What is a Google Calendar booking system?

A Google Calendar booking system is a tool that allows small hotel owners to manage room reservations directly within their Google Calendar. It integrates seamlessly with other Google services like Gmail and Google Meet, making it easy to track and manage bookings from any device. With features such as automatic reminders, real-time availability updates, and mobile accessibility, this system helps reduce manual work and ensures smooth communication with guests.

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Why do hosts use a Google Calendar room booking system?

Small hotel owners use Google Calendar as a booking system because it offers a familiar, user-friendly interface that eliminates the need for complex software. By integrating your room bookings with Google Calendar, you can:

  • Streamline operations: Automatically sync bookings and avoid scheduling conflicts with real-time updates.
  • Enhance guest communication: Use automated confirmation emails and reminders, ensuring guests are well-informed throughout their stay.
  • Manage on the go: Access and manage bookings from any device, including smartphones and tablets, providing flexibility for busy owners.

Pros and cons of a Google Calendar online booking system

Using Google Calendar as a booking system has its advantages and limitations. Here’s a breakdown:

ProsCons
Free and easy to set up: Google Calendar is free and simple to use, making it accessible for small hotel owners with basic booking needs.Limited industry-specific features: It lacks advanced tools tailored for hospitality, such as automated room management or dynamic pricing.
Seamless integration with Google services: Integrates perfectly with Gmail, Google Meet, and other Google tools for streamlined communication and event management.No built-in payment processing: Guests cannot pay directly through Google Calendar, requiring separate systems for payment handling.
Accessible across devices: Manage bookings on-the-go from any device, including smartphones and tablets, giving flexibility to hotel owners.Scalability issues: As your hotel grows, managing a larger number of rooms and bookings becomes cumbersome without advanced booking features.
Automatic notifications: Sends reminders and notifications to both you and your guests, reducing missed bookings and improving communication.No customer support for booking issues: Google Calendar doesn’t offer dedicated support for booking-related problems, leaving troubleshooting up to the user.
google calendar booking system

How to set up a Google Calendar booking system

Setting up a Google Calendar booking system for your hotel is simple and can be customised to meet your specific needs. Here’s how to make the most out of it by adding important guest information:

Welcome message

When setting up your Google Calendar booking system, ensure that each booking confirmation includes a warm welcome message. This helps set the tone for the guest’s experience and makes them feel valued. You can include a brief introduction to your property, a thank you for their reservation, and any essential check-in details.

House/community rules

It’s important to include any house or community rules in your booking system. Google Calendar allows you to include notes in each booking or confirmation, so use this space to inform guests about quiet hours, smoking policies, or any property-specific guidelines. This ensures your guests are aware of what’s expected before they arrive, helping to avoid misunderstandings.

Emergency information

For guest safety, it’s vital to provide emergency contact information in your booking confirmations. This can include local emergency services numbers or contact details for the hotel management. Add this information to your Google Calendar event descriptions or set up automated messages with emergency instructions to make sure your guests are well-informed in case of an emergency.

Practical information

Make your guests’ stay as smooth as possible by including practical information such as Wi-Fi passwords, parking details, and check-in/check-out times. These details can be added directly to the Google Calendar event for each booking, ensuring guests have all the information they need right at their fingertips.

Local recommendations

Give your guests an insider’s guide to the area by providing recommendations for nearby restaurants, attractions, and activities. This not only enhances the guest experience but also supports local businesses. You can include this information in the calendar event notes or send it via automated follow-up emails after a booking is made.

Is Google Calendar the right booking system for your property?

Google Calendar is ideal for small hotels that manage a limited number of rooms. If your property operates on a smaller scale and you’re looking for a simple, no-cost solution to manage reservations, this tool could be the perfect fit. However, for more complex needs such as payment integration or handling larger volumes of bookings, a dedicated hotel booking system may be a better option.

Simplify online bookings and streamline processes with the help of Little Hotelier

While Google Calendar is a great free tool, you may eventually need more advanced features to handle your growing property. Little Hotelier offers an all-in-one booking system designed specifically for small hotels, providing tools for managing bookings, payments, and guest communication.

  • Automate your bookings effortlessly: Use Little Hotelier’s channel manager to instantly sync reservations across all platforms. Keep your availability accurate and eliminate the risk of double bookings without lifting a finger.
  • Personalise guest experiences: Leverage the property management system (PMS) to automatically send customised messages—confirmations, welcome emails, and post-stay follow-ups—while tracking guest preferences and histories to make every stay memorable.
  • Maximise your occupancy: Use Little Hotelier’s booking engine to drive direct bookings from your website. Optimise pricing in real time, attract more guests, and ensure your rooms are always filled.

Streamline your operations and focus on delivering exceptional guest experiences with Little Hotelier.

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By Dean Elphick

Dean is the Senior Content Marketing Specialist of Little Hotelier, the all-in-one software solution purpose-built to make the lives of small accommodation providers easier. Dean has made writing and creating content his passion for the entirety of his professional life, which includes more than six years at Little Hotelier. Through content, Dean aims to provide education, inspiration, assistance, and, ultimately, value for small accommodation businesses looking to improve the way they run their operations (and live their life).