Managing multiple vacation rental platforms can transform your business—but only if you avoid the costly pitfall of double bookings. Whether you’re manually juggling calendars or ready to automate, this comprehensive guide shows you exactly how to sync your Airbnb and Vrbo calendars for seamless operations.
As bookings start rolling in, a common question arises: how can you manage availability across these platforms without creating a chaotic mess?
In the back of your mind you know that an unfortunately timed double booking might earn a negative review, and this – especially at this early stage – could cause you to lose momentum.
If only there was a way to achieve harmony between your Airbnb and Vrbo calendars. As it turns out, this is not only perfectly achievable, but highly recommended and in our opinion is a game-changer for your property management.
There are many reasons to sync your calendars across multiple OTA platforms, and more than one way to do it. Our guide walks you through all the essential steps, ensuring your operations run smoothly and enabling you to optimize your earnings across multiple channels with ease.
Three reasons why you should connect Airbnb and Vrbo calendars
Listing your property on multiple channels like Airbnb and Vrbo significantly expands your reach and earning potential. However, this multi-platform strategy hinges on one critical element: consistent and accurate calendar availability. Here’s why syncing your calendars is absolutely vital for your success:
- Eliminate double bookings: Without precise calendar synchronization, you face the constant threat of two different guests booking the same dates on different platforms. This frustrating scenario can be a real headache, leading to last-minute cancellations, refunds, frustrated guests, and ultimately, a damaged reputation. By connecting your calendars, a booking on one platform instantly blocks those dates on the other, safeguarding you from these costly and stressful overlaps.
- Maximize occupancy and revenue streams: An accurately synced calendar provides a real-time, comprehensive view of your property’s availability. This clarity empowers you to identify and strategically fill empty nights, optimizing your occupancy rates. With precise availability data, you can implement dynamic pricing strategies, adjusting your rates based on real-time demand, seasonality, and local events to truly maximize your income.
- Save time and minimize errors: Manually updating calendars across multiple platforms is time consuming and carries a risk of human error. Something as simple as an overlooked booking or a forgotten blocked date can lead to significant operational issues. Automating your calendar syncing, by using a tool like Rental United’s Channel Manager dramatically reduces your workload, frees up your time, and virtually eliminates costly mistakes.
Find out what else Rental United’s Channel Manager can do for you: Book a demo now
Revenue comparison: Airbnb vs Vrbo
If you are trying to understand from which channel you¡ll gain the most, first you’ll need to understand the type of property you want to list, and then cater the advantages and disadvantages from each of them. Here we’ve listed some main points to have in consideration before listing, considering revenue opportunities.
Airbnb revenue advantages
Airbnb’s strength lies in its massive user base and flexible booking model that caters to diverse travel patterns. The platform excels at generating consistent cash flow through higher booking velocity, making it particularly attractive for hosts who prioritize frequent turnover and steady income streams.
Have this in mind when considering to list on Airbnb:
- More bookings per month: Shorter stays (2–3 nights) boost booking frequency.
- Strong urban performance: City properties earn 15–25% more on average.
- Last-minute premiums: Same-day and next-day bookings often command higher rates.
- Dynamic pricing: Easier to apply real-time pricing adjustments.
- Lower guest acquisition cost: Built-in access to 220+ million users globally.
- Ideal for: Urban apartments, unique stays, shared spaces, business travel markets.
- Fee structure: ~3% host fee (or split with 14.2% guest fee), flexible based on listing type.
Vrbo revenue advantages
Vrbo positions itself as the premium platform for vacation rentals, targeting families and groups seeking longer, more traditional vacation experiences. This focus on quality over quantity allows hosts to command higher nightly rates while reducing the operational burden of constant guest turnover.
Have this in mind when considering to list on Vrbo:
- Higher nightly rates: ADRs are typically 10–20% higher than Airbnb equivalents.
- Longer average stays: 5–7 nights reduces turnover and increases booking value.
- Family and seasonal appeal: Entire homes in vacation spots can outperform Airbnb by 20–30%.
- Lower fees with subscription: $499/year for unlimited bookings vs. per-booking fees.
- Ideal for: Vacation homes, beach/mountain properties, family-oriented rentals.
- Fee structure: 8% per booking + 3% processing, or flat annual fee for high-volume hosts.
Manually sync your calendars
For hosts with a single property, or those just starting out, manual syncing via iCal links can be a viable initial step. While it requires more active management, it offers a straightforward and reliable way to connect your calendars.
How to sync Airbnb and Vrbo calendars for hosts
Here’s our step-by-step guide to manually connecting your Airbnb and Vrbo calendars using iCal links:
- Export your Airbnb calendar: Log into your Airbnb account, navigate to “Listings,” and select the property you wish to sync. Under “Pricing and Availability,” find “Calendar Sync” and then “Export Calendar.” Copy the unique iCal URL that appears; this is your Airbnb calendar link.
- Import Airbnb calendar into Vrbo: Now, log into your Vrbo account and select the corresponding listing. In the left navigation, click “Calendars,” then “Reservation.” Look for the “Import/Export” option and choose “Import Calendar.” Paste the Airbnb iCal URL into the designated field, give it a recognizable name (e.g., “Airbnb calendar”), and ensure it’s set to automatically block imported dates.
- Export your Vrbo calendar: Back in your Vrbo account, select the same listing. Under “Calendars,” then “Reservation,” locate the “Import/Export” icon and choose “Export Calendar.” Copy the provided Vrbo calendar link.
- Import Vrbo calendar into Airbnb: Finally, return to your Airbnb dashboard. Go to “Listings,” select the property, and then “Pricing and Availability” followed by “Calendar Sync.” Choose “Import Calendar,” paste the Vrbo iCal URL into the “Calendar Address” field, and name it (e.g., “Vrbo calendar”). Click “Import Calendar” to complete the two-way sync.
Three common issues and how to fix them
While manual iCal syncing is free and relatively straightforward, it’s important to be aware of its limitations, especially as your short-term rental business grows. Even with syncing in place, issues can occasionally arise. Here are some common problems and how to troubleshoot them effectively:
- Delayed updates leading to overbookings: This is a classic iCal problem. Since iCal links only refresh every few hours, a second request can come in from a different OTA during that time, leading to a double booking.
- Fix: Make it a habit to manually refresh your imported calendars on both platforms frequently, especially during peak booking periods.
- Inconsistent availability: You might find that dates appear available on one platform but blocked on another, or vice-versa, even after syncing. This can happen due to minor discrepancies in how platforms interpret iCal data or cached information.
- Fix: First, verify that your iCal URLs were copied and pasted correctly into the respective platforms. Then, try un-syncing and re-syncing the calendars entirely. Clear your browser’s cache and cookies, as this can sometimes cause outdated information to display. If the issue persists, consider blocking out a few test dates on one platform to see if they reflect correctly on the other to pinpoint where the breakdown is occurring.
- Incorrect booking information: Sometimes, a reservation might appear on one platform but not the other, or certain booking details (like guest names or specific dates) are inaccurate after syncing. This usually indicates an issue with the data transfer itself.
- Fix: Double-check that the export and import settings on both platforms are configured to include all relevant booking information.
Automate your calendar syncing
As your vacation rental business grows, manual syncing becomes a bottleneck. Professional channel managers offer real-time synchronization and advanced features that transform how you manage multiple platforms.
Platforms like Rentals United’s Multi-Calendar bring you the power of automated solutions for managing your vacation rental availability across 90+ channels, with data tools to improve performance and maximize your revenue.
This means that when a booking comes in from Airbnb, your Vrbo calendar (and all other connected channels) is instantly updated, eliminating the risk of double bookings.
You can start increasing reach and boosting revenue using Rental United’s channel manager to sync calendars
Three key features of Rentals United’s Channel Manager
- Real-time, centralized, booking management: Our system offers true real-time synchronization, pushing instant updates for availability, prices, and bookings across all your connected platforms.. Manage all your reservations from one intuitive dashboard. Our analytics and performance tools: Our dynamic pricing tools, allowing you to go beyond simple calendar syncing and automatically adjust rates based on demand, seasonality, and competitor data for maximum revenue. Plus, you’ll gain access to powerful analytics data, giving you useful insights into occupancy rates, revenue trends, and market performance.
- Streamlined guest communication: Managing guest inquiries from multiple platforms can be overwhelming. Our Unified Inbox consolidates all your messages from Airbnb, Vrbo, and other channels into a single, easy-to-manage interface. Respond quickly, send automated messages, and keep all guest communications organized, ensuring an excellent guest experience every time.
Best practices to stay in sync
Maintaining a perfectly synced calendar is an ongoing process. Incorporating these best practices into your routine will significantly reduce errors and keep your operations smooth:
- Weekly reviews: Never assume your calendars are always 100% accurate without verification. Set a regular schedule – at least once a week – to visually review your availability on both Airbnb and Vrbo. This proactive approach allows you to catch minor issues before they escalate into major problems.
- Buffer periods between bookings: Building a small buffer into your booking schedule can be a lifesaver, especially if you’re relying on iCal syncing. For example, set a minimum of one night between consecutive bookings. This provides a crucial window for calendar updates to fully propagate across all platforms, drastically reducing the risk of overlapping reservations.
- Automate your calendar: Why spend countless hours manually updating calendars when you can automate your entire vacation rental management? By leveraging smart technology like a channel manager, you can transform your property business, moving from reactive problem-solving to proactive efficiency. Automation handles the tedious, repetitive tasks – syncing calendars, updating pricing, and managing communications – allowing you to focus on what you do best: providing exceptional guest experiences and strategizing for growth.
Conclusion
The Vrbo vs Airbnb debate isn’t about finding a single winner—it’s about understanding how each platform can maximize your revenue potential. Airbnb excels in urban markets with higher booking frequency, while Vrbo dominates traditional vacation rentals with higher average daily rates and longer stays.
The most profitable strategy involves leveraging both platforms strategically, which makes flawless calendar synchronization absolutely critical. Whether you choose manual iCal syncing or invest in automated channel management, proper calendar coordination prevents costly double bookings while unlocking the full revenue potential of multi-platform hosting.
The investment in proper calendar management and strategic platform utilization isn’t just about operational efficiency—it’s about creating the foundation for a truly profitable vacation rental business that maximizes every booking opportunity across all available channels.
Sync your calendars with Rental United’s