Learn how to connect a custom iCal feed in Hostaway, what data syncs through iCal, how import and export work, and the main limitations of iCal-based connections.

Understanding iCal Sync

iCal is a universal calendar format that enables synchronization of availability across different platforms. It's particularly valuable when direct API connections aren't available for your vacation rental channels.

Key Features and Limitations

Universal Compatibility. iCal works with most booking platforms and calendar systems, making it a reliable fallback option
One-Way External Sync. Hostaway iCal links are designed for external channel integration only. Adding a Hostaway iCal link to another Hostaway listing will not synchronize events between them. You should use the cross-listing feature instead.
Calendar Availability Only. iCal connections synchronize only your calendar's availability
No Additional Property Data: Rates, listing descriptions, amenities, and other property information will not sync
Future Reservations Only. Only upcoming reservations will be imported and exported
All Events Treated as Reservations. Any blocked dates in an imported iCal feed appear as reservations (often labeled "Blocked")
- If these dates are unblocked on the source platform, the reservation will be canceled in Hostaway
- Some iCal connections only sync actual bookings, not manually blocked dates
- For these connections, you'll need to manually block dates in Hostaway if they aren't received from the external channel

Step-by-step guide

iCal Export vs. Import

Before you start, please make sure you have everything needed to connect:

All listings you have on the channel are also created in Hostaway
The channel supports reservation import and export by iCal
You understand how iCal and filtering work

Export reservations

What We Export (Information You Control)

When you generate an iCal link from your Hostaway listing, it can include:

Guest name
Reservation dates
Guest phone number
Number of guests
Total price
Length of stay (nights)
Booking channel
Check-in time (24-hour format)
Check-out time (24-hour format)

How to export reservations using iCal

Go to your Hostaway Dashboard > Listings
Click on the Get iCal button and copy the URL
Use the URL with the import external reservations function that your rental channel supports
iCal will include Financial Data if the file is generated from a user who has admin access.
- If you generate the iCal from a user who does not have access to financial data, the iCal will not have that information either
- iCal information will be generated according to the user's permissions

Import reservations

What We Import (Varies by Channel)

The information received from external channels varies significantly:

Some channels provide comprehensive booking details
Others only send minimal information (check-in/out dates and guest name)
Many channels omit pricing and guest contact details

How to import reservations using iCal

Go to your Hostaway Dashboard > Channel Manager > Channels
Click on Configure for Custom iCal
In the new window, at the top, select the listing you want to map and click on + Add new
In the new window, enter the iCal from the channel
Enter a channel name
Enter a description
Ignore phrases in the Summary field.
- For example, when you send blocked dates due to an Airbnb reservation to a channel, it sometimes will send back, SUMMARY: BLOCKED.
- When you import this Blocked event, it will create a new "reservation" in Hostaway, and due to this, you have a fake "double booking warning".
- The filter allows you to add "BLOCKED" as a filter, so all events will be ignored if they contain BLOCKED in the summary field
Ignore phrases in the Description field. Same function as above
Import empty Summary fields. When you look into your iCal file with an editor like Notepad++, you can review whether your channel is sending reservation events with an empty Summary field. If this is the case, you can allow it to be imported. Some other channels might send these empty events, for example, because it is a holiday on their channel. In that case, it is not a reservation, and you should block empty fields
Import empty Description fields: Same function as above
Save the new iCal import and verify in Hostaway > Reservation menu if the correct reservations are imported. When you need to adjust it, remove the channel and try again

How to delete a custom iCal in Hostaway?

To delete a custom iCal in Hostaway:

Go to Channel Manager > Channels > Listing Mapping
Find your listing and click the three dots (•••)
Select Custom iCal
Click the trash/bin icon next to the iCal link you want to remove
Save your changes

This will remove the custom iCal connection, and any reservations that were imported through that link will be cleared after the next sync cycle.

Keep existing reservations when deleting a custom iCal

When you delete a custom iCal, you can choose to keep the reservations that were imported through that iCal.

This is especially useful if you’re migrating from a custom iCal connection to a direct integration via the Public API, so you can remove the iCal without losing existing past or upcoming reservations.

How it works

Go to your Hostaway Dashboard > Channel Manager
You can delete the Custom iCal from:
- Listing mapping > Listing > Three dots [...]
- Channels > Select custom iCal
Go to your custom iCal settings
Delete the iCal
Select “Keep existing reservations imported through this iCal”
Confirm the deletion

Custom iCal Reservation Sync Time

Syncing reservations via iCal is a traditional method that can take anywhere from 30 minutes to multiple days to complete.
Custom iCal reservations are imported every 30-60 minutes into the Hostaway software.
For export, it depends on the channel pick-up time, and we can estimate 60-180 minutes.
If you manually accessed the same iCal as used in Hostaway, it takes another 2 hours before the Hostaway software can access it again.

Best Practices

For the most reliable calendar synchronization, we recommend:

Checking your iCal connections regularly to ensure they're functioning properly
Understanding which specific data each of your connected platforms shares via iCal
Using direct API connections whenever possible for more comprehensive data synchronization

Troubleshooting

There are hundreds of reasons why a setup might not work
Hostaway support can only investigate your setup when you send over exact, detailed information in case of an error
If you are planning to submit a request to our support team, please always provide:
- The iCal export link from your channel
- If it is a reservation-related topic, provide the full reservation details, including when the reservation was made, what happened, and what you expect to happen.