| Purpose | Use this guide to understand when to use calendar-based channels and iCal connections in Cloudbeds PMS, and which article to follow for the next step. |
| Best for | Property owners, property managers, distribution managers, revenue managers, and users responsible for managing calendar-based channel connections. |
| Use this when | You need to understand how calendar-based channels work, confirm whether iCal is the right connection type, or find the correct guide for setup, limitations, or Airbnb iCal behavior. |
| You need | All Cloudbeds PMS packages with channel distribution access, access to the Distribution page, and an active listing or account with the calendar-based channel. |
| Expected result | You understand the limits of iCal connections and know whether to review the iCal overview article, follow the calendar channel connection guide, or check Airbnb iCal troubleshooting content. |
| Important limit | Calendar-based channels sync availability only. Rates, restrictions, cancellations, guest counts, and reservation details may need to be managed manually depending on the channel. |
Introduction
Calendar-based channels use iCal links to exchange calendar availability between Cloudbeds PMS and a channel. These connections are useful for channels that do not use a standard API connection, but they are more limited than regular distribution channel connections.
Use this article as a guide to understand when to use an iCal connection, what to expect from calendar-based channels, and which related article to follow for setup or troubleshooting.
To confirm whether a specific channel is supported as a calendar-based channel, check the Supported distribution channels in Cloudbeds PMS article.
What are calendar-based channels?
Calendar-based channels are channels that connect to Cloudbeds PMS through iCal calendar links. Instead of sending full rate, restriction, and reservation data through an API, iCal connections mainly exchange calendar availability.
In Cloudbeds PMS, each room type has its own iCal URL. The channel uses that URL to read availability from Cloudbeds PMS. For two-way calendar connections, the channel also provides an export calendar URL that is added back into Cloudbeds PMS so reservations or blocks from the channel can affect availability.
Calendar-based channels work differently from API channels. They do not sync rates, restrictions, full reservation details, or cancellations in the same way as standard API connections.
Use the right calendar-based channel guide
To avoid repeating the same setup and troubleshooting steps in multiple articles, use the guide below to choose the correct resource.
| If you need to | Use this article |
|---|---|
| Understand how iCal connections work and what they can or cannot sync | Calendar channels (iCal connection) - Everything you need to know |
| Connect a calendar-based channel using iCal links | Connect calendar channels to Cloudbeds PMS |
| Confirm which channels are available as calendar-based channels | Supported distribution channels in Cloudbeds PMS |
| Understand why Airbnb iCal may block dates unexpectedly | Why does Airbnb block off random dates in my calendar? |
| Disconnect Airbnb listing sync from Cloudbeds PMS | Airbnb - How to disconnect Airbnb listings from Cloudbeds PMS |
Before using an iCal connection
Before connecting a calendar-based channel, review the following:
- Calendar-based channels use iCal links and have limited sync capabilities.
- Rates and restrictions must be managed directly in the channel extranet.
- Reservation details imported from iCal may be limited.
- Cancellations may need to be managed manually in Cloudbeds PMS.
- Each room type has its own iCal URL in Cloudbeds PMS.
- Some calendar-based channels are one-way, while others are two-way.
Calendar-based channels are not recommended for workflows that require complete rate, restriction, cancellation, guest count, or reservation detail synchronization.
One-way and two-way iCal connections
Calendar-based channels may work as one-way or two-way connections.
| Connection type | What it means |
|---|---|
| One-way iCal | Cloudbeds PMS sends availability to the channel through an iCal URL. The channel does not send bookings back to Cloudbeds PMS through the iCal connection, so reservations or inventory changes may need to be handled manually. |
| Two-way iCal | Cloudbeds PMS sends availability to the channel, and the channel sends calendar blocks or bookings back to Cloudbeds PMS through its export calendar URL. Even with two-way iCal, reservation details may be limited. |
When to use a calendar-based channel
A calendar-based channel may be useful when:
- The channel only supports an iCal connection with Cloudbeds PMS.
- You only need to share availability with the channel.
- You are comfortable managing rates and some reservation details directly in the channel extranet.
- You understand that cancellations and booking updates may require manual follow-up.
If the channel supports a standard API connection and you need stronger sync options, use the API connection when available.
Common limitations
Calendar-based channels have limited sync behavior compared with standard API channels.
- Rates: Rates are not sent through the iCal connection.
- Restrictions: Stay restrictions are not sent through the iCal connection.
- Reservation details: Guest count, rate, and other details may be missing or limited.
- Cancellations: Cancellations may not be transmitted back to Cloudbeds PMS and may need to be handled manually.
- Sync timing: Calendar updates may not appear immediately because polling frequency depends on the channel.
For a detailed explanation of iCal limits, booking imports, cancellations, and room type compatibility, check Calendar channels (iCal connection) - Everything you need to know.
Troubleshooting and next steps
If an iCal connection does not behave as expected, review the following:
- Confirm that you copied the correct Cloudbeds PMS iCal URL for the correct room type.
- Confirm whether the channel is one-way or two-way.
- Check the channel extranet for the full reservation, calendar, or cancellation details.
- Confirm whether the channel has its own polling interval for reading iCal updates.
- Review the dedicated setup or troubleshooting article for the channel behavior you are investigating.
If you need help after reviewing the related articles, contact Cloudbeds Support with the channel name, affected room type, reservation details if applicable, and a description of the issue.
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