Syncing Your Rental Calendars?

• Why Bother Syncing Your Rental Calendars?
• The Nightmare of Double Bookings (And How to Avoid It)
• How to Sync Airbnb Calendar with Vrbo: A Step-by-Step Guide
  • Step 1: Export Your Airbnb Calendar Link
  • Step 2: Import the Airbnb Calendar into Vrbo
  • Step 3: Export Your Vrbo Calendar Link and Import to Airbnb
  • Step 4: Test the Connection
• Connecting Your Booking Calendars to Your Personal Calendar
  • A Personal Story: The Cost of an Unsynced Calendar
• How to Sync Your Airbnb Calendar with Google Calendar (or Others)
  • Step 1: Get the Export Link from Your Booking Platform
  • Step 2: Import the Link into Google Calendar
  • Step 3: Share with Your Team (Optional but Recommended)
• The Perks of a Fully Synced Calendar System
• A Few Final Tips for Calendar Zen
• Conclusion

Why Syncing Your Rental Calendars Is a Must

You might wonder if syncing your rental calendars is really necessary—especially if you’ve gotten by manually blocking off dates. But relying on manual updates leaves too much room for error. Calendar syncing automates availability updates across platforms like Airbnb and Vrbo, saving you time, avoiding costly mistakes, and creating a smoother experience for both you and your guests.

The Risk of Double Bookings

Double bookings are every host’s nightmare. Imagine this: someone books your place on Airbnb, and you forget to block those dates on Vrbo. A second guest books the same dates, and now you have to cancel one of them. Not only is it awkward and stressful, but canceling bookings also hurts your rankings and can cost you Superhost status. Manual updates are prone to human error. Hosts—especially new ones managing multiple listings—often get tripped up when juggling bookings across platforms or sharing their place with friends and family. A synced calendar prevents those scheduling conflicts before they happen.

Why Calendar Syncing Matters:

• Protects your reputation by reducing cancellations
• Maximizes income by keeping accurate availability
• Streamlines team communication by providing real-time updates
• Saves time by eliminating repetitive tasks
• Improves scalability as you manage more listings
• Reduces stress so you can focus on hospitality

Manual vs. Synced Calendar Management

How to Sync Airbnb and Vrbo Calendars

Step 1: Export Your Airbnb Calendar

1. Log into your Airbnb host dashboard.
2. Click on Calendar, then select the listing you want to sync.
3. Go to Pricing and Availability > Availability.
4. Scroll to Sync Calendars, then click Export Calendar.
5. Copy the .ics (iCal) link provided—this allows other calendars to read your Airbnb availability.

Step 2: Import Airbnb Calendar into Vrbo

1. Log into your Vrbo account and go to the property’s calendar.
2. Look for Import Calendar, Sync Calendar, or similar.
3. Paste the Airbnb iCal link and name the calendar (e.g., “Airbnb Bookings”).
4. Save and sync. Vrbo will now pull in your Airbnb bookings.

Step 3: Export Vrbo Calendar & Import into Airbnb

1. In Vrbo, locate and copy your Export Calendar (iCal) link.
2. Back in Airbnb, return to Sync Calendars.
3. Click Import Calendar, paste the Vrbo link, name it, and save.
   Now both platforms can “talk” to each other, updating automatically to prevent overlaps.

Step 4: Test the Sync

1. Manually block a few test dates on Airbnb.
2. Check Vrbo after a short time (sync can take minutes to hours).
3. Repeat the test in reverse—block on Vrbo, check Airbnb.
4. If everything updates correctly, you’re good to go!

Syncing to Your Personal Calendar (e.g., Google Calendar)

Syncing your listings to a personal calendar like Google Calendar keeps your business in sync with your life—appointments, events, and bookings all in one place.

Step 1: Get the Export Link

Use the same Airbnb or Vrbo Export Calendar link from earlier.

Step 2: Add to Google Calendar

1. Open Google Calendar.
2. Click the + next to “Other calendars.”
3. Choose From URL, then paste the iCal link.
4. Click Add Calendar.
5. Optional: Rename it (e.g., “123 Main St Bookings”) for clarity.

Step 3: Share with Your Team

In Google Calendar settings, add email addresses to share the calendar with cleaners, co-hosts, or family. They’ll see updates in real-time, which improves coordination.

Apple Calendar, Outlook, and others work similarly—just look for options to add a calendar by URL.

A Real-Life Reminder: Why This Matters

When I (Annette) was managing four listings—including my own home—I made the mistake of not syncing to my personal calendar. One day I thought I had time off, only to receive a message: “I’m at the door.” I had forgotten a check-in and hadn’t cleaned the property. I scrambled to send the guest out for dinner on my dime while I cleaned in a panic. Thankfully, they were kind, but it could’ve gone very differently. That one missed sync convinced me to overhaul my systems and sync everything—including personal and team calendars. The result? Fewer mistakes, less stress, and more time.

Final Tips for Calendar Zen

• Spot-check monthly. Even synced systems need occasional oversight.
• Know sync timing. Some platforms update instantly, others every few hours.
• Verify iCal links if you change listing details or account settings.
• Use dynamic pricing tools. These rely on synced availability to adjust rates in real-time.

Keep Your Hosting Game Tight

Now that your calendars are synced and your availability is on point, it’s time to make sure the rest of your operations are just as dialed in. Check out Top Airbnb Host Mistakes and How to Avoid Them to sidestep common slip-ups and keep your short-term rental running smoothly.

Want a checklist to make sure you’re covering all the essentials? Grab the free Essentials Checklist — it’s perfect for hosts who want to deliver a 5-star stay every time (without the guesswork).

Calling All Hosts: The Hosting Handbook

If you loved this post we invite you to check out our one-stop-shop solution for hosts everywhere —the Hosting Handbook! While you can download all the easy to consume, step-by-step tips we use in our own hosting business and create the ultimate “book” the Hosting Handbook is so much more than that! If you’ve consumed or content for years (or just met us!) this is the reference guide for all the amazing and tactical tips we have for running a profitable and, more importantly hospitable, short-term rental. How do we price for pets? How do we fold our towels? What sheets do we buy? How do I purchase a short-term rental? All these questions (and more!) can be answered in the Hosting Handbook! Check it out now!

Happy Hosting!