Set up iCal sync in Smoobu

What iCal sync in Smoobu does — and doesn't do

iCal sync is the simplest, but also the slowest, way to keep calendars aligned between Smoobu and another system. It works via a public calendar URL (an .ics file) that one system publishes (export) and the other periodically fetches (import). Only occupied/blocked date ranges travel across — no guest names, no rates, no messages. For anything beyond that, you need an API connection.

The key difference from an API connection: iCal is not real-time. Both sides fetch the calendar file on a schedule, not instantly whenever something changes. Smoobu doesn't publish a fixed refresh interval — in practice an update can take anywhere from a few minutes to several hours, depending on the external system. That's why iCal-only channels (many smaller booking portals or personal calendars) carry a structurally higher double-booking risk than API channels like Airbnb or Booking.com.

Step 1 — Export your Smoobu calendar

1. In Smoobu: go to Booking Channels → Add Channel → Manual channel (iCal export).
2. Select the property you want to export a calendar for. Each property has its own unique export link.
3. Copy the iCal link shown (it ends in .ics). This link is publicly accessible to anyone who has it — treat it as non-sensitive but don't share it unnecessarily.
4. Repeat for every property you want to sync externally — the link is different per property.

You'll need this export link for step 2. Keep it somewhere you'll remember it — if you switch target systems, you'll need to paste it in again.

Step 2 — Import the export link into an external system

The export link can be pasted into almost any system that supports iCal import. Common use cases:

1. Google Calendar: Settings → Add calendar → From URL. Google typically refreshes imported calendars every few hours, not instantly.
2. A second PMS or channel manager: paste it into the external/manual channel section — useful if you're running two systems in parallel, such as during a migration.
3. Your own website or a booking widget: many website builders and direct-booking plugins accept an iCal link to display availability.
4. A booking portal without an official Smoobu API integration: some smaller or regional portals only offer iCal import/export. Check that portal's channel settings for an "Import calendar" or "Add iCal URL" option.

Step 3 — Import an external calendar into Smoobu

The reverse also works: you can import an external calendar into Smoobu — for example from a channel that isn't officially connected via the Smoobu API, or from a private calendar (owner stays, family use).

1. In Smoobu: go to Booking Channels → Manual channel → iCal import.
2. Paste the external system's iCal URL and assign it to the correct property.
3. Smoobu fetches the file periodically and automatically blocks those date ranges across all your other connected channels.
4. Important: An imported iCal calendar typically only tells you "booked/free" — no guest details. For booking details you'll still need to check the external system manually.

Step 4 — Set a buffer window to absorb sync delay

Because iCal doesn't sync in real time, there's always a small window where a booking on one platform hasn't yet appeared on another. This is the single most common cause of double bookings on iCal-only channels.

1. In Smoobu: go to Settings → Property → Availability.
2. Set an arrival and/or departure buffer — at least one day between bookings from different iCal channels where possible.
3. Alternatively: manually block the last available day before a new iCal booking until you're confident the sync has run.

A one-day buffer costs you, at worst, one night of revenue. A double booking costs you a cancellation, a bad review, and in the worst case a channel penalty. For iCal-only channels the buffer is almost always the better trade.

Troubleshooting common issues