When moving from a different property management software (PMS) over to Hospitable, there are a number of things hosts need to consider and do to prepare.
Depending on what booking platforms you use (Airbnb, Agoda, Booking.com, Vrbo), there may be different things you need to consider and prepare before making the switch.
This article will go through each of those platforms, some general information about switching PMS, as well as what to do with your Direct and/or manual bookings from your current or previous PMS.
Before starting
Before starting the migration, there are some important things you need to keep in mind:
Pause instant bookings - You may want to consider pausing instant bookings while you move between PMS providers to help prevent double bookings or other calendar issues.
No automatic transfer between PMSs - Hospitable does not have a connection or integration with any other PMS, meaning there is no way of transferring your data from a different PMS over to Hospitable via API connection.
Disable all automated messages in your current PMS and enable them in Hospitable instead.
Note calendar blocks, pricing rules, and minimum-night settings — these may need to be recreated in Hospitable.
Move your dynamic pricing tool - If you are using a third-party dynamic pricing tool, such as Beyond Pricing or PriceLabs, you will need to connect that to Hospitable as well. You can read more about that here: Dynamic pricing integrations
🚨 Remember to Merge your listings together into properties after importing them from your booking platforms!
This is a crucial step in syncing listing calendars and preventing double bookings!
Read more about that here: Merging Properties
How to migrate your booking platforms over to Hospitable from another PMS
The process of migrating your booking platforms over from another PMS depends on the booking platform you are migrating. Some need to be disconnected from the other PMS before migrating, but other should remain connected during the migration.
Airbnb
Recommended steps: disconnect Airbnb from your old PMS, then connect Airbnb to Hospitable on the full PMS scope.
Airbnb only allows one PMS connection at a time at full scope, so the switch is a straightforward disconnect-then-connect.
In Airbnb: Account Settings → Privacy → Connected Services / Software Partners → Remove old PMS.
In Hospitable: Channel connections → Connect with Airbnb → complete the connection steps.
Verify all Airbnb listings show up on Hospitable, upcoming reservations appear, and calendar and pricing push from Hospitable to Airbnb as expected.
What happens to Airbnb bookings: All current and future Airbnb reservations show up in your Hospitable Inbox and Calendar. Up to 5.000 past reservations are imported as well per Airbnb channel.
This includes their financial details.
💡 Hostaway-to-Airbnb disconnects can take 24–48 hours to fully release; listings may briefly show unpublished during that window.
Vrbo Partner Connection (Official Integration)
Recommended steps: keep your old PMS connected to Vrbo, and perform a software switch to Hospitable. Do not disconnect the old PMS from Vrbo first.
The Vrbo Partner integration is designed so that connectivity providers hand over accounts directly. If you remove your old PMS from Vrbo before Hospitable is in place, listings will be archived for up to two weeks while Vrbo decommission your previous PMS connection, and before you are able to connect to Hospitable.
A software switch simply hands your Vrbo channel over from one PMS to another and is a seamless transition.
What Hospitable will and won't receive from Vrbo
Will receive: active reservations, guest messages, and listing details.
Will NOT receive automatically: detailed financial breakdowns from your current, old, or future reservations which were booked through your old PMS (nightly rates, taxes collected, cleaning fees, channel fees, payouts). These do not transfer through Vrbo.
May be delayed: reservation alterations or cancellations made through your previous PMS can take up to 24–48 hours for Vrbo to detect and relay to Hospitable.
Preserve your reservation financials before switching
Historical financial detail lives only in your old PMS. To import it into Hospitable for reporting and reference:
Export a CSV of your full reservation details and financials from your current PMS before disconnecting. Look for a reservation export in your old PMS's reports or reservations section.
Contact Hospitable Support and request a CSV import so those reservations are recreated in Hospitable.
💡 Export this data before starting the software switch. Once your old PMS is decommissioned on Vrbo, you may lose access to historical reports and reservation details in that platform.
Correct sequence
Confirm your Vrbo account is eligible for the Partner connection (see more here: Who Can Use the Vrbo Partner Connection?).
Leave your old PMS connected to Vrbo. Do not try to disconnect it from Vrbo.
In Hospitable: Channel connections → Connect with Vrbo → complete the self-service onboarding (SSO) steps.
Contact Vrbo Support and request a software switch from your old PMS to Hospitable. Be explicit: "Please switch our connectivity provider from [old PMS] to Hospitable. Keep our existing listings active."
Verify in your Vrbo dashboard that the old PMS is no longer listed as connected.
Confirm in Hospitable that all Vrbo listings have been imported correctly.
🚨 Be explicit with Vrbo that you want to continue using your existing listings. If this isn't stated clearly, Vrbo Support may deactivate or archive the listings.
What happens to Vrbo bookings
All confirmed Vrbo reservations remain attached to the guest and Vrbo. After the software switch they get pulled into Hospitable. This allows you to message the guests directly from Hospitable, and receive their replies in your Hospitable inbox as well.
Historical financials associated with those bookings do not transfer via Vrbo. You can bring them across via the CSV import above.
Any changes made to these existing reservations, such as altering dates or cancelling, need to be processed directly on Vrbo or on the old PMS. Hospitable is not able to manage these reservations, as Hospitable is not the merchant of record for them.
Any changes made to these reservations on your old PMS can take up to 24 hours to sync over to Vrbo. If, for example, one of these bookings gets cancelled, but does not get removed immediately from Hospitable, you can contact our support team with a screenshot confirming the cancellation, and we will remove it for you.
Payments
Your old PMS has the payments for reservations that were booked before the switch. You will be paid out for those reservations by your old PMS, barring any other arrangement with them.
After the switch — verify
Reservations in Hospitable: all current and upcoming Vrbo bookings appear in the Hospitable calendar and inbox.
Reservations on Vrbo: anything in Hospitable's calendar for those properties appears on Vrbo. Note: when using a PMS, you don't have access to your calendar on the Vrbo dashboard. Instead, you can verify that booked dates are blocked on Vrbo by looking at your listing from the guest view calendar.
Availability sync: block a date in Hospitable and confirm it reflects on Vrbo.
Automated messages: set up Hospitable's automations for your Vrbo listings.
Pricing and calendar rules: recreate what you noted from the old PMS.
Instant Booking: keep it off temporarily until you're confident everything is syncing correctly, then re-enable.
If you're on the Vrbo Legacy connection or Chrome Extension
The switch motion is different — follow the dedicated Vrbo Legacy / Chrome Extension migration article rather than this section.
Booking.com
Recommended steps: remove the old PMS as the connectivity provider in the Booking.com Extranet, then connect to Hospitable.
A Booking.com property or listing can only be connected to one software provider at a time (called an "XML provider" on Booking.com). You will need to remove the connection to your old PMS before connecting Booking.com to Hospitable.
This process can take up to 10 minutes to complete, so you should pause or close your listing on Booking.com in the meantime.
Go to your Booking.com Extranet
Select the listing from your Group Home Page
Pause or close your listing on Booking.com. Instructions here.
If you have multiple listings on Booking.com, repeat this step for each one.
Click the person icon in the top-right corner
Go to Connectivity provider
Disconnect your current PMS
If you have multiple listings on Booking.com, repeat this step for each one.
Go to Hospitable → Channel connections → Connect Booking.com
Follow the connection steps here: How to Connect a Booking.com Listing to Hospitable
Connect all of your Booking.com listings to Hospitable.
Un-snooze your listings / set them live.
What happens to Booking.com bookings
Existing confirmed reservations remain on Booking.com and sync into Hospitable. Guests are unaffected.
Booking.com only sends current and future bookings through their reservations API, meaning you will not be able to see your past Booking.com reservations or their financials on Hospitable.
If you are able to download your Booking.com reservation history and financials, you can contact Hospitable support and request a CSV import so those reservations are recreated in Hospitable.
Managing multiple rate plans on Booking.com
If you have multiple rate plans on your Booking.com listings, managing those may be different to how you managed them on your old PMS.
Read more about this here: Managing Rate Plans on Booking.com
Multi-room Booking.com listings
If your listings have multiple "Rooms" on Booking.com, there are some special considerations you will need to keep in mind and account for.
Read more about this here: Booking.com Listings With Multiple Rooms and Multi-Room Reservations
Agoda
For Agoda, the pattern is the same as Booking.com: remove the old PMS as a connectivity provider on the channel side and connect it to Hospitable.
Current and future reservations on the channel sync into Hospitable automatically.
iCal-only channels (Tripadvisor, Expedia, Hipcamp, Hopper, Houfy, Plum Guide, Holidu, Marriott Homes & Villas, Misterb&b, and any other channel without a native Hospitable connection)
Any channel that publishes an iCal feed can sync into Hospitable via iCal import. Hospitable checks each imported iCal every 20 minutes for new reservations.
What iCal actually brings in
iCal is a one-way import — it pulls from the channel into Hospitable, and does not push back. That said, it brings in more than just blocked dates:
The reservation as a record — iCal-imported bookings appear on the Hospitable calendar just like Airbnb bookings do, and the property's calendar is automatically blocked.
Guest details when the feed provides them — if the iCal includes a guest email, automated messaging works on those reservations. Guest name and other details come through if the channel publishes them.
Financials and metrics — work if you manually add the financial details to each iCal booking (nightly rate, taxes, fees, payout) via the booking's edit pop-up on the calendar.
What iCal does not do: it does not push bookings, blocks, or pricing back to the channel. If you also need Hospitable's calendar (with reservations from Airbnb, Vrbo, direct, manual, etc.) to block dates on that channel, export Hospitable's iCal feed into the channel as a second, separate connection. See more about that here: Property Reservations iCal
Past reservations (check-out yesterday or earlier) are also not imported via iCal.
Migrating iCal channels from your old PMS
On each iCal channel, find the channel-side iCal export link — it's usually under a menu like Export Calendar or iCal Feed on your listing. Grab the link directly from the channel rather than re-exporting your old PMS's version of it, so future changes on the channel flow through to Hospitable.
In Hospitable, open the property, scroll to Imported iCal under the listings, and click Add External iCal. Paste the iCal URL from the channel and save.
Wait up to 20 minutes for the first sync, then confirm upcoming reservations appear on the Hospitable calendar for that property.
For each imported reservation that's missing details (email, rate, fees), open the booking on the calendar, click Edit in the pop-up, and fill in guest email and financials so automated messaging and reporting work.
If you also want Hospitable to block dates on that channel from other sources, export Hospitable's iCal feed for that property back to the channel.
Once the new import is confirmed, remove the old PMS's iCal feed from the channel to prevent duplicate blocks.
What happens to those bookings
Existing upcoming reservations on the channel sync into Hospitable via the new iCal, including guest details that the channel publishes. Financials do not come through iCal and need to be filled in manually if you want them on those reservations. Past reservations are not imported.
Direct bookings (your own website)
These do not sync automatically. You must bring them across.
Direct bookings live only inside your old PMS's database or your website hosting service.
Options:
Recreate as manual reservations in Hospitable — practical for a small volume (say, under 20 upcoming). Enter guest name, dates, rate, and payment status per booking so the dates are blocked and workflows fire.
See how to create manual bookings here: How to Create & Alter a Manual BookingCSV import via Support — for larger volumes. Prepare a CSV with property, dates, guest info, rate, and source marked as Direct, and submit it to Hospitable Support. This is currently an engineer-assisted import.
Payments: Payments already collected or due for upcoming Direct reservations, booked while using a different PMS, remain with the processor that collected them (old PMS processor, your Stripe, etc.).
Direct booking website: You can either recreate your Direct booking website through Hospitable, or import your custom website domain to Hospitable.
See more here:
Manual reservations, owner stays, and offline bookings
Same treatment as direct bookings:
Owner stays / personal use — recreate in Hospitable as either a manual reservation or a calendar block, depending on how you want it to appear on channel calendars.
Bookings from unsupported channels without an iCal — recreate manually so dates are blocked.
Summary — by platform, at a glance
Platform | Disconnect old PMS before connecting Hospitable? | How existing bookings move |
Airbnb | Yes — disconnect old PMS from Airbnb, then connect Hospitable | Auto-sync from Airbnb |
Vrbo Partner / Official | No — keep old PMS connected and do a software switch | Auto-sync after software switch; listings, reviews preserved |
Vrbo Legacy / Chrome Extension (Not recommended!) | No need. Follow the connection article. | Imported on connection |
Booking.com | Yes — disconnect old PMS from Booking.com, then connect Hospitable | Current and future reservations pulled in from Booking.com. Past reservations are not. |
Agoda | Same as Booking.com | Auto-sync |
iCal-only channels | Add iCal feed to property in Hospitable; no OTA-side change needed | Auto-sync |
Direct bookings | N/A | Manual recreation or CSV import via Support |
Manual / owner / offline | N/A | Manual recreation |
Enable Hospitable and finish up
Once all platforms are switched and validated:
Turn on Hospitable's automated messages (after confirming old-PMS and native-OTA automations are off).
Re-enable Instant Booking on the channels you paused.
Turn on dynamic pricing, smart locks, and task workflows.
Merge listings into properties where relevant!
Monitor for 24 hours for new bookings syncing, no duplicate messages, and no calendar drift.
When to contact Hospitable Support
You need a CSV import of direct, manual, or historical reservations.
A channel connection fails, listings don't get imported, or reservations don't appear after connecting.
Vrbo shows Calendar Restricted after a software switch and doesn't clear.