Imagine arriving at your vacation rental, tired from a long trip, only to find no clear instructions on how to enter the property, where to park, or how to work the thermostat. This scenario is surprisingly common and frustrating for guests and owners alike, and that’s where digital guidebooks come in.
Vacation rental managers and hosts increasingly adopt digital guidebooks to simplify communication, reduce guest inquiries, and enhance the overall guest experience. These interactive, easily accessible guides offer critical property information and local recommendations at the guest’s fingertips.
With StayFi, you can unlock new ways to increase digital guidebook usage and distribution, with options to redirect all guests to the guidebook after logging into WiFi, in addition to sending automated text messages to guests with the guidebook URL after logging into the WiFi.
This guide walks you through why digital guidebooks work and how to create one using tools like TouchStay and StayFi to provide a working example.
What Are Digital Guidebooks?
Digital guidebooks are web-based documents or applications designed to share everything a guest needs to know about their stay. Instead of lengthy email instructions or printed manuals, guests receive a sleek, user-friendly guide customized to the property.
These guides typically include:
- Check-in and checkout instructions
- WiFi login information
- Local recommendations (restaurants, attractions, etc.)
- House rules
- Appliance instructions
- Emergency contact info
Digital guidebooks are an excellent way to help your guests navigate your property and enjoy their stay to the fullest. With tools like StayFi, you can automatically deliver your guidebook to guests via email or SMS after they connect to your WiFi or complete their booking. You can also share a direct link to the guidebook through your StayFi HomePage, making it easy for guests to access everything from check-in instructions to local recommendations, all in one place.
Why Digital Guidebooks Matter
Managing a short-term rental requires consistent communication with guests to ensure a smooth and enjoyable stay. Traditionally, this communication has relied on email threads, printed manuals, or in-person interactions, which can be time-consuming and inconsistent.
Digital guidebooks improve the guest experience while reducing the workload on managers and hosts.
Here’s how:
1. They Reduce Guest Questions
Guests often ask the same questions repeatedly: How do I check in? What’s the WiFi password? How do I turn on the hot tub? Instead of responding manually to each inquiry, digital guidebooks proactively answer these questions, saving time for hosts and creating a smoother experience for guests.
After guests connect to the property’s network, digital guidebooks can be shared automatically via email, SMS, or a captive WiFi portal.
2. They Set Clear Expectations
Guests are likely to follow house rules and treat the property carefully when expectations are clearly communicated. A good digital guidebook outlines these expectations in a clear, friendly tone. This reduces potential disputes and helps avoid misunderstandings that lead to negative reviews.
3. They Enhance the Guest Experience
Digital guidebooks give guests insider knowledge that elevates their stay. When hosts recommend their favorite local restaurants, coffee shops, hikes, or unique activities, guests enjoy a more personal, memorable experience without researching everything themselves.
Owners of Airbnb and similar vacation rentals can easily present these options to guests via StayFi. Show your guests that your shortlet offers a thoughtful and personalised touch. Promote other properties you want your customers to try, and directly increase bookings by using a platform that displays everything that can capture your guests’ interest, starting with your StayFi HomePage. You can also use Upsell Integrations to highlight premium services such as early check-in, local tours, or grocery delivery directly within your guidebook. This is a simple way to turn a good stay into a great one.
4. They Standardize Guest Communication
When managing multiple listings or teams, consistency is key. Digital guidebooks help standardize the information shared across all guests and properties. This uniformity ensures that guests receive the same high-quality information and service no matter which team member handles booking.
How Digital Guidebooks Improve the Guest Experience
A digital guidebook is your guests’ Google Map to your vacation rental property. It includes all the details that might once have gone into a paper guest manual left on the kitchen table. From driving directions and access instructions to your recommendations for the best local takeaway, it contains all the information your guests could need.
With StayFi, you can unlock new ways to increase digital guidebook usage and distribution. The tool is integrated with options to redirect all guests to the guidebook after logging into WiFi, extract customers’ emails for easy automation when showcasing new listings, and send automated text messages to guests with the guidebook URL after logging into the WiFi.
A digital guidebook takes your guest information up a notch. It turns information into communication. Guests can access information from their device rather than sifting through a sticky, unwieldy paper document. Touch Stay’s digital guest welcome books enhance the guest experience and streamline property managers’ operations by:
- Allowing guests to access information before they even arrive.
- Integrating with Google Places to retain up-to-date info about the local businesses you recommend, as well as unique locations where guests can have immersive fun activities, such as horseback riding, kayaking, mountain climbing, and local restaurants.
- Taking guests straight to your direct booking site & social media.
- Acts as a touchpoint for your brand.
Want to Turn Every Guest Into a 5-Star Reviewer?
Digital guidebooks do more than improve the guest experience. They also offer tangible benefits for property managers. After all, nailing the guest experience is the first step to seeing word-of-mouth recommendations and stellar reviews.
Digital guidebooks streamline property management through a unique organising process, like:
Before Arrival
Digital guidebooks eliminate guesswork by clearly outlining check-in instructions, parking info, and what guests need to bring. For example, guests appreciate knowing if beach towels or baby cribs are available before packing.
During the Stay
Guests easily find answers to questions like “How do I work the fireplace?” or “What’s the WiFi password? Without messaging the host. Troubleshooting guides, appliance instructions, and house rules are all just a tap away.
After Departure
Hosts can use the guidebook to share checkout procedures, request reviews, or offer rebooking discounts, maintaining a positive impression even after the stay ends.
Help Guests Get Excited about Their Stay While Increasing Upsells
Anticipation is a powerful part of travel. As guests plan their trip, they mentally visualize the experience, from sipping cocktails on a balcony to biking along a scenic trail.
A well-designed digital guidebook using top digital guidebook platforms for property management taps into this excitement by showcasing the unique experiences and conveniences available at your property. StayFi’s partnership with The Host Co and Viator allows your guests to access a variety of exciting places to explore from the homepage, such as local restaurants, shows, activities, and sites, to ensure that guests squeeze everything they can from their stay with you.
By promoting optional add-ons before arrival, you not only enhance the guest experience but also increase revenue through targeted upsells. Digital guidebooks are the perfect tool for this, allowing you to highlight enticing extras naturally within the trip-planning journey.
Some examples of high-converting upsells you can include in your guidebook include:
- Airport pick-up or shuttle services
- Pre-arrival grocery or meal delivery
- Discounts at local restaurants or cafes
- Tickets to local shows, tours, or events
- Equipment rentals (bikes, paddleboards, skis)
- In-stay upgrades like spa treatments or private chefs
These offerings can be linked directly in your guidebook with calls-to-action like “Add to Your Stay” or “Reserve Now,” helping guests lock in memorable experiences and helping you unlock more revenue before they even arrive.
Provide a Restful, Welcoming Arrival to Your Short-Term Rental Property
The first few minutes after check-in set the tone for the entire stay. Guests arriving feeling informed and in control are more likely to relax, enjoy their surroundings, and leave positive reviews.
Digital guidebooks offer an immediate, stress-free way to deliver key arrival information without waiting on texts or calls from the host. Instead of searching for WiFi passwords or struggling with the smart lock, guests are guided step-by-step through everything they need for a seamless welcome.
Tyann Marcink, Touch Stay’s Queen of Guest Experience, is a long-time user of StayFi and Touch Stay. Together, they help her provide the smoothest arrivals for her guests – she directs visitors straight from her branded WiFi login page to her digital guidebook. Minutes after arriving, guests can access reliable WiFi and essential property information.
Arrival Info Every Guidebook Should Include:
- Smart lock access instructions and PIN code
- WiFi network name and password
- Parking location and any permit requirements
- House rules and cleanliness expectations
- Pet rules
- Emergency exits and contact details
An Exceptional Guest Experience Means Exceptional Reviews
If guests leave your property with strong positive associations, they’re far more likely to take five minutes to write a glowing review. A digital guidebook is the extra detail that can turn a review into a five-star one. You’ve ticked all the key boxes (cleanliness, functionality, comfort), and then you’ve boosted your offering with a powerful communication tool.
Guests feel they’ve had a personalized experience from a property manager who cares about their stay, and their reviews will reflect this.
And the benefits reach beyond one set of guests – consistently strong reviews are the key ingredient to attracting new visitors. Online travel agencies like Airbnb, Booking.com, and VRBO use your average review score to determine where you fall in their rankings. StayFi’s rate & review tool helps you automate review collection with text messages that screen for 5-star reviews and push guests to review on Google, Facebook, and your website.
If you primarily operate through your direct booking site rather than through these OTAs, positive reviews will help to build trust in your property management company. Strong reviews are the gift that keeps on giving.
It is best to encourage reviews with comprehensive details to build a high level of trust with potential clients. Extensive reviews like the one below help potential customers have a more visual idea of what to expect when they use your service.
Encouraging guests to share feedback on your digital guidebook is an effective strategy. A comprehensive review will include what they loved, what was missing, and what could be clearer. Not only does this help you refine and improve future versions, but positive reviews and testimonials can also serve as powerful promotion tools. Highlighting guest praise and continually optimizing based on real experiences will make your guidebook a dynamic asset that adds value to every stay and sets your rental apart.
Digital Guest Books Create Efficient Property Management Businesses
Most times, you and your team already have lengthy to-do lists. So, when a guest doesn’t want to search through their emails to find out how to adjust the heating, the last thing you need is a phone call asking you to walk them through it.
A digital guidebook is a resource that can help you reduce guest messages by a notable volume. It can provide an automatic answer to questions that pop up during their stay. Whether they want to know which brunch spot will have space on a Sunday morning or how to use the induction hob, all the details are correct.
Also, when guests ask questions (as some always will!), you can quickly respond by sending a link directly to the answer in your digital guidebook. There’s no need to type out instructions repeatedly; just send a text directing guests to the right spot, and they’ll find everything they need.
Empower your guests to be self-sufficient and save time for your team. 86% of Touch Stay users have halved their time communicating with their guests. What could you do with those extra hours in your day?
To ensure guests have easy access to important information from the start, simply send emails that provide clear instructions. You can direct them to your guidebook as they try accessing the WiFi login. This helps set clear expectations, reduces repetitive questions, and provides a smooth, welcoming experience from the moment they book.
Use Your Guidebook to Drive Direct Bookings
Your digital guidebook isn’t just a tool for guest communication. It’s a powerful, often underused, marketing asset that can help you increase direct bookings and reduce reliance on third-party platforms. You turn your guidebook into a conversion machine by adding clear calls-to-action (CTAs), linking to your direct booking engine, and showcasing glowing guest reviews.
Start by creating a public version of your guidebook that excludes sensitive property details. Share it widely across your direct booking website, social media channels, email footer, and even guest auto-responders. Highlight your property’s unique experience by embedding photos, videos, and guest testimonials to build trust and excitement.
Don’t forget to feature other properties you manage, with direct links for booking, to cross-promote and maximize exposure. Slot in strategic CTAs throughout the guidebook, such as:
- “Book directly and save 10% on your next stay!”
- “Loved your experience? Book again with us directly and enjoy a free welcome gift.”
This will help position your guidebook as a helpful resource and a subtle sales funnel, and you will enhance the guest experience while building a sustainable path to more direct reservations.
You can also direct them to your social media accounts and direct booking sites. Outline any returning guest discounts and explain that your emails are the best place to hear about special offers and reduced rates. This helps to build brand awareness amongst your guests.
It also hammers home that they weren’t staying with Airbnb or VRBO, providing them with this wonderful experience.
What to Include in Your Digital Guidebook
To get you started on the right foot, let’s do a quick run-through of what you want to include in a digital guest welcome book. You can keep it concise and straightforward or embellish it to your heart’s content – editing and updating it quickly and easily anytime you like once it’s live.
Welcome Guests to Your Holiday Rental Property
In the same way that you’d welcome any friends who were staying with you, open your digital guidebook by introducing yourself to your guests:
- Tell them how happy you are to have them staying
- Introduce yourself and any other team members with whom they’ll be in contact
- Explain the ethos of your holiday property management company
- Outline why you enjoy managing holiday properties in this specific area
- Include crucial property information
These details will save hours for you and your team – your guest welcome book will work hard for you if you include:
- An outline of what you provide at the property
- Ideas of what guests should pack
- Directions from the local train station/airport/ferry port
- How guests can access the property when they arrive
- Instructions for appliances
- House rules – can guests smoke or drink? Are they allowed to invite friends over? Do you have quiet hours?
Help Guests Enjoy Themselves at Your Holiday Property
First impressions matter. Set the tone for a memorable stay with a warm, structured welcome message. Here is a simple 3-part format that works wonders:
- Warm Greeting: Make your guests feel truly welcome.
- Brief Host Introduction: Share a little about yourself or your hosting style to build a connection.
- What They Can Expect: Let them know how your guidebook will help them settle in and enjoy both your space and the local area.
Below are two short, customizable welcome message examples you can use:
Example 1: “Hi [Guest Name], welcome to our home! I’m [Host Name], and I’ve been hosting for over five years because I love sharing my favorite corner of [Location] with travelers like you. This guidebook has everything you need, including how to use the hot tub and where to find the best pizza in town. Enjoy your stay!”
Example 2: “Welcome, [Guest Name]! I’m so glad you chose to stay at [Property Name]. I’ve put together this guide to help you settle in quickly and make the most of your trip, from setting up the sound system to finding the clearest stargazing spots nearby. If you need anything, I’m just a message away.”
Walk guests through everything you provide to help them have the perfect stay with you. You could outline how to use:
- The pool
- The hot tub
- The TV
- The sound system
Plus, where to find:
- Books
- Board games
- Baking equipment
- Craft Supplies
Curate Your Local Area Guide
Guests probably won’t want to spend their entire holiday at your property (as lovely as it is!). They’re there to explore the surrounding area as well, so let them know:
- Where they can find the best coffee
- Which is the smoothest local beer
- Where to park on a busy weekend morning
- Which spot has the clearest stargazing
- Which local museums have the most exciting exhibitions
Wave Your Guests Off
When it comes to the end of your guest’s stay, you’ll want them to be able to access some key practical details:
- Checkout times and instructions
- Pre-departure requirements (Do they need to strip the beds? Empty the dishwasher?)
- When & how they’ll receive their deposit back
Plus, make sure to solidify the relationship you’ve built with them since they booked:
- Point them towards your website & social media
- Tell them you’ll be adding them to your mailing list
- Ask them to leave a review
Tips for Creating a Great Digital Guidebook
Ready to start building or improving your digital guidebook? Here are a few tips:
- Be Visual: Include photos or videos showing how to use appliances, where to park, or how to access the property.
- Stay on Brand: Customize colors, fonts, and logos to match your brand identity.
- Keep It Concise: Avoid long paragraphs. Use bullet points and headers for easy navigation.
- Local Flavor: Add curated local recommendations to help guests feel local.
- Update Your Guidebook Frequently: Ensure the information stays current, especially for access codes or restaurant hours.
Tools for Creating Digital Guidebooks
Several platforms help create polished, mobile-friendly guidebooks. Touch Stay is known for sleek templates and strong user experience, and Hostfully’s digital guidebook offers integrations with property management systems (PMS). Other platforms include RueBaRue, Guest Manual, and Wishbox.
We recommend you choose the platform that aligns with your business goals and offers your desired features. Touch Stay is one application that can provide custom guidebooks that suit the demands of your business.
Comparison of Popular Digital Guidebook Platforms
Not sure which platform to try? Here’s a quick comparison of popular digital guidebook tools to help you choose the best fit for your business needs:
|
Platform Name |
Key Features |
Price Starting Point |
Ideal For |
|
Hostfully Guidebook |
|
$9.99/month per property |
Property managers with multiple listings |
|
Touch Stay |
|
$8.99/month per property |
Individual hosts or boutique property managers |
|
HappyGuest |
|
$99/year |
Hosts interested in in-stay revenue and local engagement |
|
Guest Manual |
|
$9.99/month |
Hosts looking for AI-supported operations & a simple interface |
How StayFi Can Help You with the Digital Guidebook
StayFi isn’t just a guest WiFi platform. It’s a powerful tool for enhancing how and when your digital guidebook is shared. Here’s how StayFi makes guidebook distribution smarter, more targeted, and more effective:
Pre-Arrival Messaging
With StayFi’s automated messaging tools, you can send your digital guidebook to guests before they even arrive. By triggering a message with the guidebook link 24–48 hours before check-in, you help guests feel prepared and reduce last-minute questions about entry, parking, and amenities.
WiFi Splash Page
When guests connect to the property’s WiFi, they’re taken to a portal displaying your brand’s landing page. This splash page is the perfect tool to guide guests straight to your guidebook, ensuring every guest has easy access to house rules, check-out instructions, and local recommendations.
Email Capture Sync
StayFi collects emails from every guest who connects to the WiFi. You can sync this contact info with your email platform to personalize guidebook delivery and even automate follow-up messages that encourage reviews or upsell future stays.
Automated Flows
Want to trigger a follow-up guidebook message halfway through the stay? Or send a reminder about check-out procedures the night before departure? StayFi has its own email service and integrates with platforms like Mailchimp and ConvertKit to automate guest communication flows, ensuring your digital guidebook is always timely and relevant.
Summary
Digital guidebooks are more than a convenience; they’re a strategic asset for enhancing the guest experience and streamlining your property management operations for greater efficiency. Here’s why they matter:
- Reduce Repetitive and High Question Loads: Guests find answers fast and efficiently, freeing up your time for higher-value tasks.
- Set Clear Expectations: Prevent misunderstandings and ensure smoother, more respectful stays.
- Create Exceptional Experiences: Personal touches like local tips and curated guides help turn first-time guests into repeat bookers.
- Drive Direct Bookings: With embedded CTAs, reviews, and booking links, your guidebook becomes a subtle sales funnel.
- Standardize Communication: Deliver consistent information across multiple listings and team members.
Digital guidebooks are one of the most effective tools for delivering a seamless, memorable guest experience. From setting expectations before arrival to guiding guests during their stay and encouraging reviews after check-out, they streamline communication and elevate your brand.
There’s no one-size-fits-all solution, so we recommend you explore other digital guidebook platforms and tools to see which best fits your style, workflow, and business goals.
Increase Revenue & Provide Better Service with Touch Stay and StayFi
Touch Stay has partnered with StayFi to create your vacation rental digital marketing dream team. Gather guest email addresses providing strong, accessible vacation rental WiFi with StayFi, and add the cherry on top of your guest experience offering with Touch Stay.
Your digital guidebook is the next asset in your direct booking armory:
- Direct guests to your vacation rental website
- Shine a spotlight on your brand with your logo, colors, and fonts
- Wave off guests who can’t wait to give you five stars
At Touch Stay, our mission is simple. We developed our digital guidebook to help you communicate more efficiently with your guests. We want you to save time and give your guests a wonderful experience.
Recoup time for your team and free them up to focus on enhancing your property management business. Start thriving with StayFi and Touch Stay today – start your 14-day free trial on Touch Stay here.
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How do I choose the best digital guidebook platform for my Airbnb?
The best digital guidebook for Airbnb depends on your needs for branding, automation, and ease of use. Platforms like Touch Stay are known for sleek design and mobile accessibility, starting at around $8.9/month. Hostfully, on the other hand, integrates well with property management systems and offers strong customization. RueBaRue excels in automated messaging and local area guides. All three offer responsive mobile formats and brand personalization.
Can I create a digital guidebook for Airbnb if guests book through OTAs?
Yes, even if a guest books on an OTA, you can still send them your digital guidebook for Airbnb via email or a WiFi splash page. Platforms like StayFi help distribute guidebooks to every guest, not just the booker. Guests are directed to the guidebooks following their successful attempt to access the WiFi logins or via automated emails. You can also print QR codes or share links in automated messages for seamless access.
What content should I avoid putting in a digital guest guide?
While digital guest guides are incredibly helpful, it’s important to avoid including sensitive content such as alarm codes or personal contact information, especially in publicly shared versions. Also, stay away from vague or overly complicated instructions. Keeping your guide clear and secure ensures a smoother experience for both you and your guests.
Can I use a free digital guidebook to start, or do I need a paid version?
You can absolutely start with a free digital guidebook, especially if you’re new to hosting. Platforms like Touch Stay and Hostfully offer free trials with limited features. Paid versions unlock branding, analytics, and customer support. Many hosts start with free tools and upgrade as their business and guest expectations grow.
What’s the most effective way to distribute a digital guidebook to guests?
The most effective way to share your digital guidebook is through multiple channels. Use StayFi’s WiFi splash page for instant access, add QR codes inside your rental, send guidebook links via PMS messaging, or in post-booking emails. A good digital guidebook app ensures your guests have information at every step.
How can I track whether guests actually read the guidebook?
Most effective digital guidebooks for managing vacation rentals offer built-in tracking tools to measure engagement. Platforms like Touch Stay provide analytics showing how many guests opened the guide and which sections were viewed. These insights help you improve content and guest communication.
Should my digital guidebook be printable or only online?
While mobile-first is the standard, offering a printable option gives guests more flexibility. Many digital guidebook examples include downloadable PDFs for offline access, which is helpful for guests with limited data or international travelers. Combining both formats ensures everyone, regardless of tech comfort, can enjoy a seamless experience.
How do digital guidebooks improve the guest experience?
Digital guidebooks reduce confusion by offering quick answers to common questions, support upsells by showcasing add-ons, and minimize back-and-forth messaging. A well-structured vacation rental guidebook helps guests feel empowered, informed, and cared for, turning a good stay into a great one without requiring constant host involvement.
Can a digital guidebook help me get more 5-star reviews?
Absolutely. A short-term rental guidebook that provides answers before questions arise can directly improve guest satisfaction and reviews. By ensuring a smooth check-in, reducing confusion, and adding personal touches like local tips or upsell options, digital guidebooks help deliver the kind of experience guests want to rave about.
