Vrbo: Switch between iCal and API

Learn how to connect Vrbo to Hostaway using iCal or API, and how to switch between connection methods without disrupting your listing setup.

Managing your Vrbo properties via Hostaway can be done through two types of integrations: iCal and API. This article provides detailed instructions for setting up the API integration and for switching between these integrations.

Overview of Integration Options

There are two primary integration methods between Vrbo and Hostaway:

• iCal Integration: Syncs calendar availability between the platforms. Requires manual management of pricing, content, and payments. Depending on the channel, manual blocks may or may not be sent; when they aren't, block the dates manually in Hostaway. 
• API Integration: A comprehensive integration where Hostaway manages rates, availability, property content, and reservations; however, payments occur through external processors.

Setting Up API Integration

For full-feature integration, the API is the recommended method. Here's how to set it up:

1. Prepare Your Listings: Ensure Hostaway listings match your Vrbo properties in content and details.
2. Export Listing from Hostaway to Vrbo:
   • Navigate to Channel Manager > Channels > Vrbo > Configure.
   • Select the listing and export it.
3. Merge Listings via Vrbo Support:
   • Contact Vrbo Integrated Property Management Support to merge the exported listing with your existing Vrbo listing.
4. Verify Sync: Confirm that the calendar, rates, and content are syncing correctly between both platforms.

How to transition from Vrbo iCal to Vrbo API

When you start using your Hostaway account, you might not have your Vrbo API connection set up right away and might need to set up a Vrbo iCal connection while you wait for the Vrbo team to initiate your implementation project and activate your Vrbo API connection.

What should you do when contacted by Vrbo to activate the API connection?

• Make sure to go through all the steps explaining how to connect to the Vrbo API.
• Remove the Vrbo iCal from Hostaway for your listings once the API for the listing is activated and all future reservations are retrieved by the VRBO API.
• You should go to Hostaway Dashboard > Channel Manager > Listing Mapping, and in front of the listing, click on the "On" symbol for the Vrbo iCal and click Deactivate.
• To confirm the sync is working, you can (after confirming the Vrbo iCal is Off) block a date in the Hostaway calendar, wait a few minutes, and then confirm that the date was blocked on the Vrbo calendar.
• Confirm all listing settings in Vrbo are correct, as well as calendar pricing.

Revert Vrbo API connection to use iCal

To revert your Vrbo listings to use the iCal connection instead of the Vrbo API, you will need to disconnect your listings from the Vrbo API and then connect them to Vrbo via the iCal integration. This will allow Vrbo to handle the payment processing directly, avoiding any additional fees from using a third-party payment processor like Stripe. Once your listings are connected via iCal, Vrbo will manage the payment collection, and you will no longer be responsible for the payment processing.

Removing the Vrbo iCal Connection

Before disconnecting a Vrbo iCal, make sure there are no upcoming reservations, as removing the iCal will delete the reservation entries it created in Hostaway.

When you remove a Vrbo iCal from the Hostaway Dashboard, the dates of those reservations may remain blocked in the Hostaway calendar or become available, depending on the status of the reservation:

• The dates are blocked on the calendar if the status is one of the following: New, Modified, Pending, Awaiting Payment, Awaiting Guest Verification, Unconfirmed, Owner Stay, or Expired.
• The dates are available on the calendar if the status is one of the following: Inquiry, Inquiry Pre-Approved, Inquiry Not Possible, Cancelled, or Declined.

FAQs

Is iCal required for Vrbo integration with Hostaway? No, iCal is not required when using the Vrbo API integration. Note: Before disconnecting an iCal, see Removing the Vrbo iCal Connection above.

What should I do if my integration does not sync correctly? Verify that all iCal or API export and import links are correctly entered. For API, ensure Vrbo support has finalized the connection.