Using iCal with iPRO to Sync Short-Term Rental Calendars

In the short-term rental industry, keeping your calendars synchronized across various platforms is crucial for accurate booking management. iPRO leverages iCal to ensure real-time availability and seamless integration with sales channels. Here’s how you can effectively use iCal with iPRO:

How iCal is Used in iPRO

1. Scheduled Imports Every 6 Hours:

   • Regular Updates: iPRO imports iCal data every six hours to keep your availability up-to-date. This frequent synchronization minimizes the risk of double bookings and ensures that your calendar reflects the most current availability.

2. Importing as Blockouts:

   • Handling iCal Data: Imported iCal data is treated as blockouts in iPRO. This means that the blocked dates are noted, but they do not appear as reservations within your reservation list. This approach helps in maintaining clear distinctions between actual bookings and blocked periods for maintenance or owner use.

3. Managing Blockouts via Property Calendar:

   • Centralized Management: All blockouts can be managed directly through the property calendar in iPRO. This allows you to easily view and adjust availability without navigating through multiple screens or systems.

4. Force Sync for Real-Time Updates:

   • Instant Availability Sync: For immediate updates, you can perform a force sync via the property calendar page. This ensures that any changes in availability are instantly reflected across all sales channels, providing real-time accuracy.

5. Error Monitoring with Task Manager:

   • Check for Sync Issues: Use the task manager in iPRO to monitor for any errors in calendar synchronization. This helps you quickly identify and resolve issues, ensuring that your availability data remains accurate and reliable.

Step-by-Step Guide for iCal Sync in iPRO

1. Regular iCal Import:

• iPRO automatically imports iCal data every 6 hours to ensure continuous synchronisation.

2. Blockout Management:

• Imported dates are treated as blockouts. These blockouts are noted but do not appear in the reservation list.

3. Manage Blockouts:

• Navigate to the property calendar in iPRO.
• View and manage all blockouts directly within the calendar for streamlined operations.

4. Force Sync for Immediate Updates:

• Go to the property calendar page.
• Click on the force sync option to instantly update availability across all connected sales channels.

5. Monitoring Sync Errors

1. Access the Task Manager in iPRO:

• Navigate to Tools > Task Scheduler.

2. Locate the Task:

• The task is called 'iCal Import Task'.

3. Check for Errors:

• If you see a number greater than 0 in red, it means at least one property has failed.
• Click the red label to view the properties and the reason for the failure.

4. Resolve Issues:

• To fix the errors, manually sync the property again.
• If the manual sync fails, validate the iCal link within the iPRO Property CMS.
• If validation fails, contact the iCal owner to verify the URL.

By following these steps, short-term rental agencies can efficiently manage their calendars, ensuring accurate and up-to-date availability across all platforms using iPRO and iCal. This approach not only enhances booking management but also reduces the risk of scheduling conflicts and errors.