Advantages of digital hotel directories

Printed room directories are a thing of the past. With the advent of smartphones and changes in guest behavior, these directories have become obsolete. We show you why and present you with a more sustainable alternative.

1. Is continuing with print directories a good decision?

A hotel directory was born with a very practical objective – to provide information to guests about the hotel, its services, menus and information about the environment.

But in reality are they so useful?

High printing costs

Printing room directories turns out to be a considerable expense. How is the hotel ?alive? and it updates its services and schedules, the directories quickly become obsolete. Not only this, but, as it passes through many hands, the directory often has wrinkled, wet or dirty pages, and gives a bad image and welcome to our guests.

If we calculate that the average cost of a printed directory is 30??, a hotel with 100 rooms spends 3000?? annual replacement.

outdated information

If the menu changes, or there is a change in the opening hours of the services, the hotel staff must reprint the additional material, and then go from one room to another replacing the previous information in the guest directory. This leads to outdated information in hotel rooms and dissatisfied guests.

Let's do a test. Go to a room in your hotel and check the directory. How many bugs have you found?

inappropriate format

?It puts it in the directory, but nobody reads it?, say many hoteliers. And our question is – who wants to read a 30 page book on the first day of their vacation? Guests today need information that is organized, at their fingertips, and that doesn't mean spending valuable vacation time finding it.

Not only that, but guests are increasingly susceptible to sustainability policies, and seeing hotels spend paper, ink, and plastic on something that doesn't generate value for them seems like unnecessary waste.

2. What are the benefits of using a digital hotel directory?

Why is it important for hotels to have a digital directory? To avoid all the problems mentioned above.
The investment in a digital tool, apart from other benefits it provides, is much cheaper than a printed directory.
We assure you that in case of changes, it will take 2 minutes to update them and have them public.
It is not the same to give the guest a book where they have to be looking for how to access the Spa, than an App with an integrated search engine, where just typing the word ?spa? You will have complete information, schedules, treatment menu, and even the option to reserve.

3. How can hotels make the most of a digital hotel directory?

We leave you three ideas to make the most of a digital directory and offer guests information in a fast, specific and updated way.
1. Create a welcome letter
What if instead of giving the guest a bunch of papers when checking in, we simply invite them to enter the App? In this way, we increase the ?engagment? with the App and we make sure that customers know that it exists and that they can find all the information there. Once the client identifies himself within the App, we can provide him with a welcome letter, with the most important information he needs to know.
2. Generate QR codes
One of the most sustainable options is to remove all the prints and replace them with a QR code, which turned out to be a simple and fast way to access the necessary information. We have the possibility of generating a QR code of the pool parameters, for example, and posting this same QR in the pool area, where the guest can comfortably consult the parameters, and at the same time we save time for the Technical Service personnel in filling out the hanging tabs daily.
3. Customize the content that the guest sees in the App
Thanks to Hoteligy's digital directory, it is possible to personalize the content that the guest sees, therefore, we can provide only the information that interests him.
Are there several customization options? we can select that the page is seen only by identified customers, we can segment the pages by type of accommodation or by regime. How does it benefit us? Well, only the clients staying in the rooms with jacuzzis can see the jacuzzi instructions. Or that events for children are only seen by those who are staying in the family rooms. Or launch some Upgrade offers that we do not want customers who are not hosted with that regime to see.

Right information to the right people.


4. Does the digital directory help to save costs?

We leave you a statistical data. During 2022, in a 485-room hotel in Tenerife, a total of 920,375 queries were made within the App.

If only a 10% of these consultations had been made by phone or at reception, and if each consultation would consume only 1 minute (which we know is the minimum) of your employees, we are talking about a saving of 1,534 hours per year. If we multiply it by the gross cost of a worker per hour, we would arrive at an amount of 16,873? annual.

Maybe you don't have a 500-room hotel, but you can understand the impact of digitization.
As we always remember, a digital directory will not replace a receptionist, but it will reduce your workload.


If you think that your type of customer is not ready for this digitization step, analyze how many people in your environment learned to use QR?s in record time, during the pandemic. Even the senior client got used to scanning the code to see a restaurant menu or to travel by train.

According to the results of the survey launched to the users of the App, they confirm that thanks to the fact of being able to search for information autonomously, they save time on their vacations, since they avoid queues and long waits at reception.

About Hoteligy

At Hoteligy we have been helping hotels around the world for years to digitize processes and information for the guest. By implementing the right tools, we try to help hoteliers save time and costs, while promoting the sale of in-stay products and services. 

If you need more information about Hoteligy or have questions about the digitization of your hotels, do not hesitate to contact our team

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