Digital Guest Directory: How to Switch from Paper to Smartphone
Replace printed guides and menus with a digital guest directory on your guests' phones. We explain how to organize it and what to include.
Digital Guest Directory Instead of Paper Guides
A digital guest directory replaces the stack of paper sheets in a room: information about the house, house rules, restaurant menu, class schedules, contacts, and a map of the area. Everything is stored in one place on your guest's smartphone or tablet. Instead of searching for the right sheet among five identical folders, your guest opens an app or link.
This saves you money on printing, makes updating information easier, and reduces questions to staff. Guests find the number or rule they need faster. We'll explain how to do it.
Choose Your Delivery Format
You have several ways to give guests a digital guest directory.
QR Code in the Room
Print a 10x10 cm QR code, laminate it, and hang it on the wall, place it on a table, or attach it to the door. Your guest scans it with their phone camera and reaches the information page. This is the cheapest option.
You can create a code for free on sites like qr-code-generator.com. The link should lead to the mobile version of the page so it opens conveniently on a small screen.
SMS or WhatsApp at Check-In
When checking in a guest, the administrator sends them a link or document via SMS or messenger. This works if you have the guest's phone number in your booking system.
Example phrases for staff:
- "I'll send you a link with information about the house. Everything is there: Wi-Fi, contacts, rules, menu."
- "I'll send you a map of the area and the numbers you need to WhatsApp right now."
Email Upon Booking Confirmation
Automatically send an email with a link to the digital guest directory when the booking is confirmed. Your guest receives the information before arrival.
App or Portal
If you already have your own app or guest account on your website, add a section with information. This is convenient for regular customers.
What to Include in Your Digital Guest Directory
Structure the information so guests can quickly find what they need.
Basic House Information
- Check-in and check-out times
- House rules (smoking policy, pets allowed, noise limits)
- How to pay for additional services
- How to call for help (call button, administrator number)
- Safety rules (where fire exits are, how to use a fire extinguisher)
Contacts
- Front desk administrator number
- Manager number
- Customer support (note if it's 24/7)
- Delivery services, taxi, emergency services contacts
Room Information
- Wi-Fi password
- How to use the air conditioner, TV, safe
- Where to find a hairdryer, iron, pillow, blanket
- Room phone number and how to make calls
Services and Amenities
- Breakfast and dinner schedule, food delivery times
- Restaurant or cafe menu in PDF or photo format
- Price list for additional services (transfers, excursions, laundry)
- Where the guest's car is parked (if you provide parking)
Information About the Area
- Map of the neighborhood with marked shops, pharmacies, restaurants
- Tour guide recommendations for attractions
- Public transport schedules
- Tips on where to buy groceries and souvenirs
For Language Schools
Add class schedules, water or slope safety rules, required equipment list, route map, instructor contacts.
Formats and Tools
PDF File
The simplest option. Create a document in Word or Google Docs, export it to PDF, and upload it to a server. Guests can download or open it in a browser. Downside: it's hard to update if schedules or menus change.
Web Page or Microsite
Create a simple HTML page or use a builder like Tilda, Wix, or Google Sites. You can quickly change information and add photos. Guests open the link in their browser.
Google Drive or Yandex.Disk
Create a folder with documents and photos. Share the link with guests. Simple, but looks less professional.
Guest Information Management App
There are special services that create a digital guest directory for you. They usually integrate with your hotel management system and automatically send guests a link when they book.
How to Organize the Process
1. Gather All Information
Ask each department what guests need to know. The administrator will tell you check-in times, ask the chef for menus, and ask the housekeeper about room usage rules.
2. Structure by Sections
Separate urgent information (contacts, rules) from helpful information (recommendations, attractions). Urgent information should come first.
3. Choose One or Two Delivery Methods
If you have a small guest house, a QR code on the wall is enough. If you have a medium hotel, add sending a link via SMS at check-in. For large properties, you can use an app.
4. Train Your Staff
Administrators should know how to send the link and explain to guests what's in it. On-duty staff should be able to help if a guest can't open the file.
Example phrases:
- "The folder has all the information about the house, menu, our contacts, and a map of the area."
- "Open the link, everything you might need is there."
- "If something doesn't open, call us and we'll help."
5. Test Before Launch
Open the folder from different phones and internet connections. Check that all links work, photos load, and text is readable on a small screen.
Update Information Regularly
If you chose a PDF, change it every time schedules or menus change. The update date should be visible on the first page.
If it's a web page, update information right away. Guests don't need outdated information.
Check contacts and phone numbers twice a year.
Benefits for Your Business
A digital guest directory saves money on printing and paper. Guests find information faster and call the front desk less often. You look more modern and professional. Information is always current, and you don't have to worry about guests getting an old menu.
Based on small hotel owners' experience, after introducing a digital guest directory, the number of questions to staff drops by 20-30 percent. This is a rule of thumb, not an exact figure.
Start Small
You don't need to create the perfect folder with everything at once. Start with a QR code that leads to one web page with contacts, rules, and menu. Then add a map, recommendations, and schedules.
If you use a guest house management system, check if it has a built-in feature for sending information to guests. Many systems already do this.
To automate sending links at check-in, you can use Xplai. It's an AI assistant for hotels and guest houses that responds to guests in chats and messengers and can send them information as a link to a folder.
