The complete guide to digital guest books for vacation rentals

Many property managers love their printed guides. We get it! Binders feel official- they sit on the counter and say, “We’re prepared!". They also lend a visual impact to guests that ensures they feel welcomed, or may act as a way to get signatures or leave important documents available for guests.

But your guests don’t want to flip through plastic sleeves to find the Wi-Fi password. They want clear, fast answers on their phone while they’re unlocking the door with one hand and pulling luggage in the other. Printed binders can also receive far more wear and tear than a digital guide, giving guests the impression of an unmaintained stay!

Let's look at how digital guest guides compare: 

If you’re managing a large portfolio of properties, digital guest guides are a game changer. They keep your processes streamlined and your property details dialed in. You get one consistent format across your portfolio, while still tailoring each guide with the unique info that matters, like smart lock codes, parking notes, and amenity details. It’s the kind of automation that cuts back on manual work and gives your team back valuable hours every single day.

Tired of the hassle of printed binders? Request a demo now to see how Escapia’s automated digital guest guides can save you time and enhance your guest experience.

Whether you're building an Airbnb guidebook, updating a host manual, or moving beyond your sample house manual binder, your guest guide should be clear, helpful, and consistent across every property

At a minimum, make sure it includes:

• Home access details like Wi-Fi, parking info, smart lock instructions
• House rules and safety guidelines
• Check-in and check-out steps
• TV, appliance, and smart device instructions
• Local recommendations
• Emergency contacts

A great guest guide cuts down on repetitive questions and helps guests feel prepared and confident. That means smoother operations for your team and a better experience for your guests, from booking all the way through check-out.

Looking for more ways to automate guest communication? Check out how our Communications Hub can help you manage messaging effortlessly across all channels. You can even automate delivery of your digital guest guides, so the right info reaches every guest, right on time, without lifting a finger.

There’s a reason digital guest books are quickly becoming the standard in vacation rentals.: They’re designed to work for everyone: guests and property managers alike.

Guests want easy answers. They expect self-service check-ins, fast Wi-Fi instructions, and smooth access to the information they need. On top of access to reservation-specific data, local recommendations are also valuable to guests to help them plan their trip ahead. When that info is buried in a printed binder or scattered across emails, things slip through the cracks.

A digital welcome book does more than replace the binder. It keeps everything centralized in one easy-to-access place, always up to date, and tailored to each property. And unlike a physical binder, guests can access it before they arrive, so they show up informed, confident, and ready to enjoy their stay. 

Here's what that means for you:

• Fewer guest questions before and during the stay
• Reduced calls, emails, and last-minute texts
• Less wear and tear on your guest experience
• More five-star reviews from happy, well-informed guests

Sure, your binder is familiar, it’s tangible, and it might even have a little character. But physical guest manuals can’t update themselves. Digital guest guides don’t just look better. They work smarter.

You don’t need another tool to manage. That’s why Escapia’s guest guide automation is built right into your property management software. Here’s how it works:

1. Create your template: Use Escapia’s pre-built guest manual structure or customize it to fit your units.
2. Pull in property details: Escapia syncs your check-in info, amenities, house rules, and more using a powerful tagging system that's built into the platform. It’s all connected, so the right details surface at the right time, every time.
3. Send automatically: Guest guides are sent based on the booking rules you set, whether it’s a set time before or after arrival or triggered by specific events like payment confirmation or booking resolution. No manual emails required, just seamless automation.

The result? Every guest gets the right information at the right time. You get consistency across your portfolio and fewer interruptions in your day. And your team gets the time to spend on delivering exceptional guest satisfaction throughout the stay.

As Escapia's latest feature, the digital Guest Guides are designed to make your guest communication simpler, smarter, and more efficient than ever before. Here’s why it’s a must-have for property managers in 2025:

• Fully customizable: Easily tailor templates to include unique reservation details like lock codes, Wi-Fi info, and more. 
• No app needed: Guests can access their guide via a simple, mobile-friendly branded login portal. No app download required.
• Effortless automation: Set it and move along. Automatically send guides using Escapia’s Communications Hub.
• Offline access: Guests can also download a PDF version of their guide, ensuring they have critical information even without an internet connection.

You can see Escapia's digital guest guides in action with a personalized demo!

The vacation rental industry is evolving, and those who embrace digital solutions are seeing better results in guest satisfaction and operational efficiency. A digital guest guide is more than a nice touch. It’s a smart, scalable way to improve the guest experience and lighten the load for your team.

With Escapia’s Digital Guest Guide feature, you can easily build, brand, and automate your guest welcome books, all in one seamless platform.

Request a demo today and see how easy it is to simplify your communication, boost guest satisfaction, and streamline operations, all in one place.