Why Availability Synchronisation Matters

Over two-thirds of global travel and tourism revenue now comes from online sales channels, making it essential for small and medium-sized tourism businesses to maintain a strong online presence. However, managing bookings across platforms like Airbnb, Booking.com, Expedia, and your own website manually is time-consuming and error-prone.

The consequences of poor synchronisation include:

• Double bookings: Selling the same room or tour slot twice

• Lost revenue: Blocking out dates unnecessarily due to update delays

• Damaged reputation: Disappointing guests with booking conflicts

• Wasted time: Manually updating calendars across multiple platforms

Understanding Your Synchronisation Options

There are three main approaches to keeping your availability synced across booking channels: manual management, iCal connections, and channel managers. Let's break down each method.

1. Manual Management (Spreadsheets & Direct Updates)

How it works: Updating availability directly on each platform's extranet, often tracked through spreadsheets or booking logs.

Pros:

• No additional cost

• Complete control over each listing

• Simple for properties with very few bookings

Cons:

• Extremely time-consuming

• High risk of human error

• Doesn't scale as your tourism business grows

• No real-time updates across platforms

Best for: Properties just starting out with minimal bookings (1-2 per week) on only one or two platforms.

2. iCal Connections (Calendar Synchronisation)

How it works: iCal is a standardised file format that allows you to share calendar data between systems. You create an iCal link from one platform and import it into others, allowing basic availability updates to sync between calendars.

Pros:

• Free to use: No subscription fees

• Easy setup: Simple copy-paste process for calendar URLs

• Works with most platforms: Widely supported across OTAs

• Better than manual: Reduces data entry errors

• Flexible: Can sync with various calendar systems

Cons:

• Limited data sync: Only syncs availability, not rates, restrictions, or guest information

• Manual rate management: Pricing must be updated separately on each platform

• No centralised dashboard: Must log into multiple systems to see complete booking picture

Best for: Small and mid-sized properties.

3. Channel Managers (Real-Time API Connections)

How it works: Channel manager software is a cloud-based tool that connects your property management system with multiple booking channels through real-time, two-way API connections. Changes made in one place instantly update across all connected platforms.

Pros:

• Real-time synchronisation: Instant updates prevent double bookings

• Comprehensive data sync: Updates rates, availability, restrictions, and guest information

• Centralised management: One dashboard for all channels

• Performance insights: Analytics and reporting tools

Cons:

• Monthly subscription cost: Typically ranges from $50-250+ per month depending on property size

• Learning curve: More complex than iCal

• Setup time: Initial configuration can take 1-2 weeks

• Dependency: Reliance on third-party software

Best for: Properties with multiple OTA integrations where automation is heavily needed, or any business serious about scaling their online distribution.

Popular Channel Manager Solutions

For tourism businesses in emerging markets, several channel managers cater specifically to smaller properties:

Cloudbeds

Cloudbeds offers an all-in-one platform that combines property management, channel management, and booking engine functionality, connecting to over 300 OTAs with real-time synchronisation. Their unified approach means you manage operations and distribution from a single dashboard, making it particularly valuable for properties that want comprehensive management without juggling multiple systems.

Key features:

• Direct integration with 300+ booking channels

• Built-in payment processing

• Mobile-friendly interface

• Pricing starts around $75/month for small properties

Tab and Cloudbeds Integration: If you're using Cloudbeds for your property management and channel distribution, you can connect it directly with Tab's payment processing. This integration allows you to leverage Cloudbeds' powerful availability management and channel connections while processing direct website bookings through Tab's Checkout Flow booking widget feature. This gives you the best of both worlds with seamless payment handling and real-time availability sync.

Little Hotelier

Purpose-built for bed and breakfasts, guesthouses, and small hotels. Offers connection to over 400 channels with a mobile-friendly front desk system.

myallocator

Affordable option with strong OTA connections, ideal for small-scale operations with essential channel management features.

Direct Website Bookings: Taking Control with Booking Widgets

While OTAs provide valuable exposure, they come with commission fees (typically 15-25% per booking). This is where having a direct booking solution on your own website becomes crucial.

The Power of Commission-Free Bookings

A booking widget embedded on your website allows guests to:

• Browse real-time availability

• View pricing and room/activity types

• Complete their booking without leaving your site

• Pay securely with their credit card details

Tab's Checkout Flow feature is designed specifically for tourism business owners who want to capture direct bookings without paying OTA commissions. The widget integrates seamlessly into your existing website and offers:

• iCal integration for accommodation products: Perfect for smaller properties with individual, named rooms. Sync your availability from other platforms to prevent double bookings

• Multiple room/activity types: Showcase different offerings with specific pricing

• Direct payment processing: Guests can input card details and pay immediately

• User-friendly interface: Simple for both you and your guests

The Future of Availability Management

The tourism industry continues to evolve, with real-time synchronisation becoming the standard expectation. Businesses implementing automated systems report a 30% decrease in manual errors and can see conversion rate improvements of up to 20%.

Taking Action

Double bookings and manual calendar management consume valuable time you could spend improving guest experiences and growing your business.

Start here:

1. Audit your current process: How much time do you spend on manual updates? How many channels are you on?

2. Calculate your risk: What would one double booking cost you?

3. Evaluate your options: Based on your property size, budget, and growth plans

4. Start small: Implementing iCal connections is better than manual management

5. Plan to upgrade: As you grow, transition to more sophisticated solutions

For smaller properties looking to reduce OTA dependence and capture direct bookings, implementing a booking widget like Tab's Checkout Flow on your website - with iCal integration to sync with other channels - provides an excellent starting point for building a sustainable, commission-free booking channel.