What an Airbnb guidebook is, and why your villa needs one
On Airbnb, there are two different places for guest information. It helps to know the difference.
The Guidebook is for local tips. Think of restaurants, beaches, shops and things to do. Airbnb says guidebooks are public, can be shared or printed (opens in new tab), and belong to your host account, not to one listing. That means you can use one guidebook for several villas in the same area. Guests can find it on your listing, your profile and in their trips.
The House manual is for private details about your villa. Think of how to use the air conditioning, where the fuse box is, or how to open the safe. Airbnb says only confirmed guests can see the house manual (opens in new tab). Both live in the listing editor under the Arrival guide.
There is also a third part: check-in instructions. Airbnb shows detailed check-in instructions to guests 48 hours before check-in (opens in new tab). This is where your gate code and directions go.
Why does all this matter? Because a clear guide means:
- Fewer repeat questions. You do not have to type the Wi-Fi password 30 times a month.
- Fewer problems. Guests use the villa correctly, so fewer things break.
- Better reviews. Guests feel looked after, even when you are not there.
A guidebook is different from a short welcome letter. For that, see our hotel welcome letter guide (opens in new tab).
12 sections to include in your villa guidebook
Here are 12 sections that cover what most villa guests need. The note after each one tells you where it fits best on Airbnb: Guidebook (public), House manual (private) or check-in instructions.
1. Welcome and who to contact
One or two lines to say hello. Then the name and phone or WhatsApp number of the person to call, and the hours they answer. (House manual)
2. How to get there
The address, a map pin, and a photo of the gate or front door. Add a note for drivers, such as "turn left after the blue temple gate." (Check-in instructions)
3. Check-in and check-out
Times, how to get the key, and what to do when leaving. For example: "Leave keys on the kitchen table and close the gate." Our post on the hotel check-in procedure (opens in new tab) has ideas you can borrow. (Check-in instructions)
4. Wi-Fi
Network name and password. Add where the router is, and what to do if it stops working, like "unplug it for 10 seconds." (House manual)
5. House rules
A short list: quiet hours, smoking, parties, extra guests, pets. Keep the full rules in the house rules on your Airbnb listing, and repeat only the key points here. Our guide to Airbnb house rules (opens in new tab) shows how to write them clearly. (House manual)
6. How things work
The things guests struggle with: air conditioning remote, hot water switch, TV, safe, gas stove, washing machine. One short line each, plus a photo. (House manual)
7. Pool and garden
Pool hours, whether children need an adult, pool light switch, and when the pool cleaner comes. (House manual)
8. Kitchen
What is provided (pans, coffee, water), what guests should bring, and how to use drinking water. For example: "Tap water is not for drinking. Use the water dispenser." (House manual)
9. Rubbish and cleaning
Where the bins are, when rubbish is collected, and when housekeeping comes during the stay. (House manual)
10. Safety and emergencies
Nearest hospital or clinic, emergency numbers, fire extinguisher location, first aid kit, and what to do in a power cut. (House manual)
11. Getting around
Simple facts: how far the nearest town is, whether the villa can arrange a driver or scooter, and how guests usually get around. Only recommend services you trust. (Guidebook)
12. Local tips
A short list of nearby places: a shop for basics, two or three places to eat, a cash machine, a pharmacy. Airbnb's own advice is to keep tips brief and personal and add a photo (opens in new tab). Five good tips beat 50 random ones. (Guidebook)
A ready-to-copy villa guidebook template
Here is a template for five key sections. It is filled in for a made-up two-bedroom villa in Canggu, Villa Frangipani, so you can see a complete version. Copy it, then change the names, times and places to match your villa.
Check-in
Check-in is from 14:00. We send the gate code on WhatsApp on your arrival day. The key box is left of the front door (see photo). Arriving late? Message Wayan on WhatsApp at the number at the top of this guide.
Wi-Fi
Network: VillaFrangipani. Password: on the card by the TV.
The router is in the cupboard under the TV. If the internet stops, unplug the router, wait 10 seconds, and plug it back in. Still not working? Message Wayan on WhatsApp.
Pool
The pool is open from 07:00 to 21:00. Children must have an adult with them. The pool light switch is by the kitchen door. The pool cleaner comes every Tuesday and Friday morning.
Rubbish
Please put rubbish in the bins by the kitchen door. Plastic goes in the yellow bin. Our team takes it out every morning.
Drivers
Need a driver to Seminyak, Uluwatu or the airport? Ask Wayan on WhatsApp and he will book a driver we know. Please agree on the price before the trip.
Each section has a bold title, says what to do when something goes wrong, and names a real person to contact.
Do this inside Kiyo. Airbnb guests see this guide in the Airbnb app, but guests from Booking.com or your website do not. In Kiyo, the pre-arrival email goes out by itself on every plan. Paste your check-in steps and the guidebook link into that template once, and every guest gets them.
Bali notes to add
If your villa is in Bali, add a short section on local life, so guests are not surprised:
- Ceremony days. Temple ceremonies can bring processions and closed roads. Ask your staff about dates near the villa, and add a line when you know one is coming.
- Nyepi. On the Day of Silence, everyone stays inside, lights stay low, and the airport closes. Tell guests booked on that date what to expect, and suggest food for the day.
- Banjar noise. The banjar is the village community hall. It may have music practice or events. Say where it is, so guests know what they hear.
Before you share your guide, test it. Ask a friend who has never visited the villa to follow it from the gate to the pool. Every time they get stuck, add a line or a photo. Do this once a year, or after any change to the villa, like new air conditioners or a new lock.
Digital or printed: which format works best?
Most villas do best with both.
| Digital guide | Printed guide |
|---|
| Where guests see it | On their phone, before and during the stay | Only inside the villa |
| Easy to update | Yes, change it any time | No, you have to print it again |
| Good for | How to reach the villa, Wi-Fi, check-in, local tips | How things work, safety, emergencies |
| Risk | Guests may not open the link | Can get wet, lost or out of date |
A simple approach:
- Digital first. Fill in the Airbnb Guidebook, House manual and check-in instructions. These reach guests on the app.
- Printed backup. Keep a short printed version in a folder on the kitchen counter. Include Wi-Fi, the contact number, how things work and emergencies.
- QR code. Put a small QR code card by the door or on the fridge. It can link to your public Airbnb guidebook, so guests can open it on their phone.
When something changes, like a new Wi-Fi password, update the digital version the same day. Then print a new page for the folder.
Writing your guidebook in English and Bahasa Indonesia
If your villa is in Indonesia, many guests speak English, and many domestic guests prefer Bahasa Indonesia. Writing it in both languages helps everyone.
Tips for two languages:
- Write in simple English first. Short sentences, no slang. Many guests read English as a second language.
- Translate carefully. Ask someone who speaks Bahasa well to check it. A machine translation is a start, not the final version.
- Keep the same order. Section 4 is Wi-Fi in both versions. That way staff can say "see section 4" to any guest.
- Put both side by side in print. In the printed folder, English on the left page and Bahasa on the right works well.
- Use pictures where you can. A photo of the hot water switch works in every language.
When and how to send your guidebook
A guidebook only helps if guests see it at the right moment. Here is a simple timeline.
Right after booking. Send a short thank-you message with a link to your public Guidebook.
Two to three days before arrival. Send a pre-arrival message with the most important practical facts: check-in time, how to get there, and who to contact. Airbnb shows your check-in instructions 48 hours before check-in, so make sure they are complete. Our pre-arrival message templates (opens in new tab) give you ready-to-use text.
On arrival day. Send a short message: "Welcome! Wi-Fi and how-to guides are in the House manual in the app, and in the folder on the kitchen counter."
During the stay. On a long stay, send one short check-in message on day two or three. Ask if everything works.
After the stay. Thank the guest. Ask what was missing from the guide. Their answer shows you what to add.
Common guidebook mistakes to avoid
- Too long. If a section needs scrolling, cut it. Guests skim.
- Out of date. A wrong Wi-Fi password or a closed restaurant makes guests doubt the whole guide.
- Private details in public places. The Guidebook is public. Never put gate codes, safe codes or the exact address there. Use the House manual or check-in instructions.
- No photos. One photo of the gate saves ten messages.
- Too many recommendations. Pick a few places you know well.
- No contact number. Always show who to call and when.
How Kiyo helps you send the right guide at the right time
The guidebook itself lives on Airbnb. Kiyo helps you keep guest communication in one place.
- Booking confirmation and pre-arrival emails. On every plan, Kiyo can send guests a booking confirmation and a pre-arrival email. You can include your check-in steps and a link to your guide.
- Guest journeys on Pro and above. Guest journeys send messages at set moments, such as during the stay, so a mid-stay check-in goes out without you remembering.
- One inbox on Pro and above. Messages from Airbnb, Booking.com, Expedia, WhatsApp, Instagram and more arrive in one unified inbox, so you can answer guidebook questions in one place.
- Airbnb workspace. Airbnb connects to Kiyo by secure login, and you can manage listing settings and guest requests from Kiyo. Read our Airbnb channel manager guide (opens in new tab) for details.
Your next step: write your guide with the template above, then add its link to your pre-arrival email.
Plans start from Rp40k per room per month (opens in new tab). Free setup, pay from go-live, 14-day money-back guarantee.
Frequently asked questions
In the listing editor, go to the Arrival guide and open Guidebooks. Private details like how to use the villa go in the House manual in the same section.
Yes, repeat the key rules briefly. Keep the full rules in the house rules on your Airbnb listing, so they are part of the booking.
Short enough to skim on a phone. Aim for one short paragraph or list per section, with photos for anything hard to explain.
Yes. Airbnb guidebooks belong to your host account, not to one listing, so you can share one guidebook across villas in the same area.
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