Should your welcome book live in a folder on the coffee table, or on your guests' phones? It's one of the most common questions hosts ask when setting up a rental. The short answer: for most hosts a digital guest book does the heavy lifting, with a small printed card as backup. Here's the honest comparison so you can decide what fits your place.
The paper guest book
A physical folder is familiar and impossible to miss — guests just open it. No app, no scanning, no download.
Where it wins: immediately visible, works without a phone or signal, and feels personal.
The catch: it dates fast (a new Wi-Fi password means reprinting), it wears out, and it's almost always in one language. For international guests that's a real limitation.
The digital guest book
A digital version lives on the device guests already use for everything else. They reach it via a QR code, a link, or a PDF.
Where it wins: always current (update the Wi-Fi or a restaurant tip in seconds), effortlessly multilingual, no wear, and you can send it *before* arrival so guests arrive already informed.
The catch: guests have to scan or tap once, and very occasionally someone doesn't have a smartphone handy.
What guests actually reach for
In practice, the first thing almost every guest grabs when they have a question is their phone — for the Wi-Fi password, the check-out time, a place to eat. A mobile-friendly guest book meets them exactly there. That's why the strongest setups lead with digital. (It's the same reason a clear house manual cuts down on those late-night "how does this work?" messages.)
The smart answer: use both
You don't have to choose. The most effective setup is a digital guest book as the backbone — always current, multilingual, shareable in advance — plus a small printed quick-reference card on the table with the essentials (Wi-Fi, check-in, check-out) and a QR code to the full book. Every guest gets what suits them, and you only fill it in once.
Multilingual: the underrated advantage
At popular destinations your guests come from many countries. A guest book that's also ready in English, German, Dutch and more sets you apart from the average host and makes the stay smoother for everyone — which tends to show up in your reviews.
FAQ
Do I still need a printed book if I go digital?
A full printed folder isn't necessary, but a single printed card with the essentials and a QR code is a nice touch and a handy backup.
How do guests open a digital guest book?
Via a QR code you display in the home, a link you send before arrival, or a downloadable PDF — all on their own phone.
Can I update a digital guest book easily?
Yes — that's the biggest advantage. New Wi-Fi password or a new local tip? Changed in seconds, no reprinting.
Start simple
Whichever way you lean, start with the essentials in one clean place. Our free Wi-Fi & Arrival Card is exactly that kind of printable quick-reference — and a good first step toward a complete, multilingual welcome book.
Start free
Download the Wi-Fi & Arrival Card and see what works for your guests.
Wi-Fi & Arrival Card →Written by the Welcomap team — more about us.