Overview

Calendar Sync imports reservations from Airbnb, VRBO, Booking.com, and other listing platforms into ArrivHQ automatically. When a guest books on one of your listing platforms, the reservation appears in ArrivHQ within minutes -- no manual entry needed.

ArrivHQ uses iCal feeds (the same calendar format used by all major booking platforms) to fetch and parse reservation data. Blocked dates are filtered out automatically.

How it works

Setting up Calendar Sync

  1. Open the property you want to sync.
  2. Click the Setup tab.
  3. Select the Calendar Sync pill.
  4. Click + Add Calendar.
  5. Select the platform (Airbnb, VRBO, Booking.com, Direct, or Other).
  6. Paste the iCal URL from your listing platform.
  7. Click Add Calendar Sync.

Sync starts immediately. ArrivHQ checks the calendar every 15 minutes for new or changed reservations.

Getting your iCal URL

Airbnb:

  1. Go to your Airbnb listing's Calendar.
  2. Click Availability settings (or Pricing & availability).
  3. Scroll to Connect calendars and click Export calendar.
  4. Copy the URL.

VRBO:

  1. Go to your VRBO listing's Calendar.
  2. Click Import/Export (or the gear icon).
  3. Under Export Calendar, copy the link.

Booking.com:

  1. Go to your Booking.com property's Calendar.
  2. Click Sync calendars.
  3. Copy the Export calendar URL.

What gets imported

For each reservation in the calendar feed, ArrivHQ creates a reservation record with:

  • Guest name (extracted from the calendar event)
  • Check-in and check-out dates
  • Channel source (Airbnb, VRBO, etc.)
  • Status set to "confirmed"

Blocked dates and unavailable periods are filtered out automatically -- they do not create reservations.

Managing synced calendars

From the Calendar Sync panel on your property, you can:

  • Sync Now -- trigger an immediate sync instead of waiting for the next 15-minute cycle.
  • Pause -- temporarily stop syncing without removing the connection.
  • Resume -- restart a paused sync.
  • Remove -- delete the connection. Existing reservations are not affected.

Sync status

Each connection shows a status badge:

  • Active (green) -- syncing normally.
  • Pending (gray) -- waiting for first sync.
  • Error (red) -- sync is failing. Check the error message for details. Common causes: invalid URL, platform blocking access, URL expired.
  • Paused (gray) -- you paused the sync.

If sync fails repeatedly (10 consecutive failures), it auto-pauses to prevent unnecessary requests. Click Resume to restart.

Deduplication

ArrivHQ tracks each reservation by its unique calendar event ID. If the same reservation appears in multiple syncs, it is updated (not duplicated). If a reservation disappears from the calendar, it is marked as cancelled.

Limits & requirements

  • Calendar Sync requires the Host plan ($34/mo) or higher. Not available on the Comply plan.
  • Each property can have multiple calendar connections (one per listing platform).
  • The iCal URL must be publicly accessible. Private or password-protected URLs will fail.
  • Sync runs every 15 minutes. Use "Sync Now" for immediate import.
  • Guest names are extracted from the calendar event summary. Format varies by platform.

FAQ

Can I sync calendars from multiple platforms for the same property?

Yes. Add one connection per platform. ArrivHQ handles deduplication across platforms using the calendar event unique ID.

What happens to reservations if I remove a calendar connection?

Existing reservations stay in your records. They are not deleted when you remove the connection. Only future syncs are stopped.

Can I edit a synced reservation?

Yes. Once imported, reservations are normal ArrivHQ records. You can edit guest details, add notes, invite guests to the portal, and manage them like any other reservation.

Why do I see "Blocked" events in my calendar but no reservations in ArrivHQ?

ArrivHQ filters out blocked dates, unavailable periods, and non-reservation events. Only actual guest bookings are imported as reservations.

How do I get my iCal URL if my platform is not listed?

Most booking platforms and property management tools support iCal export. Look for "Export calendar," "Calendar sync," or "iCal" in your platform's calendar settings. The URL typically ends in .ics.