How to Sync Your VRBO Calendar with StayScan: Step-by-Step Guide

By StayScan Editorial Team · Published · Last updated

Step-by-step guide to syncing your VRBO calendar with StayScan via iCal. Import VRBO bookings, export StayScan availability, and keep your vacation rental calendars perfectly synchronised.

VRBO (Vacation Rentals by Owner, part of the Expedia Group) is one of the leading platforms for whole-home vacation rentals. If you list on both VRBO and Airbnb — as most successful hosts do — keeping their calendars synchronised is critical to preventing expensive double bookings.

This guide walks you through the complete process of connecting your VRBO calendar to StayScan.

Prerequisites

  • An active VRBO property listing
  • Access to your VRBO owner dashboard
  • A StayScan account with a Starter plan or above

Part 1: Import Your VRBO Calendar into StayScan

Step 1: Get your VRBO iCal Export URL

  1. Log in to your VRBO owner dashboard
  2. Go to Calendar
  3. Click Import/Export (or the gear icon near calendar settings)
  4. Under Export calendar, copy your iCal URL

Tip: VRBO''s interface combines import and export on the same page. Make sure you copy the export URL (your calendar to share with others), not the import field (for pasting external URLs into VRBO).

Step 2: Add the VRBO Source in StayScan

  1. Open your StayScan Calendar Sync dashboard
  2. Select the property matching your VRBO listing
  3. Click Add Source
  4. Select VRBO as the platform
  5. Paste your VRBO iCal URL
  6. Click Connect

VRBO bookings appear colour-coded in blue in your StayScan calendar.

Step 3: Verify the Connection

The sync health indicator should turn green after the first successful fetch. VRBO URLs are generally reliable and respond quickly.

Part 2: Export StayScan Calendar to VRBO

Step 1: Get Your StayScan Export URL

  1. In StayScan Calendar Sync, click Export Calendar
  2. Generate or reveal your export URL
  3. Copy the URL

Step 2: Import into VRBO

  1. Go to your VRBO owner dashboard
  2. Navigate to Calendar > Import/Export
  3. Under Import calendar, paste your StayScan export URL
  4. Name it "StayScan"
  5. Save

VRBO-Specific Sync Behaviour

Refresh Rate

VRBO refreshes imported calendars every 6-12 hours. This is slower than Airbnb''s 3-4 hours. For time-sensitive blocks, consider also blocking directly on VRBO.

Expedia Group Integration

VRBO is part of the Expedia Group, which means your VRBO listing may also appear on Expedia, Hotels.com, and other Expedia Group sites. The calendar sync covers all these channels through a single VRBO iCal URL.

Booking Windows

VRBO includes both confirmed bookings and owner-held dates in its iCal export. This means maintenance blocks you set directly in VRBO will also appear in StayScan.

Cancellation Handling

When a VRBO booking is cancelled, the platform removes it from the iCal feed. StayScan detects removed events during the next sync cycle and marks the dates as available again.

Troubleshooting VRBO Sync

Problem: VRBO URL returns an error

Cause: VRBO may regenerate iCal URLs when you make significant changes to your listing (like changing the property address or deactivating/reactivating).

Fix: Get a fresh URL from VRBO''s Calendar > Import/Export page. Remove the old source in StayScan and add a new one.

Problem: New VRBO bookings not appearing in StayScan

Cause: VRBO''s iCal feed may take up to 30-60 minutes to include a new booking.

Fix: Wait for the next StayScan sync cycle. If the booking does not appear after 15 minutes, try clicking "Sync Now" to force a refresh.

Problem: StayScan blocks not showing on VRBO

Cause: VRBO''s 6-12 hour refresh rate means blocks take longer to propagate.

Fix: This is expected behaviour due to VRBO''s polling frequency. For urgent blocks, also block directly on VRBO. The StayScan sync will serve as a backup.

Problem: Duplicate events appearing

Cause: You may have imported the same VRBO URL twice, or both the VRBO and Expedia URLs for the same property.

Fix: Remove the duplicate source. Since VRBO and Expedia share the same inventory, you only need one connection.

Frequently Asked Questions

Does VRBO sync include Expedia bookings?

Yes. Since VRBO is part of the Expedia Group, bookings made through Expedia, Hotels.com, and other group sites are included in your VRBO iCal export.

Can I sync VRBO with Airbnb through StayScan?

Yes. Import both your VRBO and Airbnb calendars into StayScan, then export StayScan''s URL to both platforms. This ensures bookings from either platform are visible everywhere.

Why is VRBO''s refresh rate slower than Airbnb?

Each platform sets its own refresh frequency. VRBO (Expedia Group) chose a 6-12 hour interval, while Airbnb chose 3-4 hours. StayScan''s own import frequency is always 5 minutes regardless of which platform you connect.

Do VRBO instant bookings sync faster?

VRBO''s iCal feed is updated at the same rate regardless of booking type. However, instant bookings appear in the feed sooner since there is no approval delay.

What happens if I list on both VRBO and Expedia separately?

If you have separate listings on VRBO and Expedia (which is uncommon but possible), treat them as separate properties in StayScan with individual calendar connections.

Connect your VRBO calendar now: Open Calendar Sync in StayScan.

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StayScan is a digital guidebook for Airbnb, VRBO, Booking.com and Agoda hosts: one QR code gives guests Wi-Fi, check-in steps, house rules and local tips in 30+ languages. Create your guidebook with a 30-day free trial, no credit card required.