Digital guidebook migration checklist: change tools without losing guest instructions
Move a PDF or existing guest guide with a content inventory, link replacement register, guest-view tests and a property-by-property sign-off checklist.
Operations · · 7 min read · By StayPerk Team · Updated
Switching a guest manual is not just copying text into a new editor. You also need to find the links guests already receive, identify instructions that have changed, protect private information, and test the replacement before retiring the old version.
This checklist is designed for moving from a PDF, document, printed binder, or another guidebook service. It does not assume that your current provider offers an export or that the destination can import its format automatically. Copy the worksheet, run one property as a pilot, and use the result to plan the rest.
Start with an inventory, not an import button
Separate three things: the content, the files it uses, and the routes guests use to reach it. A new guide can contain every paragraph and still fail if an old scheduled message points to the wrong address.
Keep your working inventory private. Reference sensitive material by an internal label rather than putting live access codes, guest records, or private links in a public spreadsheet.
Guidebook migration inventory — CSV
Template
property_reference,section,source_format,source_reference,content_owner,access_level,needs_update,destination_section,verified_by,verified_date,status [Property A],Arrival,[PDF/document/guidebook],[private reference],[owner],Guest-only,[yes/no],[section],[reviewer],[date],Not started [Property A],Parking,[source format],[private reference],[owner],Guest-only,[yes/no],[section],[reviewer],[date],Not started [Property A],Wi-Fi,[source format],[private reference],[owner],Guest-only,[yes/no],[section],[reviewer],[date],Not started [Property A],Appliance instructions,[source format],[private reference],[owner],Guest-only,[yes/no],[section],[reviewer],[date],Not started [Property A],Checkout,[source format],[private reference],[owner],Guest-only,[yes/no],[section],[reviewer],[date],Not started [Property A],Local recommendations,[source format],[private reference],[owner],[public/guest-only],[yes/no],[section],[reviewer],[date],Not started
Use a property reference that your team can distinguish without exposing unnecessary information. This is a blank planning worksheet, not an invitation to upload filled guest or access data to a public tool.
Sort the content into four decisions
Do not assume every old paragraph deserves to be copied. For each section, choose one of these actions:
| Decision | Use it when | Example |
|---|---|---|
| Keep | The information is current, clear, and still needed | An accurate description of the permitted parking area |
| Update | The topic matters but its details changed | A new remote, entrance photo, or checkout time |
| Remove | The information is obsolete or duplicates another section | An unavailable service or an old temporary restriction |
| Protect | The material needs a restricted audience or delivery time | Reservation-specific access information |
Check the rights and permissions for photos, videos, maps, and other material before reusing them. Moving your own written guide does not automatically give you permission to republish every third-party image it contains.
Build one property as a private pilot
Choose a representative property with the kinds of instructions the rest of your portfolio needs. Build the replacement as a private draft and work through the arrival, stay, and departure information in that order.
Do not advertise the pilot as guest-ready merely because the text imported or pasted successfully. Verify the entrance, parking, Wi-Fi information, equipment instructions, and help contact against the property as it exists now. Confirm that videos play and that photographs show the correct location.
For multiple properties, distinguish shared wording from property-specific facts. A friendly welcome can be reused; the access route, parking space, remote, emergency information, and contact availability need individual review. This is a workflow recommendation, not a claim that every guidebook product offers bulk editing or automatic synchronization.
Find every old link before changing the guest journey
Use a second worksheet to record where the old manual is distributed. Include digital messages and physical signs.
Guest-link replacement register — CSV
Template
property_reference,location_of_link,controlled_by,current_destination,new_destination,updated_by,tested_date,status [Property A],Scheduled pre-arrival message,[account owner],[private reference],[new reference],[reviewer],[date],Not started [Property A],Saved message template,[account owner],[private reference],[new reference],[reviewer],[date],Not started [Property A],Printed QR sign,[property team],[private reference],[new reference],[reviewer],[date],Not started [Property A],Website or confirmation page,[site owner],[reference],[new reference],[reviewer],[date],Not started [Property A],Email attachment or PDF,[sender],[file reference],[new reference],[reviewer],[date],Not started [Property A],Co-host or cleaner instructions,[team owner],[reference],[new reference],[reviewer],[date],Not started
A QR code still points to the destination encoded in it. Replacing a guidebook does not automatically update an old code. A redirect may help only when you control the original address and can implement an appropriate redirect. You cannot assume control over a URL owned by another provider.
After verifying the replacement address, use the guest-manual sign preset in the QR tool to prepare a new printable code and test it at its intended size.
Review the distribution settings inside the systems you actually use. A manually shared guide link is not proof of a native PMS integration or automatic reservation synchronization.
Run the guest acceptance test
Test without the editor's signed-in session. Use the same link and access arrangements an authorized guest will receive, including any appropriate access gate.
| Test | Pass condition |
|---|---|
| Correct property | The guide and all arrival images belong to the intended rental |
| Entry path | The guest reaches the correct instructions from the actual message or printed code |
| Access boundaries | Guest-only and reservation-specific information is not accidentally public |
| Essentials | Arrival, parking, Wi-Fi, help contact, and checkout information are accurate and easy to find |
| Media | Required photos and videos load and agree with the written steps |
| Mobile reading | Text is readable without page-wide horizontal scrolling |
| Backup | The intended printed or saved backup actually contains the essential information |
| Old references | Every known distribution location has been updated or deliberately retained with a clear plan |
Test a backup in the condition it is meant for. A web page that opened earlier is not proof of offline access. A PDF or printed card should be checked directly, and essential instructions should not depend on playing an online video.
Switch deliberately, then retire the old version
Before making the replacement your primary guide, record who approved it, which properties it covers, and which distribution links changed. Keep an authorized, secure copy of the source material you may need to correct omissions. Do not keep sensitive information longer than your actual retention arrangements require.
Tell the people who send instructions which version is now current. Old saved replies and attachment folders can otherwise reintroduce the retired version even after the new guide is published.
Do not cancel a service or remove a working guest route solely because the new editor looks complete. First confirm that existing reservations still have the information they need and that the tested replacement is being distributed correctly.
Property migration sign-off
Template
Property reference: [reference] Replacement guide: [private working reference] Content reviewed by: [name or role] Arrival/access checked by: [name or role] Message and QR routes checked by: [name or role] Guest-view test completed: [date] Backup checked: [method and date] Outstanding issues: [issues, or none after verification] Approved for use by: [authorized person] Retired references handled: [confirmed action]
Moving an existing manual to StayPerk
StayPerk offers free assistance converting an existing manual into a private draft for review. The current conversion page accepts an existing file or guide link and asks for the details needed to respond. That is an assisted conversion service, not a promise of an instant or one-click import from every platform.
Submit only material you are authorized to share, through the actual conversion workflow. Review the resulting draft, correct property-specific details, and test the guest experience before publishing.
Still choosing a format? Read digital guest manual versus PDF welcome book. Use the manual checklist to check that the replacement covers the essentials.
Frequently asked questions
Can I migrate without an export feature?
You may be able to rebuild your own content using the material you can legitimately access and reuse. Check your current provider's available export options and terms. Do not assume every platform permits the same export method or offers a direct importer.
Will my old QR codes keep working?
Only if the destination they encode remains valid or you control an appropriate forwarding arrangement. Test every physical sign rather than assuming that a new manual automatically replaces its old address.
Do I need to move every property at once?
No. A private pilot lets you check the process before applying it to other properties. Repeat the property-specific checks instead of treating a successful first migration as approval for the whole portfolio.
Will StayPerk publish the converted manual automatically?
The conversion offer is to prepare a private draft for your review. Treat review, correction, and publication as separate steps and confirm the actual workflow before making the new guide available to guests.
Useful StayPerk pages
- Have us convert your manual
Request help turning an existing guide into a private draft.
- Digital manual versus PDF
Compare formats before planning the move.
- Digital guest manual checklist
Check the replacement for essential guest information.