How to Use Images, Videos and Links in Your Digital Guidebook

Presenting a guidebook full of blocks of text means most guests will just skim past it — and finding anything important becomes like searching for a needle in a haystack. Adding digital guidebook images and other visual elements captures your guests’ attention and gives them better context on what you’re trying to communicate.

This article covers how you can elevate your digital guidebook to something that guests will actually use by adding visuals in a meaningful way.

If you haven’t built your guidebook yet, start with our step-by-step guide to creating a free digital guest guidebook.

Why Does Media Matter in a Guidebook?

Most hosts think of their guidebook as a document to fill in — check-in steps, Wi-Fi password, house rules. But guests treat it more like an app they glance at, not a manual they read cover to cover.

A guest standing in front of a confusing thermostat isn’t going to read three paragraphs explaining how it works. They’ll look for a photo showing which button to press, or a 30-second video if it’s genuinely tricky. The same goes for finding the spare key, working the washing machine, or figuring out where to park.

This is also where digital guidebooks pull ahead of paper ones. A printed welcome book can only ever show static text and the odd photo. A digital guidebook can embed video, link directly to a map, and update anytime something changes — all without reprinting a single page.

None of this means every section needs a photo or clip. It means using media where it actually replaces confusion with clarity — which is exactly what the next few sections cover.

Using Images Effectively

Not every image adds value to a guidebook. The goal isn’t to just make the guidebook attractive like your listing page — it’s to answer questions before guests have to ask them.

What’s Actually Worth Photographing

Focus on anything a guest might hesitate over: the entry door and lock, the Wi-Fi router, light switches that aren’t obvious, the thermostat, parking spots, garbage bins and appliance controls. These are the moments guests get stuck, and a clear photo solves it faster than a paragraph of instructions ever could.

Skip the styled shots of cushions and throw blankets — guests have already seen those in your listing. Your guidebook isn’t there to sell the space; it’s there to help someone use it.

Keep Photos Current and Clear

An outdated photo is worse than no photo at all. If you’ve swapped the coffee machine or moved the fuse box, update the image — a mismatched photo just adds to a guest’s confusion instead of solving it.

Good lighting and a straight-on angle beat a fancy shot every time. Guests need to recognise what they’re looking at in two seconds, not admire the composition.

Where Images Matter Most

Photos do the most work in check-in instructions, appliance guides, and anything involving a physical action — locks, keypads, thermostats, remote controls. These are the sections guests actually return to mid-stay, often while standing in front of the confusing… thing.

Adding Videos Where It Actually Helps

Video isn’t for every section — used well, it’s for the handful of things a photo might not be enough to explain. If a guest needs to see something move, twist, or happen in sequence, that’s when video earns its spot.

When Video Beats a Photo

Think about anything with steps: working a tricky lock, starting a hot tub, using a fireplace, or getting a finicky shower to the right temperature. A photo can show a switch, but it can’t show the two-second delay before the light comes on, or the specific angle you need to turn a key. Video removes the guesswork entirely.

Parking that involves a gate code, a narrow driveway, or an easy-to-miss turn is another good candidate. So is the coffee machine — every make and model works differently, and guests are often left guessing first thing in the morning. A quick two-minute video showing exactly how yours works can be the difference between a smooth start to their day and a grumpy one.

Keep Clips Short and Focused

One video, one task. A 20–30 second clip showing exactly how to work the fireplace is far more useful than a five-minute walkthrough of the whole house. Guests are watching this on their phone, often standing in the room trying to follow along — long or rambling videos lose them fast.

Borrowing Videos for Common Appliances

For well-known appliances — a specific coffee machine, dishwasher, or smart lock — you don’t always need to film your own video. Many manufacturers already have short how-to videos on YouTube that do the job.

This works best when your setup matches the standard model exactly. If anything’s been modified or set up differently, your own quick video is still the safer bet — guests won’t appreciate watching a video that doesn’t quite match what’s in front of them.

You Don’t Need Production Quality

A quick phone recording is usually all you need — guests care more about clarity than production value. What matters is that it’s clear, well-lit, and shows the actual steps — not polish. If something in your rental changes, it’s just as easy to reshoot a 20-second clip as it is to swap out a photo.

Adding Links for Useful Resources

External links are extremely helpful in the guidebook when you want to direct the guest to more information or a different format. It helps to keep the guidebook clutter-free while still providing the information the guests may require.

What’s Worth Linking To

Maps are the obvious one — link directly to your property gate, the nearest supermarket, or a favourite café rather than describing directions in text. Restaurant menus, activity booking pages, and transport timetables are also better as links than copied-out text or images that go stale the moment prices change.

This is especially useful when you’re building out your local area recommendations, since it usually covers several categories — attractions, cafés, restaurants, groceries, and more. Instead of writing a paragraph for every place, a link gets guests straight to what they actually need, whether that’s a menu, opening hours, or a ticket page.

Keeping Links Up to Date

A broken or outdated link is worse than no link at all — it sends guests to a dead page right when they need an answer. Restaurants close, menus move, and booking sites change their URLs more often than you’d expect.

It’s worth doing a quick check every few months, especially before a busy season. Click through your links, confirm the business is still open, and swap out anything that’s changed. A five-minute check now saves guests a frustrating dead end later.

Keeping It Organised, Not Overwhelming

More media isn’t automatically better. A guidebook stuffed with photos and videos in every section can end up just as overwhelming as one made entirely of text — guests still have to hunt for what matters.

Match the Media to the Need

Not every section needs an image, and definitely not every section needs a video. Save video for the genuinely tricky stuff, use photos where a quick visual answers a question faster than text, and let simple information — like bin collection days or checkout time — just be a sentence.

Structure Comes First

Media works best when it’s supporting a guidebook that’s already well organised. If your sections aren’t mapped out yet, that’s worth sorting before deciding where visuals go. If you haven’t mapped out your sections yet, our guest guidebook checklist covers everything worth including.

Frequently Asked Questions

Do I need professional photos for my digital guidebook?

No. Clear, well-lit phone photos work perfectly well. Guests care more about recognising what they’re looking at than photo quality.

How many videos should a guidebook have?

Only as many as genuinely help. Most guidebooks need just a handful — for anything with steps, like a lock, hot tub, or coffee machine. Adding video everywhere makes the guidebook harder to use, not easier.

Can I use manufacturer videos instead of filming my own?

Yes, for standard appliances that match your setup exactly. If anything’s been modified or set up differently, filming a short video yourself is the safer option.

Should I add map links in my guidebook?

Yes. A map link is often clearer than written directions, especially for things like gate entrances, parking spots, or nearby landmarks that are easier to show than describe.

Wrapping Up

A guidebook doesn’t need to be packed with media to be useful — it needs the right media in the right places. Digital guidebook images help guests recognise what they’re looking at, video clears up anything genuinely tricky, and links keep your guidebook light while still pointing guests to everything they need.

Get these three working together, and your guidebook stops being something guests skim past and becomes something they actually rely on during their stay.

Ready to put this into practice? Create your free digital guidebook and start adding the visuals that make it genuinely useful for your guests.