ICAL CALENDAR SYNC
Your calendars.
Working together.
Exchange blocked dates between OpenStays and compatible OTA calendars. Keep your direct bookings, walk-ins and connected channel availability in your room calendar.
ILLUSTRATIVE CALENDAR FLOW
One cottage. Connected dates.
October · Your room calendar
| Sat | Sun | Mon | Tue | Wed | Thu | Fri |
|---|---|---|---|---|---|---|
| 10 | 11 | 12 | 13 | 14 | 15 | 16 |
12–14 October · Blocked for this listing
Airbnb ↔OpenStays ↔Booking.com
Blocked dates travel through connected feeds as each platform refreshes.
LESS REPETITION AT THE FRONT DESK
Fewer calendars to update by hand.
Every extra listing adds another place to check. iCal gives compatible calendars a way to exchange blocked dates so your team spends less time repeating the same availability updates.
Sync both ways
Import blocked dates from your OTA listings into OpenStays. Export your OpenStays calendar back to each matching listing for two-way availability sharing.
Connect each listing
Use separate links for each room or cottage. Map the same physical unit on every connected platform so one room’s booking does not block another.
Include direct bookings
Record phone bookings and walk-ins in OpenStays alongside bookings made through your own link. Their blocked dates can then be read by connected OTA calendars.
HOW ICAL WORKS
Two links. A shared view of dates.
iCal is a calendar-sharing format. Each compatible listing provides an export link and a place to import a calendar from another system.
Add the OTA’s export link to the matching OpenStays room calendar. Then paste the OpenStays export link into that OTA’s calendar import setting. Repeat for each channel carrying the same physical room.
Once connected, the calendars read each other’s blocked dates in the background. Keep the links active and check the result after setup.
A BOOKING ON A CONNECTED CHANNEL
The OTA blocks its datesA guest reserves the matching room listing.
↓
OpenStays reads the feedThe dates are blocked after the import refresh.
↓
Other calendars read OpenStaysEach channel updates when it next imports the feed.
Illustrative sequence. Refresh timing varies by platform.
KNOW WHAT THE CONNECTION CARRIES
Dates only. Clear boundaries.
iCal is useful availability sharing for compatible listings. Choose it with a clear understanding of what travels through a calendar feed.
Refreshes take time
Availability does not update instantly. Each platform imports feeds on its own schedule. Conflicting bookings can still happen before a new block reaches every channel.
Rates stay separate
Room prices, minimum stays and other selling restrictions do not sync through iCal. Maintain those settings on each OTA and configure your direct rates in OpenStays.
No pooled room counts
A listing’s dates are open or blocked. A single iCal feed cannot describe “two rooms left out of five”. Use separate physical-unit listings or consider a channel manager for pooled inventory.
Check the listing before connecting. Airbnb, Booking.com and other platforms can offer iCal for supported listings. Look for calendar import and export in your own extranet. Full guest details and payment records are not transferred as complete reservations.
CONNECT YOUR CALENDARS
Set up. Match. Check.
Have your OpenStays room listing and OTA calendars ready. Setup is done per listing with a link in each direction.
Choose the room
Open calendar sync for the room listing in your OpenStays dashboard. Confirm which physical room or cottage it represents on each OTA.
Import the OTA feed
Copy the export link from the OTA’s calendar settings into OpenStays. Add the feed for every supported channel carrying that room.
Export OpenStays back
Copy the OpenStays export link into each OTA’s import setting. Allow time for refreshes then check blocked dates in both directions.
Before you rely on the connection: confirm the room mapping, review imported blocks and check the other calendars after their next refresh. Do not assume a pasted link has already updated every channel.
Your room calendar brings online availability and manual reservations together.
AN EVERYDAY EXAMPLE
Three cottages. One routine.
A homestay lists each cottage separately on its own booking link and on compatible OTAs. The owner connects the calendars for each cottage rather than sharing one feed for the whole property.
- An OTA booking blocks the matching OpenStays dates after the feed is read.
- A walk-in entered in OpenStays adds a block for connected calendars to import.
- The owner checks new bookings during refresh delays before promising the same dates elsewhere.
CHOOSE THE RIGHT CONNECTION
A simpler sync or a channel manager?
The right choice depends on how you sell rooms and how quickly your channels need to agree. Even a small property may need a fuller connection when refresh delays or pooled inventory are a concern.
Manual updates
You block dates in each extranet yourself. It works only when every booking is recorded across every channel promptly. More listings mean more repeated work.
iCal calendar sync
Compatible listings exchange blocked dates through feeds. It is included with the OpenStays booking engine. Rates remain separate and refresh delays still need attention.
A channel manager
Consider one when you need pooled room inventory, rate distribution or faster connected updates. Check the provider’s supported channels and actual update behaviour.
Calendar sync questions
Setup, refresh timing and everyday availability management.
What is iCal calendar sync?
It shares blocked dates between calendars using import and export links. OpenStays uses those links to exchange availability with compatible OTA listings. It is availability sharing rather than a full transfer of guest reservation details.
Is the connection two-way?
Yes when you connect both directions. Import the OTA’s export link into OpenStays then import the OpenStays export link into that OTA. A single imported link only covers one direction.
Which channels can I connect?
Use any listing that provides compatible iCal import and export settings. Airbnb and Booking.com offer calendar syncing for supported listings. Availability of the settings can depend on the platform and property setup. Check your own extranet before connecting.
Are updates instant?
No. Each platform imports connected calendars on its own schedule. Airbnb says its calendar automatically refreshes every three hours. Other platforms follow their own schedules. Read Airbnb’s calendar sync guidance.
Does this eliminate double bookings?
No calendar feed can guarantee that. iCal reduces repeated manual updates but another guest may book before a new block reaches every connected channel. Check availability during refresh delays and consider a channel manager if your sales need faster updates.
Does iCal also update room prices?
No. Rates, minimum stays and other selling restrictions remain separate. Set them on each OTA and configure the rates for your own booking engine in OpenStays.
Can I sync several identical rooms under one listing?
A single calendar feed describes blocked dates for a listing. It does not carry a pooled count such as two available rooms out of five. Where your OTA setup permits it, map each physical room separately. Consider a channel manager for pooled inventory.
Do walk-ins and phone bookings affect connected calendars?
Yes when you record them in OpenStays and they block the room calendar. Connected OTAs can read those blocks from your OpenStays export feed on their next import refresh.
Will imported blocks include guest names and payment details?
Do not rely on iCal for complete guest or payment records. Feed contents differ by platform. Use the originating channel for reservation details and payment information; iCal’s role here is sharing blocked dates.
How long does setup take?
A prepared room listing may take around ten minutes to connect. Allow additional time to find the right OTA settings, map each listing and check the connection after the calendars refresh. Repeat setup for each physical unit.
Is calendar sync an extra paid add-on?
Calendar sync is included with the OpenStays booking engine. Your software subscription still applies. See current OpenStays pricing.
What should I check if a calendar is not updating?
Confirm the import link is valid and still active. Check that it belongs to the right listing then review the OTA’s import status. Allow for the platform’s refresh schedule and use its manual refresh option where available. Until resolved, update availability carefully on each affected channel.
What happens after a cancellation?
The source calendar must first reflect the cancelled stay. Connected calendars can then read the changed feed during their refresh cycles. Check when dates actually become available instead of assuming the cancellation reopened every listing instantly.
Can I disconnect a calendar later?
Yes. Disconnect the relevant calendar link in your settings. That stops further availability sharing through the link. Review existing reservations and blocked dates in both systems before changing what is open for sale.
Less calendar admin. More guest time.
Connect compatible calendars to the room listings in your OpenStays booking engine.