Digital guest guide: the complete guide for vacation rental hosts (2026)
What a digital guest guide or welcome book is, what it should contain, what it costs and how to build one in 10 minutes for your Airbnb or holiday home.
Updated on · 8 min read · WelcomeApp
A digital guest guide (also called a digital welcome book or house manual app) has become a core tool for vacation rental hosts. It replaces the paper binder on the living room table with a link and a QR code that guests open on their phone, before and during their stay.
This guide covers everything you need to go digital: what it is, what to include, the real benefits, what it costs and how to build yours in about ten minutes.
What is a digital guest guide?
It is a web page (or mini app) dedicated to your property that brings together everything a guest needs:
- how to get there and get in;
- the WiFi code and how the appliances work;
- house rules and checkout instructions;
- your favourite restaurants, activities and shops;
- useful numbers and emergency contacts.
Unlike a PDF sent by email, a digital guest guide updates in real time, displays properly on every screen and can be translated automatically into the guest's language.
Why switch from paper to digital?
1. Fewer repetitive messages
"What's the WiFi password?", "Where do we park?", "How does the heating work?" When the answer is one QR scan away, guests find it themselves, at 11 pm or 7 am.
2. Always accurate
A restaurant closes, the key box code changes: with paper you reprint. With a digital guide you edit one line from your phone and every guest sees the new version instantly.
3. International guests feel welcome
With WelcomeApp your guide is available in 13 languages without you writing a single translation.
4. More 5-star reviews
A smooth arrival and great local tips are among the things guests mention most in positive reviews.
5. Extra revenue
A digital guide can offer paid extras (cleaning, early check-in, late checkout, breakfast) and request a security deposit by card pre-authorisation for your direct bookings.
What should a good digital guest guide include?
| Section | Content |
|---|---|
| Welcome message | A few personal words, your name, a photo |
| Arrival | Address, access, parking, key box, check-in times |
| WiFi | Network name and password (ideally in a protected section) |
| Appliances | Heating, air conditioning, kitchen, TV, hot tub |
| House rules | Noise, pets, smoking, recycling |
| Local tips | Restaurants, bakery, activities, walks, markets |
| Practical info | Pharmacy, doctor, emergencies, transport |
| Checkout | Times, checkout checklist, key return |
| Extras | Paid services available during the stay |
For a detailed section-by-section structure, see our vacation rental welcome book template.
Link, QR code or app?
Combine two access points:
- The link, sent with your booking confirmation or a few days before arrival, so guests prepare their trip.
- The QR code, printed and placed in the property (entrance, kitchen, bedside table), for use during the stay.
There is no need to force an app download: a good guide opens in the browser and can be added to the home screen like an app.
How much does a digital guest guide cost?
Most tools charge a monthly or yearly subscription, sometimes plus a commission on upsells. Always compare the total cost over a season.
WelcomeApp sign-up is free with no credit card and includes 40 free credits (roughly 40 days for one property). After that you top up as you go, from €9.90 for about 3 months or €32.90 for about a year. As soon as you hold purchased credits, the upsell shop runs at 0% WelcomeApp commission. Full details on the pricing page.
Build your digital guest guide in 10 minutes
- Create your account with your property name and address.
- Let AI pre-fill your local tips: SmartFill adds nearby restaurants, activities and shops with photos and opening hours.
- Add the practical info: arrival, WiFi, appliances, rules, checkout.
- Protect sensitive details in the code-protected "My Trip" section.
- Design and print your QR code with the built-in designer.
- Send the link to your next guests.
Create my digital welcome book →
Mistakes to avoid
- Walls of text: use short sections, lists and photos.
- Access codes visible to anyone with the link.
- Generic tips: your real favourite places make the difference.
- A guide that is never updated: review it every season.
Need help comparing tools? Read how to choose digital welcome book software.