Remember the welcome folder you'd find in almost every holiday cottage?

Usually tucked away in a drawer or sitting on the kitchen counter, filled with Wi-Fi passwords, appliance instructions, takeaway menus and a few recommendations for places to visit.

Useful in theory. But not always particularly convenient.

Guests have to find it, flick through the pages and hope the information hasn't changed since it was printed.

And for hosts, keeping everything updated can become another job on an already long list.

That's why more short-stay hosts are turning to a digital guest directory.

It's a simple way to give guests the information they need, exactly when they need it, without relying on printed folders or endless messages.

But a good digital directory should do more than put your old welcome book online.

What is a digital guest directory?

A digital guest directory is an online guide that gives guests access to important information about their accommodation.

Instead of reading through a printed welcome folder, guests can open the directory directly on their phone, usually through a link or QR code.

For an Airbnb, holiday let or serviced apartment, that might include:

• Check-in instructions and property access details

• Wi-Fi passwords and house rules

• Heating, appliance and equipment instructions

• Parking information and directions

• Local restaurants, attractions and recommendations

• Checkout instructions and departure checklists

Everything is organised in one place, making it easier for guests to find what they need throughout their stay.

And because the information is digital, hosts can make updates without having to reprint anything.

Why printed welcome folders aren't always enough

There's nothing inherently wrong with a traditional welcome book.

Some guests enjoy flicking through a physical guide, and a well-presented folder can still be a nice touch.

The problem is that printed information has limitations.

If the Wi-Fi password changes, the instructions need updating. If a local restaurant closes, the recommendation becomes outdated. And if a guest needs access information before arriving, the folder sitting inside the property isn't much help.

A digital guest directory solves many of these problems.

Guests can access information before and during their stay, while hosts can make changes as needed.

It also means fewer repeated questions about information that's already been provided.

Five reasons to use a digital guest directory

1. Guests can find answers without contacting you

Every host knows how often the same questions come up.

"What's the Wi-Fi password?"

"Where do we park?"

"How do we turn the heating on?"

These are all reasonable things for guests to ask, but answering them repeatedly takes time.

A digital guest directory gives guests somewhere to find those answers themselves.

Instead of searching through old messages or waiting for a reply, they can open their property's guide and get on with their stay.

For hosts managing multiple properties, that can make a noticeable difference to the amount of day-to-day admin.

2. Everything stays up to date

Printed welcome folders are easy to forget about.

A restaurant closes, checkout instructions change or you replace an appliance, but the information in the folder stays the same.

A digital directory makes updates much simpler.

Hosts can change property details, add recommendations or update instructions without printing new pages.

That helps ensure guests are accessing the latest information rather than relying on something written months ago.

Of course, a digital guide still needs to be maintained. But when updating it only takes a few minutes, it's much easier to keep everything accurate.

3. Guests can access information before they arrive

One of the biggest advantages of a digital guest directory is that it doesn't have to stay inside the property.

Hosts can share a link ahead of check-in, giving guests access to useful arrival information before their journey.

That might include directions, parking instructions, check-in times and details about accessing the accommodation.

It's particularly helpful for guests arriving late or visiting somewhere unfamiliar.

Rather than trying to find an old booking message while standing outside, they can open the guide directly from their phone.

4. You can share your favourite local places

A great stay isn't just about the accommodation.

Guests also want to explore the area, find good places to eat and discover things they might not have come across themselves.

As a host, your local knowledge is one of the most valuable things you can share.

A digital guest directory gives you somewhere to recommend your favourite coffee shops, restaurants, walks, attractions and experiences.

Instead of handing guests a generic list of tourist attractions, you can create something that feels personal to your property and its location.

Those little recommendations can make a stay much more memorable.

5. It can become more than a welcome guide

Traditional welcome folders are mostly one-way.

Guests read the information, and that's where the interaction ends.

A modern digital guest companion can do much more.

Depending on the platform, guests may be able to ask questions through an AI assistant, explore additional services, request extras or leave feedback after their stay.

That turns a simple directory into something guests can use throughout their visit.

For hosts, it also creates opportunities to improve the experience without constantly being available to respond to messages.

What should you look for in a digital guest directory?

Not every digital guest directory offers the same experience.

Some are essentially online PDFs. Others provide a fully mobile-friendly guest portal with additional features.

Before choosing one, consider a few practical things.

Is it easy for guests to access?

Guests shouldn't need to download an app or create an account just to find basic property information.

A simple link or QR code is often the easiest approach.

Can you update it yourself?

Property information changes. You should be able to make updates quickly without needing technical knowledge or support from a developer.

Does it work well on mobile?

Most guests will access their guide from a phone, so the experience needs to be clear, quick and easy to navigate.

Can it answer questions beyond the written guide?

An AI guest assistant can help guests find answers using the information you've already provided.

Does it offer anything beyond property information?

Local recommendations, additional services and checkout guidance can make a digital directory more useful throughout the stay.

The aim isn't to find the platform with the longest feature list. It's to choose something that guests will genuinely use.

How to create a digital guest directory for your Airbnb

Getting started doesn't need to be complicated.

Begin by gathering the information you already share with guests.

That might be an existing welcome PDF, your Airbnb house manual or a collection of instructions you've written over time.

Organise the information into a few clear sections.

Start with the essentials: arrival details, Wi-Fi, house rules, appliance instructions and checkout information.

Then add the details that make your property special.

Include local recommendations, useful nearby amenities and anything guests regularly ask about.

Finally, make sure guests can actually find it.

Share the link before arrival and consider placing a QR code somewhere visible inside the property.

A digital guide only saves time if guests know it exists.

How StayPay makes digital guest directories easier

At StayPay, we believe every short-stay property should have a great digital guest guide.

That's why we've built a free digital guest companion that gives hosts a simple way to bring important property information together.

Guests can access their property's companion through a QR code or link, with no app download or account required.

From there, they can find the information they need, explore local recommendations and navigate their stay more easily.

For hosts, StayPay provides a dashboard to manage property details and keep guest-facing information updated.

And for those looking to go further, additional features such as StayAI, concierge services, guest feedback and other guest experience tools can help turn a basic directory into a more complete digital companion.

The idea is simple: start with the essentials and add more when you need them.

Because creating a better guest experience shouldn't mean taking on another complicated system to manage.

Is a digital guest directory worth it?

If you regularly answer the same guest questions, update printed welcome folders or send property information across several different messages, a digital guest directory is worth considering.

It doesn't need to replace every personal interaction with your guests.

And it doesn't need to be packed with features you'll never use.

At its best, it simply makes useful information easier to access.

Guests can find what they need, hosts spend less time repeating themselves, and the whole experience feels a little more organised.

A great digital guest directory shouldn't just replace your welcome folder. It should make the entire stay easier.

Explore StayPay and create your first digital guest companion for free.