If you discover a conflict, act quickly. Prompt communication gives everyone the best opportunity to resolve the situation and minimize disruption to the traveler.
What Is an Availability Conflict?
An availability conflict may occur when:
The property is booked on another platform for overlapping dates.
A calendar or PMS integration doesn't update correctly.
Dates weren't manually blocked.
A canceled reservation doesn't properly reopen dates.
A host manually changes availability on one platform but not another.
Synced information is delayed or overwritten.
An Instant Booking reservation is confirmed based on incorrect calendar availability.
If the Traveler Has Only Sent an Inquiry
If the property is no longer available and the traveler has only submitted an inquiry:
Respond promptly and explain that the property is unavailable for their requested dates.
Update your calendar immediately.
If you have another suitable Vidle Housing property available, you may share it with the traveler through the platform.
Always respond, even when you can't accommodate the traveler.
If You Receive a Reservation Request for Unavailable Dates
If the reservation hasn't been confirmed yet, decline the request as soon as possible.
When declining due to availability, review your calendar and block the affected dates to prevent additional requests.
If the property should have shown as unavailable but didn't, check whether the listing is connected to:
If the calendar still appears incorrect after checking the connected source, contact Vidle Housing Support.
If a Reservation Is Already Confirmed
If you discover a double booking or availability conflict involving a confirmed reservation, contact Vidle Housing Support immediately.
Do not:
Ask the traveler to cancel the reservation for you.
Move the traveler to another property without their agreement.
Request payment outside Vidle Housing.
Promise a refund or compensation without confirmation from Support.
Ignore the issue and wait until check-in approaches.
Provide Support with:
Your account email.
Listing name.
Reservation details.
Dates affected.
The reason for the conflict.
The platform or PMS involved, if applicable.
Screenshots showing the conflicting reservations or calendar dates.
The sooner Support receives this information, the sooner the situation can be reviewed.
Instant Booking & Availability Conflicts
When Instant Booking is enabled, eligible reservations are automatically approved based on the availability displayed for the property.
There is no additional host approval period.
This makes accurate calendar management especially important. If an Instant Booking reservation is automatically confirmed for dates that should have been unavailable, contact Support immediately.
Do not ask the traveler to cancel because of a host calendar or availability issue.
Check Your Calendar Integration
If you list your property on multiple platforms, review your integration setup.
Depending on your setup, availability may be managed through:
Airbnb Connect.
Hospitable.
Hostaway.
OwnerRez.
iCal.
Confirm that:
The correct listing is connected.
The affected dates are blocked on the source platform.
The integration is active.
The most recent changes have had enough time to sync.
Some integrations may update within minutes, while others may take longer.
Preventing Future Double Bookings
To reduce availability conflicts:
Keep your calendar current.
Block unavailable dates immediately.
Use a supported PMS, Airbnb Connect, or iCal integration when listing on multiple platforms.
Avoid manually managing multiple calendars when possible.
Review upcoming availability regularly.
Confirm synced dates after making major calendar changes.
Keep Instant Booking enabled only when your calendar is accurate and reliable.
What If the Calendar Isn't Syncing?
If availability remains incorrect after reviewing your connected platform, contact Vidle Housing Support and include:
Account email.
Listing name.
Affected dates.
Connected PMS or platform.
Where the dates were originally blocked or booked.
Screenshots or a screen recording, when available.
Our Support Team may troubleshoot the issue or create a technical support ticket for further investigation.
Important Reminder
Healthcare travelers often arrange housing around fixed assignment start dates, relocation plans, and work schedules. A last-minute cancellation can create significant disruption.
Act quickly, communicate clearly, and contact Vidle Housing Support immediately when a confirmed reservation is affected by a double booking or availability conflict.