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Key takeaways
- Export puts your Gatherland bookings in Google or Apple Calendar. Import brings bookings from other channels into Gatherland and blocks those slots.
- Sync is not instant. Block last-minute bookings from other channels on Gatherland by hand, straight away.
- Your iCal link shows booking details. Do not share it publicly.
- Set a cleaning buffer and it is reserved automatically before and after every booking.
- If you cancel a booking, the guest is refunded in full and you are charged a cancellation fee, so keep your calendar accurate.
iCal sync works in two directions: export your Gatherland calendar to Google or Apple Calendar so you can see everything in one place, and import bookings from other channels so those slots are blocked on Gatherland. Because sync is not instant, add manual blocks for last-minute bookings and leave a cleaning buffer between bookings to avoid double booking.
- 90 days
- Calendar open ahead
- 30 minutes
- Slot step
- 30 minutes
- Usual shortest lead time for self check-in venues
- About 2 hours
- Usual lead time for staffed venues
Why sync your calendar?
If you take bookings through several channels, such as phone, WhatsApp or other platforms, an unsynced calendar makes double bookings easy. If you then cancel, the guest is refunded in full, you are charged a cancellation fee, and your reviews can suffer.
Export or import?
Export (Gatherland to your calendar)
- Puts Gatherland bookings in Google or Apple Calendar
- Lets you see every booking in one calendar
- The subscribed calendar is usually read-only
- Change bookings on Gatherland itself
Import (other channels to Gatherland)
- Brings bookings from other systems or calendars into Gatherland
- Those slots show as unavailable on Gatherland
- Guests cannot book a slot already sold elsewhere
- Essential if you take bookings through other channels
Set up both and you see every booking in your own calendar, while Gatherland guests cannot book slots you have already sold elsewhere.
Export: put Gatherland bookings in your calendar
Gatherland gives you an iCal link that you can subscribe to in other calendar apps.
Google Calendar
- 1
Copy the link
Copy the iCal link from your Gatherland host calendar.
- 2
Open Google Calendar
In Google Calendar on a computer, click the plus sign next to "Other calendars".
- 3
Paste the link
Choose "From URL" and paste the link.
Apple Calendar
- 1
Copy the link
Copy the iCal link from your Gatherland host calendar.
- 2
Add a subscription
In the Calendar app on a Mac, choose File, then New Calendar Subscription.
- 3
Paste the link
Paste the link and set how often it refreshes.
Import: bring other bookings into Gatherland
If you use another booking system or calendar, add its iCal link to Gatherland. Once imported, those booked slots show as unavailable on Gatherland, so guests cannot book them.
- 1
Find the export link
Find the iCal export link in the other system or calendar.
- 2
Paste it into Gatherland
Paste it as the import link in your Gatherland host calendar.
- 3
Check the result
Compare the imported slots with the original, and check the dates and times match.
Sync is not instant: how to cover the gap
To be safe:
- Last-minute bookings: if you take a same-day or next-day booking elsewhere, block it manually on Gatherland straight away.
- Regular checks: compare both calendars from time to time.
When you take a booking through another channel
- 1
Block it on Gatherland straight away
Block the slot before you even confirm with the guest. Do not wait for the sync.
- 2
Add it to your main calendar
Note the date, time and guest details.
- 3
Check after the sync
Confirm the imported slot shows as unavailable on Gatherland.
- 4
If the booking is cancelled
Remove your manual block, or the slot will stay empty.
Manual blocks
Block slots manually on your Gatherland calendar for:
- Maintenance or renovation
- Private use
- Bookings from other channels, until they sync
- Public holidays when you are closed
Cleaning buffers
You need time between bookings to clean and reset. You can set a cleaning buffer in your venue settings; it is reserved automatically before and after each booking, so guests cannot book right up against another booking.
If your cleaning time varies, add longer manual blocks on specific days.
How long should your buffer be?
Do not guess. After your next booking, time yourself from the moment the guests leave until you have done all of this:
- Rubbish out, surfaces wiped, floor cleaned
- Toilet cleaned and supplies restocked
- Equipment, remotes and fittings checked and put back
- Photos of how the venue was left (deposit claims must be reported within 48 hours of the end, with photos)
- Air-conditioning and lights on, ready for the next group
That time, plus a small margin, is your cleaning buffer. Large parties and BBQs usually take longer, so block extra time manually on those days.
Check your calendar every week
Troubleshooting
- Imported bookings do not appear. Check that you pasted the export link from the other system, not a web page address, and that the link is still active there.
- Times look shifted. Check that the other calendar is set to Hong Kong time.
- A cancelled external booking still blocks a slot. Wait for the next refresh, or remove it in the other system first.
- You changed systems. Replace the old import link so stale bookings do not keep blocking your calendar.
Other calendar settings
- Calendars open up to 90 days ahead.
- Slots move in 30-minute steps.
- Lead time: self check-in venues can usually allow bookings up to 30 minutes before the start; staffed venues generally need about two hours' notice.
An accurate calendar is what lets you switch on instant book with confidence. See fill your weekday slots.
Frequently asked questions
What is iCal?
iCal is a common calendar format supported by Google Calendar, Apple Calendar and many booking systems. A single calendar link lets one calendar show the bookings from another.
What is the difference between export and import?
Export sends your Gatherland bookings to your other calendars, such as Google or Apple Calendar. Import brings bookings from your other channels into Gatherland, so those slots show as unavailable.
Is the sync instant?
No. Calendar apps refresh subscribed calendars on their own schedule, so changes can take a while to appear. If you take a last-minute booking elsewhere, block the slot manually on Gatherland straight away.
What if I get double booked?
If you cancel a guest's booking, the guest is refunded in full and you are charged a cancellation fee. That is why an accurate calendar matters.
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