HotelBuddy Lite: Your Free Digital Hotel Directory in 10 Minutes. The Complete Setup Guide
- Anu Metsallik
- 5 days ago
- 4 min read
Running a hotel means wearing many hats. You want to improve the guest experience, increase extra revenue, and reduce repetitive front desk questions. But you do not have time for complicated systems, integrations, or long onboarding processes.
That is exactly why HotelBuddy Lite exists.
HotelBuddy Lite is a free, web based digital guest directory and upsell platform designed specifically for independent hotels, guesthouses, and small properties. There is no PMS integration required. No app download for guests. No technical complexity.
You can set it up in about 10 minutes.
This guide explains exactly how it works and how to launch your digital guest directory step by step.
Create Your Account
Go to hotebuddy.eu/hotelbuddy-lite to sign up for free.
After registering, you will receive an email to set your password and access the HotelBuddy admin panel to start building your guest directory.
Complete Your Hotel Profile
Go to Settings and open your Account section. Here you should enter:
Property name
Contact details
Official email address
The Property Name will be displayed to guests in the guest application. Make sure all details are accurate so any general communication from HotelBuddy reaches the correct address.
In the Guest Application Background section, upload an image that reflects your hotel’s style and brand.
Recommended image size:1920 × 1080 pixels, approx. 500 KB.m You can upload a larger image. It will automatically be resized.
After uploading, you can preview your guest app in Features tab to ensure everything looks perfect on mobile.
Add Your Team Members
In the Users tab, you can create and manage user accounts for your property. There is no limit to how many users you can add.
To create a new user:
Click “Add new”
Enter the required information and assign them a role depending on responsibility
The user will receive a password activation link
They can log in with their own account
Admin role
Can create, edit, and delete guest directory items
Can edit account settings and features
Can create and manage users
Manager role
Can create, edit, and delete guest directory items
Cannot edit account settings
Cannot manage features
Cannot create new users
We strongly recommend keeping MFA enabled to protect your account from unauthorized access.
Set Up Your Hotel Directory
Hotel Info Items allow you to manage all information shown to guests in the digital guest directory.
You can:
Add new items
Edit existing ones
Delete items
Reorder them
Activate or deactivate visibility
Add translations
Customize icons
Use templates to speed up setup
Adding New Hotel Info Items
Click the 'New' button above the items list
Choose a name for your item, such as Contact Info, Wi-Fi, Room Service, Pets, or Gym. The name is required in English, but you can also add translations in any other available languages (see below). Use clear, descriptive names for better guest experience.
Click in the description field to open the text editor. Here you can format the text for each information item individually. You can also add hyperlinks, for example to menus. The description is required in English, but you may also add translations in any of the other available languages.
Add icons to make items more visually appealing and easier for guests to understand. You can access the icon folder here and choose from our predefined icons or make your own.
Toggle Active to make the item visible to guests
Click Save to create the item
Using Hotel Info Templates
Hotel Info templates allow you to quickly add new items with predefined content. The template text is only an example. Always adapt it to your property. Using templates can reduce setup time significantly.
Just select a template and click 'Use Template' to create a new item based on the selected template.
Customize the content to match your hotel, adjust opening hours, facilities, or policies; add translations and change the icon if desired.
Adding Translations
You decide which languages to enable in your guest app.
We do not automatically translate your content. This ensures there are no incorrect translations or misinterpretations. You can fully customize each language version and even adapt tone or content depending on the audience.
This gives you complete control over communication quality.
Customizing Icons
Icons make your directory easier to navigate and more visually appealing.
You can
Use predefined HotelBuddy icons from the templates
Browse our Icon Template Library for more options
Upload your own custom icons
For a fully branded experience, you can design custom icons using tools like Canva or AI based design tools. This helps maintain visual consistency and reinforces your brand identity.
Enabling the Call Us Button
Activate the “Call Us” feature to allow guests to contact reception directly with one click from their phone.
Enter your phone number in international format.
This small feature significantly improves guest convenience and reduces friction.
Preview Your Guest Directory and Share the link
Final checklist to ensure you have:
Added all Hotel Info items
Activated the items you want visible
Added translations
Uploaded your background image
Enabled the Call Us feature
Your digital guest directory is ready!
Copy your public guest link from the top right corner of the dashboard.
You can:
Add the link to pre arrival emails
Turn it into a QR code with any QR code generator
Print it for rooms
Display it at reception
Show it on in room screens
Guests simply scan the QR code or click the link. No app download required.
Scan the QR code to see the example of Hotel Aries we have just set up:
Chat & Extra Services
For most properties, the initial setup takes around 10 minutes: Add your essential hotel information. Upload a background image. Activate features. Share your link.
You can always refine and expand later.
Chat and Extra Services will be available soon. Stay tuned!
