Again, lots of great ideas - thanks everyone! Ironically, as I was trying to figure out this welcome guide thing, one of the guests wrote and asked me when the guide would arrive. Ha! We’ve had some exchanges and she’s a trip planner and a curious person and she said she’d be reading the whole guide and the sample itinerary I sent her. The one thing I learned in undergrad, when I still imagined I’d be a teacher one day, is that everyone learns and processes and experiences things in different ways. I have a hard copy manual at my cabin always because it’s remote and there’s no cell signal and wifi can be erratic and, well, it’s there for guests to consult if the solar batteries give out or the guests need to call me or whatever. I also like to send the guide in advance so guests (if they’re the sort who have the time and interest in scanning) will remember to pack sunscreen for the days at this elevation and bring slippers for the stained concrete floor that is cool even in the dead of summer, etc. A few days before the guests arrive, I email with critical reminders/info. I really like the idea of a QR code but agree some might trip up if they aren’t sure how to use it. What I really wonder is if I’ll need to grant permission to guests when they click on my google drive or dropbox link? That’s a hiccup that I imagine could be totally annoying.
I know, and I’m like that when I’m a guest. I like the more personal approach for me, rather than the guest. I’m certain that when a guest has personally met the host, had a chat, possibly a joke together, then they are more likely to be good guests. I’ve no evidence for that but it seems to be true in my case.
I think the last time I met a host when travelling myself was in 2017. Just this year, we’ve stayed in 6 Airbnb rentals and I’ve not met one host.
Oh 100% @jaquo. I’ve definitely caught on that many guests like their privacy, so I’ve tried hard to “be there” without “being there.” Hand-written welcome note, homemade brownies or chocolates, wildflower bouquet, basket of high-end toiletries, etc. But believe me, there are probably very few hosts that have endured the utter disasters I’ve had with my off-grid cabin. I was plagued with solar problems for a couple of years until I got it figured out, but we’re talking no power, no water, no hot shower, lights flickering, propane leak from a failing fridge that even the fire chief couldn’t identify. Ack! I mean it’s the stuff of nightmares. In every single case, the guests knew that I was hustling to make things right or I refunded their money without hesitation. Anyhow, some guests opted not to leave a review (whew!) but other than that, I’ve had all 5 star reviews and 5 stars in every category except value (okay you have to pay to stay in this unique place!) I’m not mentioning these stats to brag, but to share that if you have a disaster on your hands, communicate as early as possible, be completely transparent and fair, offer to make things right, and show up when things are wrong to acknowledge that they’ve paid a lot for their vacation and they deserve better. Okay it seems like I’ve digressed into another forum post… Ha!
@COCabin
No you do not have to grant permission for anything. There is no password or anything to access the QR code.
I was fully expecting it would be a technical nightmare to explain to guests but I have sent it to eight guests already via the Airbnb\vrbo app and all of them have been able to access it without any problems. Perhaps they opened the message on the laptop and then scan with their phone or maybe they use their partner’s phone. I think you can even do it on the same phone using Google lens.
In my case printed instructions do not work because I am living on the other side of the world from my rental and only get to go there once every year or two. The person who looks after it for me cannot even operate a printer (talking of non tech savvy!). Guests were complaining the printed instructions had outdated information. So QR codes work well for me.
Anyone young enough to be that agile and adept with phone and camera stopped watching TV the day they got their first-ever smart phone
Not arguing against QR codes – but how long does it take snail mail to reach your caretaker?
So you are aware that there are people like this, but assume that none of your guests will be, and all will find it easy to obtain the info only via QR code?
There are no printers in the local library, packaging store, etc?
If needed, you can send a link along with your QR code…
In case anyone here does NOT know how to scan a QR code that was sent to them via messenger:
A Step-by-Step Guide to Scanning QR Codes From Your Phone’s Photo Gallery | Blog.
As I mentioned above I was fully expecting lots of technical questions from guests about QR codes. But so far all eight of them have been able to use it without any problems. We’ll see if that continues.
The idea of snail mail is a good one I had never thought of that. However it is far quicker to update the file on my Google Drive than it is to then have to print it out each time something changes, bind it, put in an envelope and somehow work out how the postal system works in the country where I now live. I can’t even remember the last time I sent a letter.
Another possibility with the QR code option is the guest can download the file and then print it out by themselves.
The other great thing about a digital file is that the reader can use a translator app. Most of my guests are not fluent in English and this is an important consideration for making them feel comfortable.
That’s a great point. I might mention that in my template email, that they can download and translate it.
I was not happy when the powers that be eliminated our email access as well. Now my welcoming info is copied and pasted into a message box (it’s quite long but doable), and then there is an icon to the left of the message box that allows for images. I click on that to upload a jpg of our map to our location. That has worked well so far except for our last guest who couldn’t seem to figure out how to make a copy of the map. I think it was user error but there may have been a glitch.
We can pause all of our TV channels with the remote, no need to run. 
On the personal touch: I don’t need friends, but if someone is staying in my place, and I’m adjacent (it’s a sub-divided house) I have no doubt that they are better behaved. In 8 years, in a terrace, in central Cape Town, I have never had a complaint from a neighbour, and that’s gold. I think it’ s because on the quick tour (here’s where the ironing board lives, that’s my entrance if you lose your keys and need to raise us, here’s the neighbours’ bedroom windows), they get the message. This is a community; it’s not just a transaction.