The Essential Guide to Using QR Codes in Short-Term Rentals

Introduction

With the rise of self check-ins, QR codes have become essential in short-term rentals. With a simple scan, guests can connect to Wi-Fi, access house rules, check equipment guides, book a late check-out, or explore local recommendations.

However, many property managers and hosts still rely on traditional QR codes linked to static PDFs. These are often outdated, impractical, and rarely updated, resulting in a limited experience and repetitive guest questions.

Connected to a digital welcome book, however, the QR code becomes a powerful tool that enhances the guest experience, increases revenue, and streamlines property management.

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How Does a QR Code Work?

A QR code (Quick Response code) is a 2D barcode containing information such as a website link, Wi-Fi access, or payment details. For guests, it’s simple: open the smartphone camera, scan the code, and instantly access the content.

An internet connection is required to load the pages, but the advantage is universal compatibility: QR codes work on all modern smartphones without needing a specific app.

Why QR Codes Are Essential in Short-Term Rentals in 2025

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• Self check-ins as the new standard: the QR code often represents the first interaction between guest and property. In one scan, guests access Wi-Fi, house rules, arrival instructions, and equipment guides.
  
  
• Sustainability and eco-friendliness: one QR code replaces dozens of printed pages, reducing paper and ink while supporting a more sustainable image.
  
  
• Digitally accustomed guests: since Covid-19, QR codes are everywhere, from menus to tickets and payments. Not offering them can make a service feel outdated.
  
  
• Always up to date: unlike static paper, a QR code connects to a digital welcome book that can be updated in real time.
  
  
• Automatic translation: digital welcome books linked to QR codes can automatically translate content. Guests no longer need multiple booklets, everything is displayed in their preferred language.
  
  
• Premium guest experience: a single QR code centralizes all ess

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Practical Use Cases for QR Codes in Short-Term Rentals

‍Instant Wi-Fi connection

A QR code for Wi-Fi allows guests to connect without manually typing the password. With one scan, they can copy-paste the credentials, reducing errors and repeated requests.

Local recommendations and insider tips

Guests can be redirected via QR code to an interactive map of recommended restaurants, bars, or activities. This also provides opportunities to highlight local partners and generate commissions.

House rules and equipment manuals

House rules, emergency contacts, or user manuals for appliances (air conditioning, oven, coffee machine) can be made available via QR code. Additional PDFs or tutorial videos can be added for better clarity, regardless of guest profile.

Payment for extra services

A QR code can also be used to promote and process extra services such as late check-out, mid-stay cleaning, or linen rental. Integrated payment systems allow guests to book and pay directly online without additional communication.

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Linked to a digital welcome book, a single QR code can centralize all of these features in one place.

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Case Study: Classic QR Code vs Digital Guestbook

A property management company handling 20 apartments used basic QR codes (PDF Wi-Fi, Google Maps, YouTube tutorials). Results:

• 40% of guests still asked for the Wi-Fi password,
• 30% of messages concerned check-in/out,
• less than 15% viewed the local recommendations map,
• average review: 4.2 ★/5.
  
  

After switching to a digital guestbook linked to one single QR code:

• 70% fewer repetitive questions,
• +25% increase in upsell sales,
• 60% of guests viewed local recommendations,
• average review: 4.7 ★/5.
  
  

A basic QR code is useful but limited. A QR code connected to a digital guestbook centralizes everything, improves the guest experience, and boosts the profitability of short-term rental hosts and property managers.

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Conclusion

Some guest apps are offered as native applications that need to be downloaded, while others function as web apps accessible instantly via a simple QR code or link. The web app format is often more practical for guests due to its simplicity and immediate access.

The result: a smooth, modern guest experience, more revenue through additional sales, significant time savings, and a professional image that strengthens loyalty.

Discover for free how a can qr code can improve your management and your guest onboarding.