B&B welcome book: what to include and how to make it digital

What to put in a B&B welcome book

In a B&B guests do not have to run the house: you make breakfast, you do the cleaning. They need fewer technical instructions and more information about the service: when and where breakfast is, how to get in at night, who they will find and when.

If you also run a flat or a holiday home, that is where appliance, waste sorting and departure instructions are needed: the full template is in Holiday home welcome book.

One page for the whole property or one per room?

For most B&Bs one page for the whole property is enough. Breakfast, Wi-Fi, rules and tips are the same for every room, and the same QR code is printed in every room and in the breakfast room. When a time changes, you update it once.

Differences between rooms go on the same page: for example “Glicine room: the bathroom is on the landing, the key is the small one”. On the Pro plan you can give each room its own additional information entry.

In LOQY each property has one page and one QR code, with no sections for single rooms. If a room really stands on its own, such as a flat with a separate entrance, you can create it as a separate property, with its own page and QR code: the Free plan covers one property, the Pro plan has no limit.

B&B welcome letter: an example

The letter in the room is short: it says hello, gives the three things needed straight away and points to the guide for the rest. Copy the example, replace the parts in square brackets and sign it with your name. The English version says the same things in the same order.

Benvenuti a [nome del B&B]!

Sono [nome] e sono felice di avervi qui. Ecco le poche cose utili per il soggiorno.

La colazione è servita in sala dalle [ora] alle [ora]. Se avete allergie o intolleranze, ditemelo la sera prima: preparo qualcosa per voi.
WiFi: rete [nome della rete], password [password].
La chiave della camera apre anche il portone. Dopo le [ora] il portone è chiuso: usate la chiave.
Orari, consigli per la cena e le cose da vedere in zona sono nella guida: inquadrate il QR code sul comodino.

Per qualsiasi cosa scrivetemi su WhatsApp al [numero], dalle [ora] alle [ora].
Buon soggiorno!
[Nome]

Welcome to [B&B name]!

I am [name] and I am glad to have you here. Here are the few things you need for your stay.

Breakfast is served in the breakfast room from [time] to [time]. If you have allergies or intolerances, tell me the evening before and I will prepare something for you.
Wi-Fi: network [network name], password [password].
Your room key also opens the main door. After [time] the main door is locked: use your key.
Times, dinner tips and things to see nearby are in the guide: scan the QR code on the bedside table.

For anything at all, message me on WhatsApp at [number], from [time] to [time].
Enjoy your stay!
[Name]

From the folder in the room to a QR code

The folder in the room has to be redone every time a time changes, and it is usually in one or two languages. A digital guest guide opens from the QR code, with no app, and you update it from your dashboard. With LOQY the steps are these:

1. Create your account and the B&B page. The Free plan covers one property, with no credit card.
2. Fill in breakfast, check-in and check-out, Wi-Fi, services, rules and contacts.
3. Write about the rooms and the shared spaces in Useful information.
4. Download the QR code as a PDF and print it for each room and the breakfast room, next to the welcome letter.
5. Send the same link in the pre-arrival message: guests already know the times and how to get in.

Where to hang the QR code in the rooms and the shared spaces is in Where to put the QR code for guests.

The Free plan includes one property, the basic information, breakfast times and the QR code. The Pro plan costs €10 a month or €90 a year, VAT excluded, with a 7-day trial and no card: if you do not add a card, you go back to Free. It adds unlimited properties, translations, local tips, the breakfast menu as a PDF, additional information and the gallery. If you run several properties or a hotel and need dedicated onboarding, write to support@loqy.info and ask for a custom quote.

Frequently asked questions

Do I need a different guide for each room?

Usually not. Breakfast, Wi-Fi and rules are the same for every room: one page for the B&B and the same QR code in every room. Differences between rooms go on the page. Only if a room really stands on its own is it worth creating it as a separate property, on the Pro plan.

Should the B&B welcome book be translated?

If you host guests who do not speak Italian, it helps. On paper every language is one more folder to keep up to date. On LOQY’s Pro plan you turn on the languages, the guide is translated automatically and guests pick theirs on the page.

What should the welcome letter say?

A few lines: a greeting with your name, breakfast times, the Wi-Fi, how to get in at night and how to reach you. For the rest, point to the guide with the QR code. The example above, in Italian and English, is ready to copy and adapt.

Can I add the breakfast menu?

Yes. Breakfast times are on the Free plan. On the Pro plan you attach the menu as a PDF and change it whenever you like, without reprinting. Write allergies and intolerances in the text, with how to let you know.