Linking Calendars with iCal

Introduction

iCal (Internet Calendar) is a standard calendar format used by many online booking platforms and property management systems. It allows you to sync calendar data between different platforms, ensuring your availability is up-to-date across all channels. This guide will walk you through importing and exporting iCal links in Futurestay, helping you manage your property’s bookings more efficiently.

How iCal Works

iCal syncs calendars by sharing availability data between different platforms. When you import an iCal link from an external source, it blocks out dates on your Futurestay calendar based on the imported data. Similarly, exporting your Futurestay calendar to other platforms ensures your availability is accurately reflected there.

Note: that iCal connections do not sync in real-time, so regular monitoring is essential. Futurestay will poll for updates every 10 minutes, but due to the reliability of iCal connections, successful updates are not always guaranteed.

Steps to Import iCal in Futurestay

1. Access Calendar Sync:

   • Navigate to the "Calendar Sync (iCal)" drawer on the Futurestay calendar.

   • Select the "iCal Import" tab.

2. Add New iCal for Import:

   • iCal Name: Enter a name for the calendar (e.g., "Airbnb Calendar").

   • iCal Link: Paste the iCal link from the external platform.

   • Acknowledge Responsibility: Check the box to acknowledge that iCal connections do not sync in real-time and you are responsible for verifying and monitoring your calendar regularly.

3. Verify and Save:

   • Futurestay will verify the link to ensure it’s from a valid source like Airbnb, VRBO, or Booking.com.

   • Click "Save" to add the iCal link.

Steps to Export iCal in Futurestay

1. Access Calendar Sync:

   • Navigate to the "Calendar Sync (iCal)" drawer on the Futurestay calendar.

   • Select the "iCal Export" tab.

2. Copy iCal Link:

   • Futurestay will generate an iCal link for your property.

   • Click the copy icon next to the iCal link to copy it.

3. Add iCal Link to External Platforms:

   • Paste the copied iCal link into the calendar import section of the external platform (e.g., Airbnb, VRBO, Booking.com).

Detailed Instructions for External Platforms

• VRBO:

  • Log in to your VRBO account.

  • Select the "Calendar" tab.

  • Choose "Reservations."

  • Click the "Import/Export" option on the top right corner.

  • Click on "Export Calendar" and copy the iCal link.

  • More details on VRBO iCal setup.

• Booking.com:

  • Log in to your Booking.com account.

  • Navigate to the "Rates and Availability" tab.

  • Go to the Calendar screen.

  • Find and click on the “Sync Calendar” option.

  • Click "Export Calendar" and copy the iCal link.

  • More details on Booking.com iCal setup.

• Airbnb:

  • Log in to your Airbnb account.

  • Go to the “Availability” tab.

  • Scroll down to the sync calendar section.

  • Click on “Export Calendar” to find your property’s iCal link.

  • More details on Airbnb iCal setup.

Use Cases for iCal Export

• Personal Calendars: Import the Futurestay iCal link into personal calendars like Google Calendar or Apple Calendar to keep track of bookings.

• Sharing with Cleaners or Maintenance: Export the Futurestay iCal link and share it with cleaning or maintenance services to ensure they have up-to-date booking information.

Blocking Calendars with iCal

When you import an iCal link, any booked dates from the external calendar will appear as blocked dates in Futurestay. This helps prevent double bookings by ensuring that dates reserved on one platform are unavailable on others. Note that Futurestay does not receive specific booking details from these external sources, only the blocked dates. If we recognize that the iCal is coming from Booking.com, Airbnb, or VRBO, we will display the blocks along with their source.

Removing iCal Links

To remove an iCal link:

• Navigate to the "Calendar Sync (iCal)" section.

• Find the iCal card corresponding to the link you want to remove.

• Click the trash can icon to delete the iCal link.

Preventing Duplicate iCal Links

Futurestay automatically verifies the source of iCal links and prevents the same link from being added more than once for an individual property. This ensures that your calendar remains accurate and avoids conflicts.

By following these steps, you can efficiently manage your property’s availability across multiple platforms, reducing the risk of double bookings and ensuring a smooth booking process for your guests.