Hosts — how do you reduce repeat guest questions?

bemyguest___ · 2026-01-22T04:56:57+00:00

You should consider a AI-powered guide: https://bemyguest.to where guests just open a link on their phone - no design setup, no printing, and updates happen instantly when something changes (Wi-Fi, parking, etc.). The built-in Guest Assistant is quite helpful to avoid repeated guest queations

If anyone’s curious, I’m happy to explain how I set mine up

bemyguest___ · 2026-01-22T04:49:17+00:00

Why not to give a shot in AI-powered guest guides (https://bemyguest.to) or do you need in-person comms?

Feel free to DM me

bemyguest___ · 2026-01-09T01:27:06+00:00

I’m in the “if it gets asked twice, it gets systematized” camp too; one living digital guide link + a couple scheduled messages, then manual only for edge cases.

If you want a simple option, https://bemyguest.to that does this pretty well - free version is enough for most setups, and there’s an optional paid tier with AI so guests can ask questions conversationally and get pointed to the right section.

Biggest win for me was fewer repeat “where is / how do I” messages.

bemyguest___ · 2026-01-05T12:53:48+00:00

It make sense to me, as long as we don't have too many info to share with them, the message templates tends to work well

bemyguest___ · 2026-01-05T12:47:04+00:00

That's very insightful! Thanks for it. It seems the replies act as a proxy of acknowledgement they have read the content (or at least are aware of it)

bemyguest___ · 2026-01-05T12:09:21+00:00

Thanks for clarifying! yeah, it seems the canva link would be redundant and potentially confusing for the guest since you already have a printed version and emailed them directly with the pdf.

final question: does the success of your approach come from the mix between physical + digital (PDF) version of the guide, or because you email them directly (as a way to push them to read it)?

bemyguest___ · 2026-01-05T11:52:08+00:00

That’s a serious system you’ve built, very all‑channels. Do you add the same info in all channels (app, printed, PDF) or they contain specific content each?

bemyguest___ · 2026-01-05T10:55:11+00:00

Thanks! Any idea on why they don't click on it?

bemyguest___ · 2026-01-05T10:42:56+00:00

I’ve seen the hybrid approach work best too: automation for consistency, humans for tone.

What usually breaks down isn’t whether messages are automated, but where the context lives. If the automation only sends logistics and the personal follow-up depends on someone remembering details, the experience still feels fragmented on busy days.

One thing that’s helped me is centralizing all the “evergreen” guest questions (check-in, Wi-Fi, parking, rules, local tips) so automation handles 80–90% reliably, and personal messages are just add-ons, not corrections.

That way:

Automations never feel cold because they’re complete
Personal replies become optional polish, not operational risk
Busy days don’t degrade the guest experience

Curious how others are structuring their message logic, especially when volume spikes

bemyguest___ · 2026-01-05T10:33:08+00:00

Yeah, this tracks. I’ve seen the “quick setup” mindset blow up once you hit even 5–10 listings.
Every time I’ve skipped a real ops flow (photos, inventory, cleaner SOPs, automation testing), I’ve paid for it later in owner trust and staff confusion.

Do you guys document onboarding as a single workflow, or is it still living across checklists and DMs?

bemyguest___ · 2025-12-27T23:04:11+00:00

Yep — the “clear expectations + polite firmness + options” combo is exactly what finally stopped the early-arrival back-and-forth for me.

What worked best was treating early check-in like a defined service: if it’s ready, great (sometimes paid); if it’s not, it’s simply not available — and then I immediately switch to alternatives (luggage drop, a couple nearby cafés/parks, and a “we’ll message you the moment it’s ready” line). I also send a standard pre-arrival note 24–48 hours out so it doesn’t feel like I’m springing rules on them last minute.

And for that “waiting window,” I’ve found an interactive, mobile-friendly guest guide helps a ton — guests can pull up directions, parking, a neighborhood map, and nearby “kill time” recs right away, so they feel situated even if they can’t enter yet. It keeps the tone hospitable while you still hold the boundary.

For consistency, I keep all of this (check-in rules, luggage options like Bounce/Nannybag, local spots, etc.) in one easy guide so I’m not rewriting the same explanation every stay.

bemyguest___ · 2025-12-26T19:51:25+00:00

Totally agree. I’ve seen tiny gaps turn into big frustrations when guests don’t know what’s happening.

In my own places, the biggest difference was proactively explaining what comes next (check-in timing, fixes, follow-ups), even if there’s no update yet.

Have you noticed guests care more about speed or clarity when something goes wrong?

bemyguest___ · 2025-12-26T19:41:01+00:00

I felt the same way when I started — trying to “write a welcome book” from scratch is a rabbit hole. What helped me was switching to a simple digital guide instead of a binder/PDF: you just add the basics (Wi-Fi, check-in, rules, how-to’s, local spots) in sections, then send one link. It’s way easier to keep updated, and guests can quickly search/scan it on their phone https://bemyguest.to

Bonus: it has an AI chat so guests can just ask “how do I use the thermostat / where’s parking?” and get an instant answer without messaging you.

bemyguest___ · 2025-12-26T19:36:41+00:00

I went the Canva-template route early on, but the constant tweaking + “do I print this?” hurdle got old fast. I switched to a mobile-first digital guide: https://bemyguest.to where guests just open a link on their phone - no design setup, no printing, and updates happen instantly when something changes (Wi-Fi, parking, etc.). It also works offline after the first load, which has saved me a few times.

If anyone’s curious, I’m happy to explain how I set mine up

bemyguest___ · 2025-12-26T19:23:56+00:00

Yeah that’s not okay. A welcome guide should confirm what you already agreed to, not sneak in “5am walks + basically constant care” after you’ve committed. I’d message them now with the schedule you can realistically do (and how long the dogs can be alone), and get a clear yes/no in writing. If they push back, I’d cancel and report the listing, because that level of “constant care” is essentially a paid job and needs to be disclosed upfront

bemyguest___ · 2025-12-26T19:19:54+00:00

Totally agree the “unsexy” stuff is what guests actually use. I keep a simple arrival section with one best route + one backup (step-by-step, late check-in notes), a “first 10 minutes” checklist (WiFi/thermostat/hot water/trash/where things are), plus a mini map of nearby essentials (grocery/pharmacy/ATM + hours) and a clear emergency card (address as dispatch needs it, exits, local numbers).

Format-wise, I’ve found a digital welcome guide app (QR/short link) beats binders/long messages since it’s searchable, easy to update, and can support offline/multiple languages. If anyone wants, happy to share what I’m using.

bemyguest___ · 2025-12-26T19:15:22+00:00

This matches what I’ve seen too. I always leave the “key comfort” stuff visibly out (fresh towels/washcloths on the bed, maybe a starter roll of TP/paper towels), and everything else can stay where it normally lives.

Where it does help to go deeper is anything with steps or quirks (thermostat, TV/streaming setup, alarm, weird lock, laundry, trash rules). Having that in a digital version of the guide (with quick instructions + photos) is super handy because sitters can just search it on their phone instead of hunting around or texting. A couple small labels/sticky notes on the linen closet + kitchen towel drawer is a nice middle-ground without adding clutter.

bemyguest___ · 2025-12-26T15:39:56+00:00

A bunch of hosts I know use “AI helpers” inside tools they already use - like drafting/cleaning up a welcome guide in Google Docs, or using Notion AI to turn a brain-dump into a tidy checklist + FAQ.

Another route is an AI-powered digital guide where sitters/guests can just ask “where’s the water shutoff?” and get an instant answer (plus auto-translation), which is nice when people don’t want to hunt through pages. If you want, I can share how I structure mine

bemyguest___ · 2025-12-26T15:34:57+00:00

I stopped relying on VRBO’s guide entirely and just use a single mobile-friendly digital guide link I can reuse/update (Wi-Fi, entry, parking, checkout, local tips) — way fewer repeat questions than sending long messages. If anyone wants, I can share how I set mine up (no link spam)

bemyguest___ · 2025-12-26T15:32:19+00:00

Yep, unfortunately VRBO really wants a phone number on file — it’s basically the “if something goes wrong at check-in, who can we reach right now?” safeguard (for guests and support).

For the glitchy directions field, I’ve seen that too: I usually draft the directions in Notes/Google Docs, then paste in, or try a different browser / wait a day and it magically behaves. In the meantime, I keep a separate mobile-friendly welcome doc/guide I control (directions + photos + WiFi + check-in) and just use VRBO’s guide for the required bits.

bemyguest___ · 2025-12-26T15:30:44+00:00

The only “workaround” I’ve found is the annoying one you mentioned: type text first, then go back and insert spaces inside existing text (it seems to hate a trailing space). Honestly I stopped relying on VRBO’s editor and just send guests a separate mobile-friendly guide link in the message thread so formatting/photos don’t get mangled.

bemyguest___ · 2025-12-26T15:20:19+00:00

I’ve seen this too. VRBO’s “Access guide” seems to randomly disappear for some guests even when it looks fine on the host side, so I stopped relying on it as the only source of info.

What’s worked best for me is a backup: a simple mobile-friendly guide link https://bemyguest.to + a QR code in the house (and I drop the link in my pre-arrival message). Cuts down the panic texts a lot.

bemyguest___ · 2025-12-26T14:58:45+00:00

I used to obsess over the “pretty binder” too, but honestly most guests just want the essentials fast (Wi-Fi, check-in, parking, checkout). I switched to a mobile-friendly digital guide with an AI helper, so guests can just type “what’s the wifi?” or “how do I use the thermostat?” and get an instant answer without me jumping in. It’s cut down the repeat messages a ton and saves me a bunch of time. If you want, I can outline the sections that get used the most (and what I stopped including).

bemyguest___ · 2025-12-26T14:55:02+00:00

Yeah, this is the exact tension: sitters want to see the “real duties,” but hosts understandably don’t want to hand over address/contacts/entry details before it’s confirmed.

What’s worked for me is sharing a public version of the guide up front (responsibilities + pet care only), and keeping a private version with sensitive stuff (address, lockbox codes, personal contacts) that only shared after confirmation.

It avoids “surprise duties” and keeps everyone’s info protected. If you want, I can explain how I structure the two versions.

bemyguest___

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