If you list the same holiday home, apartment or B&B is on Airbnb on Booking.com, one of the main challenges is keeping your availability in sync.
A booking received on Airbnb should in fact make the same dates immediately unavailable on Booking.com and vice versa.
One of the most widely used systems for communicating the calendars of the two platforms is iCal.
But how does it really work?
What is synced?
How fast do calendars update?
And above all: Is iCal enough to avoid overbookings or do you need a Channel Manager?
In this guide we see in detail how iCal works between Airbnb and Booking.com and what are its main limitations.
What is iCal?
iCal is a standard used to share information between calendars.
A calendar can be made available through a URL address that allows other compatible systems to read its events.
Most often these calendars use files or feeds with the extension:
.ics
In the short-term rental sector, iCal is mainly used to communicate the Busy or blocked dates between different portals.
Airbnb, for example, officially allows you to export your calendar via a URL and import calendars from other sites, including Booking.com.
In practice:
Airbnb → iCal → Booking.com
or:
Booking.com → iCal → Airbnb
What is iCal for Airbnb and Booking.com used for?
Let’s say you have an apartment published at the same time on:
- Airbnb;
- Booking.com;
- your website.
Without synchronization you may have this situation:
August 10-15
Airbnb: available
Booking.com: available
Site: available
A customer books from August 10 to August 15 on Airbnb.
The Airbnb calendar is immediately busy, but Booking.com and the site may continue to show those dates as available.
If a second customer booked through Booking.com in the meantime, you would have a Overbooking.
The iCal synchronization serves precisely to transmit this unavailability to other calendars.
The flow becomes:
Airbnb booking
↓
Busy Airbnb calendar
↓
Feed iCal Airbnb
↓
Booking.com does unavailability matter
↓
Dates also blocked on Booking.com
Airbnb specifically describes calendar syncing as a tool to reduce the risk of multiple guests booking the same dates on different platforms.
How does iCal sync work between Airbnb and Booking.com?
It is important to understand one key thing:
a single iCal link works in one direction only.
If you export your Airbnb calendar and put it on Booking.com, you’ve created this link:
Airbnb → Booking.com
Booking.com can read about unavailability from Airbnb.
But Airbnb doesn’t automatically receive bookings made on Booking.com.
To do this, you must also create the opposite link:
Booking.com → Airbnb
The complete configuration then becomes:
Airbnb ⇄ Booking.com
Technically, however, they are Two separate synchronizations:
Airbnb → iCal → Booking.com
e
Booking.com → iCal → Airbnb
Practical example
Let’s imagine that we have:
Rome Vacation Rentals
published on both Airbnb and Booking.com.
First connection
We export the Airbnb calendar.
We get:
Link iCal Airbnb
We import it on Booking.com.
Result:
Airbnb → Booking.com
Second connection
We export the calendar Booking.com.
We get:
Link iCal Booking.com
We import it to Airbnb.
Result:
Booking.com → Airbnb
At this point we have:
Airbnb ⇄ Booking.com
If an Airbnb reservation comes in, Booking.com may receive unavailability.
If a reservation comes Booking.com, Airbnb may receive unavailability.
How to export Airbnb calendar
Airbnb allows you to get the calendar link directly.
From a computer, the current path is:
Calendar
→ select your ad
→ Availability
→ Connect calendars
→ Link to another website
From here, you can copy the Airbnb calendar link and insert it into another iCal-compatible system.
The flow will be:
Airbnb → export iCal → copy URL → Booking.com
We have also created a specific guide on where to find the iCal Airbnb link and how to use it.
How to import Booking.com to Airbnb
To do the opposite synchronization, you need to retrieve the calendar link provided by Booking.com.
The process will be:
Booking.com
↓
Export calendar
↓
Copy iCal link
↓
Airbnb
On Airbnb back in the section:
Calendar → Free/busy → Link calendars → Link to another website
and enter the link provided by Booking.com.
Airbnb specifies that the URL used to import an external calendar must end in .ics.
What does iCal really sync?
This is one of the most important aspects to understand.
iCal is essentially a system of Calendar synchronization.
Its main objective is to allow one system to know the busy or unavailable dates on another calendar.
To simplify:
iCal = calendar and unavailability
It should not be considered a complete synchronization between Airbnb and Booking.com.
Does iCal sync bookings?
Above all, iCal allows you to transmit the information necessary to identify the dates occupied.
So a reservation on one calendar can cause the same dates to be blocked on the linked one.
Airbnb, for example, indicates that nights booked or blocked on its calendar are made unavailable on the linked external calendar.
However, this does not mean that through iCal they are necessarily transferred All booking details.
The goal of synchronization is primarily to maintain consistent availability.
Does iCal sync prices?
No.
A regular iCal link should not be used to sync prices between Airbnb and Booking.com.
If you change the price of a night on Airbnb:
100 € → 120 €
you don’t have to expect the price to be automatically changed on Booking.com through the iCal feed as well.
Fares remain managed separately.
Does iCal sync minimum stay and restrictions?
In general, no.
Settings such as:
- minimum stay;
- maximum stay;
- check-in restrictions;
- check-out restrictions;
- tariff rules;
- promotions;
- trade policies;
they are not synchronized through a simple iCal calendar as would be the case with a true connectivity integration.
Airbnb also warns that some dates blocked by settings on an external calendar may not be interpreted in the same way by its system.
Does iCal sync Airbnb and Booking.com rates?
No.
This is one of the most frequently asked questions.
With iCal, you can have:
Airbnb ⇄ availability ⇄ Booking.com
but not:
Airbnb ⇄ prices ⇄ Booking.com
More advanced connectivity tools are typically required to synchronize pricing, inventory, and other information.
Booking.com, for example, provides its Connectivity Partners with specific APIs to synchronize Rates and availability, while individual facilities can connect via a compatible Channel Manager.
Airbnb also has software connections with PMS and Channel Manager that can synchronize not only the calendar, but also Pricing and Availability or, in certain configurations, additional information from the ad.
Does iCal update in real time?
You should not consider iCal an instant synchronization.
The operation is substantially:
Platform A updates the calendar
↓
Modified iCal feed
↓
Platform B controls the feed
↓
platform B updates its calendar
It is therefore the platform that imports the calendar that decides When to read the feed again.
This inevitably introduces a gap between the original booking and the other calendar update.
How often does Airbnb update iCal calendars?
Airbnb currently says it automatically checks connected external calendars every 3 hours.
Airbnb also allows you to request a manual update.
From a computer:
Calendar
→ Availability
→ Connect calendars
→ select the imported calendar
→ Update calendar
Airbnb also shows the time of the last sync.
So can I also get overbooked with iCal?
Technically, the risk cannot be considered zero.
Consider this example.
3:00 p.m.
A customer books on Booking.com.
Booking.com block immediately:
August 10-15
But Airbnb has not yet updated the calendar Booking.com imported.
3:05 p.m.
Another customer sees the same dates still available on Airbnb.
If you manage to complete your booking before your calendar syncs, you may have:
Booking.com → booking 1
Airbnb → booking 2
for the same period.
This is one of the main limitations of periodic synchronization via iCal.
So does iCal eliminate overbookings?
The correct answer is:
iCal greatly helps reduce overbookings, but it doesn’t equate to a real-time API sync.
For properties that receive few bookings and use a limited number of portals, this compromise can be perfectly acceptable.
When, on the other hand, they increase:
- number of apartments;
- number of OTAs;
- frequency of bookings;
- tariff changes;
- number of operators;
it may become convenient to use a more advanced solution.
What happens when I receive an Airbnb reservation?
With a proper bi-directional configuration:
Customer books on Airbnb
↓
Airbnb blocks dates
↓
iCal Airbnb is updated
↓
Booking.com reads the Airbnb calendar
↓
Booking.com block the same dates
The reservation remains a reservation Airbnb.
Booking.com uses the information received to know that those dates are no longer available.
And when do I receive a Booking.com booking?
The opposite happens:
Customer book on Booking.com
↓
Booking.com block dates
↓
updated Booking.com calendar
↓
Airbnb reads the iCal feed Booking.com
↓
Airbnb blocks dates
Also in this case the reservation continues to belong to Booking.com.
The Airbnb calendar mainly receives the information you need to know that those nights should no longer be sold.
Can more than two calendars be connected?
Yes.
You might have, for example:
Airbnb
Booking.com
Booking Engine of your site
and link calendars together.
The concept can become:
Airbnb ⇄ Booking Engine ⇄ Booking.com
or use a central system that imports multiple calendars.
This configuration is especially useful if you want to add OTAs to your OTAs Direct bookings from your website.
iCal and Booking Engine of your site
Let’s say you have:
- Airbnb;
- Booking.com;
- a WordPress Booking Engine.
You can import into the Booking Engine:
iCal Airbnb → website
e:
iCal Booking.com → website
The Booking Engine can then show dates from OTAs as busy.
If the Booking Engine also generates an exportable calendar, you can send it to Airbnb and Booking.com.
The conceptual result becomes:
Airbnb ⇄ website ⇄ Booking.com
This allows you to start receiving Direct bookings, while keeping the availability from OTAs synchronized.
Beware of sync loops
When connecting many calendars, you should avoid unnecessarily complex setups.
For example:
Airbnb → Booking.com
Booking.com → management system
Airbnb → management system
Airbnb → management system
can make it much harder to understand Where a block really comes from.
The configuration should be clearly designed.
Ideally, you should always be able to answer this question:
What is the original source of this booking or unavailability?
When using multiple OTAs, it can be helpful to have a central calendar that can clearly distinguish:
Airbnb
→ Airbnb reservation
Booking.com
→ Booking.com booking
Website
→ direct booking
Each facility must have its own calendar
If you manage multiple apartments, you need to pay special attention to the association of feeds.
For example:
Rome Apartment
Airbnb Rome ⇄ Booking.com Rome
Milan Apartment
Airbnb Milan ⇄ Booking.com Milan
Naples Apartment
Airbnb Naples ⇄ Booking.com Naples
You don’t need to connect:
Airbnb Rome → Booking.com Milan
because a reservation of the Rome facility would end up mistakenly blocking the Milan calendar.
It sounds trivial, but when you’re managing a lot of iCal feeds, it’s one of the easiest setup mistakes to make.
Airbnb imports up to 2 calendar years
Airbnb currently states that it imports up to 2 years of information from a linked external calendar.
An imported calendar can’t just be paused.
To temporarily stop syncing, you’ll need to unlink it and then add it back in.
iCal vs Channel Manager: What’s the Difference?
This is probably the most important distinction in the entire article.
iCal
It is mainly used to synchronize:
Busy Dates / Calendar Availability
It’s relatively simple.
It doesn’t necessarily require complex software integration.
Channel Manager
It is a system designed specifically to distribute and synchronize data across multiple sales channels.
It can manage, depending on the integrations available:
- availability;
- inventory;
- rates;
- restrictions;
- prices;
- reservations;
- Further operational information.
Booking.com has, for example, a Rates & Availability API for their connectivity partners and instructs individual facilities to use a Channel Manager when they want this type of connection.
Airbnb allows similar to the connected PMS and Channel Manager software to synchronize Pricing and Availability or, in certain configurations, the entire ad.
Table: iCal vs Channel Manager
| Function | iCal | Channel Manager |
|---|---|---|
| Busy Date Synchronization | ✅ | ✅ |
| Airbnb connection and Booking.com | ✅ | ✅ |
| Price synchronization | ❌ | ✅* |
| Inventory Sync | Limited | ✅* |
| Advanced restrictions | ❌ | ✅* |
| Updates via API | ❌ | ✅* |
| Easy setup | ✅ | Depends on the software |
| Useful for a few facilities | ✅ | ✅ |
| Management of many OTAs | Limited | ✅ |
*Availability of individual features depends on the Channel Manager and APIs supported by the portal.
When should I use iCal?
iCal can be a good solution if:
- you manage one or a few holiday homes;
- you mainly use Airbnb and Booking.com;
- you want to synchronize mostly busy dates;
- you don’t need to automatically align prices;
- you want to connect OTAs to your site’s calendar as well;
- You are looking for a relatively simple setup.
For many small hosts, this can be more than enough.
When does iCal start to have too many limits?
A more advanced system can become useful when:
- you manage many apartments;
- you use many OTAs at the same time;
- you receive numerous reservations;
- change prices frequently;
- uses dynamic pricing;
- you want to sync minimum stays and restrictions;
- you want centralized inventory management;
- you need faster updates.
In these cases, it is necessary to evaluate a PMS or Channel Manager compatible with the platforms used.
Top 5 Limitations of iCal
In summary, the main limitations are:
1. It’s not really instantaneous synchronization
Calendars are periodically checked by the system that imports them.
Airbnb, for example, declares an automatic update of external calendars every 3 hours.
2. It doesn’t sync prices
Airbnb and Booking.com rates remain independent.
3. It doesn’t sync all restrictions
Minimum stays, rate rules, and other advanced settings require different systems.
4. Every link has a direction
To achieve:
Airbnb ⇄ Booking.com
You need to configure both:
Airbnb → Booking.com
either:
Booking.com → Airbnb
5. Get complex with lots of facilities
With dozens of different calendars and OTAs, it can become difficult to keep track of all the connections.
Is iCal still useful?
Absolutely.
You simply have to use it for what it was designed for.
For a host who owns a few apartments and mainly wants to:
Airbnb → block dates on Booking.com
e:
Booking.com → to block dates on Airbnb
iCal can be an extremely useful tool.
Airbnb itself advises hosts on multiple sites to sync their calendars to avoid bookings on the same dates.
The problem arises when you claim to use iCal as a complete replacement for a Channel Manager.
They are different tools.
iCal, Booking Engine and direct bookings
The same technology can also be used to integrate OTAs with the Booking Engine of your site.
You can have:
Airbnb → iCal → Booking Engine
Booking.com → iCal → Booking Engine
and, when supported:
Booking Engine → iCal → Airbnb
Booking Engine → iCal → Booking.com
In this way, the site’s calendar takes into account the bookings received from OTAs and you can simultaneously start receiving Direct bookings.
With Host Domination Booking Engine, for example, you can import external calendars and centralize the management of your facilities’ availability within WordPress.
The goal is to support OTAs with their own direct booking channel, without losing control of calendars.
Conclusion
iCal is one of the easiest systems to connect Airbnb and Booking.com.
The basic concept is:
Airbnb → iCal → Booking.com
e:
Booking.com → iCal → Airbnb
which together allow you to obtain:
Airbnb ⇄ Booking.com
This system mainly allows you to synchronize the busy dates and unavailability, reducing the risk of overbooking.
However, you have to know its limits.
iCal:
✅ sync calendar
but:
❌ doesn’t sync prices
❌ doesn’t sync all restrictions
❌ should not be considered a live API link
❌ does not completely replace a Channel Manager
For one or a few facilities it can be a simple and effective solution.
On the other hand, when apartments, channels and tariff complexity increase, it may be appropriate to switch to a more advanced connectivity system.
FAQs about iCal, Airbnb and Booking.com
What is iCal?
iCal is a standard used to share calendar information between different systems. Airbnb and Booking.com can use it to exchange information about busy dates through compatible calendar URLs.
Can I sync Airbnb with Booking.com for free through iCal?
You can connect calendars using the import and export functions made available by the platforms when available for your account and property.
Do you need two links to sync Airbnb and Booking.com?
Yes. If you want a two-way sync, you need to export Airbnb to Booking.com and Booking.com to Airbnb.
In practice:
Airbnb → Booking.com
Booking.com → Airbnb
=
Airbnb ⇄ Booking.com
Does iCal sync Airbnb and Booking.com prices?
No. The simple iCal connection does not automatically synchronize prices between the two platforms.
Does iCal sync minimum stay?
It should not be considered a tool to synchronize rate restrictions and minimum stays. This information is managed separately or through more advanced connectivity systems.
How often does Airbnb update iCal?
Airbnb currently states that it automatically updates connected external calendars every 3 hours. A manual update is also available, within the limits set by the platform.
Does iCal avoid overbookings?
It helps to greatly reduce the risk, but you should not consider instant iCal synchronization. There may be an interval between a new booking and the external calendar update.
Is iCal and Channel Manager the same?
No. iCal is primarily used to synchronize calendar information. A Channel Manager can connect to OTAs through more advanced integrations and also manage availability, rates, inventory, and other information.
Can I connect Airbnb and Booking.com to my site as well?
Yes, if your site Booking Engine supports importing and/or exporting iCal calendars.
Where can I find the iCal Airbnb link?
On Airbnb from a computer, you can enter Calendar → Free/busy → Link calendars → Link to another website and copy the calendar link.
Where can I find the iCal Booking.com link?
You have to enter the management of the structure’s calendar on Booking.com and look for the section dedicated to the Sync/import and export calendars. Availability and items displayed may vary depending on your property’s configuration.
