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Complete Tutorial Guide

How to Create a Digital Welcome Book: Complete Guide (2026)

Learn how to create a professional digital welcome book for your property. Compare DIY methods vs platforms, get our free template, and start delighting your guests.

DIY Method Use a Platform

Why Create a Digital Welcome Book?

The benefits are clear and immediate

Save Money

Stop spending £200-500 on printing and £50-100 every time you need updates. Digital welcome books cost from £59/year.

Better Reviews

Guests expect modern, accessible information in 2026. 97% prefer digital access on their phones over printed booklets.

Instant Updates

WiFi password changed? Restaurant closed? Update once and it's live for all future guests immediately. No reprinting.

Guest Expectations in 2026: Modern travellers expect digital information. They're used to scanning QR codes for menus, tickets, and information. A digital welcome book meets them where they already are.

What to Include: Comprehensive Checklist

Tick off each item as you add it to your digital welcome book

Essential Information

Property-Specific

Local Recommendations

Transport & Services

Pro Tip: Don't overwhelm guests with too much information. Organise content into clear sections and prioritise what they'll actually need during their stay.

Method 1

DIY Digital Welcome Book

Free but time-consuming approach

1

Create Your Content

Start by writing all your property information in a document. You have several options:

  • • Google Docs: Free, collaborative, easy to share
  • • Microsoft Word: Professional formatting options
  • • Canva: Beautiful designs but requires design skills
  • • Notion: Modern, web-based, organised sections

Use our checklist above to ensure you include everything guests need to know.

2

Format for Mobile Viewing

Remember, guests will view this on their phones. Make it mobile-friendly:

  • Use clear headings and short paragraphs
  • Choose readable fonts (minimum 14pt)
  • Add plenty of white space between sections
  • Test how it looks on your phone screen
3

Save and Host Your File

You need a permanent web link for your welcome book. Options include:

Option A: Google Drive PDF

Save as PDF, upload to Google Drive, set to "Anyone with link can view", get shareable link

Option B: Google Docs Link

Keep in Google Docs, share link (but guests can't edit). Updates automatically when you change the doc.

Option C: Simple Website

Use free website builders like Carrd, Google Sites, or Wix. More professional but harder to update.

4

Generate a QR Code

Create a QR code that links to your document using free tools:

  • • QR Code Generator: qr-code-generator.com (free, no watermarks)
  • • QR Code Monkey: qrcode-monkey.com (customisable designs)
  • • Canva: Has built-in QR code generator

Important: Test your QR code with multiple phones before printing to ensure it works correctly!

5

Print and Display QR Code

Now you need to make the QR code visible in your property:

  • • Print the QR code on A4 paper and laminate it (£2-5 at print shops)
  • • Frame it and place by the entrance or on a table
  • • Add instructions: "Scan for WiFi, House Rules & Local Recommendations"
6

Updating Process

When you need to change information (WiFi password, restaurant closed, etc.):

  • If using PDF: Edit document, save new PDF, upload to replace old one (10-15 minutes)
  • If using Google Docs: Edit the document and changes appear instantly
  • If URL changes: Generate new QR code and reprint (frustrating!)

Pros of DIY Method

  • Free or very low cost (£0-10 for printing/laminating)
  • Complete control over design and content
  • No monthly fees or subscriptions
  • Works for simple properties with minimal updates

Cons of DIY Method

  • Time-consuming to create (4-8 hours initially)
  • Updates are manual and take 10-30 minutes each
  • No AI recommendations or automatic updates
  • Looks less professional than platform solutions
  • No analytics on guest views or engagement

Time Investment: 4-8 hours to create initially + 10-30 minutes per update = 10-20 hours per year

This is why most property owners eventually switch to a platform...

Method 2 - Recommended

Use The Welcome Book Platform

Fast, professional, and always up-to-date

Save 20+ Hours Per Year

Let us handle the technical stuff while you focus on hosting

30min

Setup time vs 8 hours DIY

10sec

Update time vs 30 minutes DIY

£59/yr

vs £500-2000 printing costs

1

Sign Up (2 Minutes)

Create your account at The Welcome Book. No credit card required for the trial.

  • Enter your email and create a password
  • Add your property name and location
  • Instant access to the platform
Get Started Free
2

Choose a Template (1 Minute)

Select from professionally designed templates for your property type:

Airbnb Template

Optimised for short-term rentals

Hotel Template

Professional compendium style

Holiday Let Template

Family-friendly layout

Glamping Template

Rustic, nature-focused design

3

Add Your Information (15 Minutes)

Fill in your property details using our easy guided form:

  • WiFi & Access: Network name, password, entry instructions
  • House Rules: Check-in/out, quiet hours, policies
  • Appliances: Quick guides for heating, TV, kitchen
  • Emergency Contacts: Your number, utilities, services
4

AI Adds Local Recommendations (Instant)

Our AI automatically suggests relevant local places based on your property location:

  • Top-rated restaurants within walking distance
  • Popular attractions and activities
  • Essential services (shops, pharmacy, transport)
  • You can edit, remove, or add your own favourites

Saves Hours: No need to research and write about local restaurants and attractions. Our AI does it for you!

5

Get Your QR Plaque (3-5 Days)

Order a professional, weather-resistant QR code plaque:

Premium Acrylic Plaque

  • • Weather and water resistant
  • • Professional design with your branding
  • • Free adhesive backing or screws
  • • £29.99 one-time purchase

Print Your Own

  • • Download high-res QR code
  • • Print at home or local shop
  • • Frame or laminate yourself
  • • Free option

Place your plaque by the entrance, on the kitchen counter, or in the welcome area where guests will easily see it.

6

Done! Update Anytime in 10 Seconds

That's it! Your digital welcome book is live. When you need to make changes:

  • Log into your dashboard from any device
  • Edit the WiFi password, rules, or recommendations
  • Changes are live instantly for all guests
  • No reprinting, no new QR codes needed

Why Property Owners Choose The Welcome Book

Setup in 30 minutes vs 8+ hours DIY
Instant updates from any device
AI-powered recommendations save research time
Professional templates look polished
Mobile-optimised for all devices
Analytics show how guests use it
UK-based support when you need help
From £59/year vs £500+ printing
Start Your 30-Minute Setup

No credit card required • Cancel anytime

Property-Type Specific Guides

Different properties have different needs. Here's what to focus on:

Airbnb Hosts

Short-term rentals need clear check-in instructions, WiFi info, local recommendations, and house rules to get 5-star reviews.

Must Include:

  • • Self check-in instructions
  • • WiFi password prominently displayed
  • • Parking and access details
  • • Local restaurants within 1 mile
View Airbnb Guide

Hotels & B&Bs

Replace expensive printed compendiums with digital versions. Include facilities, dining times, and comprehensive area information.

Must Include:

  • • Breakfast times and menu
  • • Hotel facilities and hours
  • • Room service information
  • • Comprehensive local area guide
View Hotel Guide

Holiday Lets

Weekly rentals need comprehensive property guides, bin collection days, beach information, and family-friendly recommendations.

Must Include:

  • • Bin collection days and recycling
  • • Beach locations and facilities
  • • Family activities and playgrounds
  • • Weekly shops and markets
View Holiday Let Guide

Shepherd Huts

Rural, off-grid properties need detailed instructions for unique amenities like composting toilets, wood burners, and water systems.

Must Include:

  • • Wood burner or fire pit safety
  • • Composting toilet instructions
  • • Water and waste systems
  • • Local walking routes
View Shepherd Hut Guide

Glamping Sites

Multiple units on one site benefit from site-wide information plus unit-specific details about eco-facilities and nature.

Must Include:

  • • Site facilities and locations
  • • Eco toilet/shower instructions
  • • Wildlife and nature information
  • • Stargazing tips and weather
View Glamping Guide

Need More Help?

Browse our complete template library with examples for every property type, or contact our UK support team for guidance.

View All Templates Contact Support

Download Our Free Welcome Book Template

Get our professional template with all sections pre-written. Just add your specific details!

What's Included:

  • Complete content structure
  • WiFi & access template
  • House rules examples
  • Appliance guide format
  • Local recommendations layout
  • QR code setup instructions

We'll email you the template instantly. No spam, unsubscribe anytime.

Or skip the work entirely...

Use The Welcome Book platform and get set up in 30 minutes

Common Mistakes to Avoid

Learn from others' experiences - don't make these errors

Too Much Information

Writing a 20-page essay overwhelms guests. They won't read it and will still message you with questions.

Better: Keep it concise. Use bullet points. Prioritise essentials.

Outdated Details

Listing a restaurant that closed 6 months ago makes you look unprofessional and ruins guest trust.

Better: Use a platform that lets you update instantly, or check details monthly.

Poor Mobile Formatting

Creating a PDF with tiny text that's impossible to read on a phone. Guests will give up and call you.

Better: Always test on mobile. Use large fonts (14pt minimum) and clear spacing.

No QR Code Testing

Printing QR codes that don't work, link to the wrong page, or require an app download.

Better: Test with 3+ different phones before printing. Check it opens in browsers.

Hidden WiFi Password

Burying the WiFi password on page 5. It's the first thing guests need - make it prominent!

Better: WiFi goes at the top, in large clear text, on the first page/section.

Not Testing with Guests

Assuming guests understand your instructions without actually testing if they're clear.

Better: Ask a friend to scan and use it. Watch where they get confused.

Remember: Your welcome book should answer questions before guests ask them. If you're still getting the same questions, your welcome book needs improvement!

Frequently Asked Questions

Everything you need to know about creating a digital welcome book

How long does it take to create a digital welcome book?

DIY Method: 4-8 hours to create the content, format it properly, generate QR codes, and print. Plus 10-30 minutes for each update.

Using The Welcome Book: 30 minutes for initial setup. Updates take 10 seconds. Our AI handles local recommendations automatically, saving you hours of research.

What's the best format for a digital welcome book?

Web-based is best because it's mobile-optimised, searchable, and can be updated instantly without changing QR codes. PDFs work but are harder to update and less user-friendly on phones. Avoid requiring app downloads - guests won't bother.

Do I need an app for guests to view it?

No! The best digital welcome books work directly in web browsers. Guests simply scan the QR code with their phone camera and it opens instantly. Requiring an app download significantly reduces usage - most guests won't install an app just to read property information.

How do I update my digital welcome book?

If you're using a platform: Log in, edit the information, and changes are live instantly.

If you created a DIY version: Edit your Google Doc or PDF, re-upload it to the same location. If you change the URL, you'll need to generate and print a new QR code (this is frustrating, which is why most hosts prefer platforms).

What if guests don't have smartphones?

In 2026, 97% of travellers have smartphones. For the rare exceptions, you can:
• Print a simple one-page sheet with WiFi and emergencies
• Display the web link in large text below the QR code
• Keep a tablet in the property with the welcome book loaded

But realistically, smartphone-free guests are extremely rare in the modern travel market.

Should I still have a printed backup?

Most property owners find it unnecessary. Digital welcome books are more reliable than printed ones (which get damaged, lost, or stolen). If you're worried, print a single sheet with WiFi password and your emergency contact number. But the full welcome book doesn't need a printed version.

Can I track if guests are actually reading it?

If you use a platform like The Welcome Book, yes! You can see how many guests scan the QR code, which sections they visit most, and how long they spend reading. This helps you improve your content. DIY solutions typically don't offer analytics unless you use URL shorteners with tracking.

What's the ROI compared to printed welcome books?

Printed books: £200-500 initial printing + £50-100 per update + £100-300/year replacements = £500-2,000/year

Digital platform: £59/year + £29.99 plaque (one-time) = £89 first year, £59 thereafter

Savings: £411-1,941 in the first year, plus 15-20 hours of your time annually. ROI is immediate.

Ready to Create Your Digital Welcome Book?

Choose your path: DIY for free, or save 20+ hours with our platform

DIY Method

  • Free (£0-10 for printing)
  • 4-8 hours initial setup
  • 10-30 minutes per update
  • No AI recommendations
Follow DIY Guide Above
RECOMMENDED

The Welcome Book

  • 30 minutes total setup
  • 10 seconds to update
  • AI recommendations included
  • From £59/year vs £500+ printing
Start Your 30-Minute Setup

No credit card required • Cancel anytime

Still deciding? Compare features and pricing in detail:

Learn About Digital Welcome Books View Full Pricing Browse Templates