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Guidebook Blocks

Guidebook blocks are modular pieces of content that can be added to and shared across multiple guidebooks. This approach allows you to create a library of reusable content that can be updated in one place and automatically reflected across all associated guidebooks.

Digital Guidebook Blocks

The Power of Modular Content​

The block-based approach to guidebooks offers several significant advantages:

Content Reusability​

Rather than recreating the same information for each property, you can:

  • Create a block once (such as "Pool Access Instructions")
  • Add it to multiple property guidebooks
  • Update the information in one place when changes occur
  • Have all guidebooks automatically display the updated information

Property-Specific Customization​

Different properties often have unique requirements:

  • Create guidebooks tailored to specific properties or communities
  • Use shared blocks for common amenities and area information
  • Create property-specific blocks for unique features
  • Mix and match blocks to create custom guidebooks for each location

Organizational Efficiency​

The modular approach streamlines management:

  • Maintain a consistent structure across all guidebooks
  • Easily identify which content needs updating
  • Assign different team members to manage specific block types
  • Quickly swap blocks in and out as seasonal information changes

Block Types and Their Uses​

SendSquared offers several pre-defined block types, each designed for specific content:

House Guides​

Used for general property information such as:

  • WiFi instructions
  • TV/entertainment system guidance
  • Appliance operation
  • General house rules

House Access​

Specifically for property access details:

  • Check-in procedures
  • Door, gate, or lockbox codes
  • Parking information
  • Key return instructions

Area Guides​

Information about the broader region:

  • Neighborhood overview
  • Transportation options
  • Shopping centers
  • Emergency services

Local Guides​

Focused on nearby points of interest:

  • Parks and recreation areas
  • Beaches or natural attractions
  • Museums and cultural sites
  • Shopping districts

Restaurant Guides​

Dining recommendations:

  • Local favorites
  • Different cuisine options
  • Delivery services
  • Special dietary accommodations

Activity Guides​

Suggestions for things to do:

  • Tours and excursions
  • Seasonal activities
  • Family-friendly options
  • Nightlife and entertainment

Customizable blocks for any additional information:

  • Special events
  • Loyalty program details
  • Extended stay information
  • Any other custom content

Creating and Editing Blocks​

Accessing Block Management​

To create or edit guidebook blocks:

  1. Navigate to the Guidebooks section
  2. Select an existing guidebook or create a new one
  3. Click on the Guidebook Blocks tab
  4. Click Add Block to create a new block or select an existing block to edit

Block Creation Process​

When creating a new block:

  1. Select the appropriate block type from the dropdown menu

  2. Fill in the basic block information:

    • Name: A clear, descriptive title (supports variable interpolation)
    • Description: Detailed content for this block (supports HTML formatting and variable interpolation)

  3. Configure block settings:

    • Access Days Before/After: Control when this specific block becomes visible to guests
    • Display Order: Determine where this block appears in the guidebook
    • Active: Toggle to enable/disable this block without deleting it
    • Visibility Conditions: Set conditional display rules based on guest or reservation data

Location-Based Blocks​

For blocks that reference physical locations (restaurants, attractions, etc.):

  1. Fill in location-specific fields:

    • Location Name: The business or place name
    • Map Link: URL to map directions
    • Address: Complete address information (Line 1, Line 2, City, State/Region, ZIP/Postal Code)
    • Coordinates: Latitude and longitude for map placement
    • External Link: Website URL for the location
    • Phone Number: Contact information
    • Rating: Optional star rating (1-5)

  2. The integrated map feature will display based on the coordinates or address provided

Advanced Block Features​

HTML Content Support​

Block descriptions now support HTML formatting, enabling rich content presentation:

<p>Welcome to our <strong>luxury property</strong> featuring:</p>
<ul>
  <li>Ocean views from every room</li>
  <li>Private beach access</li>
  <li>Concierge services</li>
</ul>
<p>For reservations, visit our <a href="https://example.com">booking page</a>.</p>

Variable Interpolation​

Both block names and descriptions support dynamic variable replacement using double curly braces:

  • {{contact.first_name}} - Guest's first name
  • {{company.name}} - Your company name
  • {{reservation.units[0].name}} - Property name
  • {{reservation.arrival_date}} - Check-in date

Example:

Welcome {{contact.first_name}} to {{reservation.units[0].name}}! 
Your reservation {{reservation.reservation_number}} begins on {{reservation.arrival_date}}.

Conditional Block Visibility​

Blocks can be configured with visibility conditions to show or hide content based on:

  • Guest information (number of adults, children, pets)
  • Reservation details (length of stay, property type)
  • Custom conditions set by your team

Special Block Types​

Identity Verification Blocks​

  • Request specific numbers of identity documents from guests
  • Support image and PDF uploads
  • Track submission status and completion
  • Display upload progress and confirmation
  • Present terms and conditions that require guest acceptance
  • Track acceptance with IP address logging for compliance
  • Display acceptance status and timestamps
  • Prevent duplicate submissions

Adding Media Assets to Guidebook Blocks​

Enhance your guidebook blocks with visual and interactive content by adding media assets. The drag-and-drop functionality makes it easy to upload and manage images, PDFs, and videos within any block type.

Supported Media Types​

You can enrich your guidebook blocks with several types of media assets:

  • Images: Add property photos, area attractions, or instructional diagrams
  • PDFs: Include detailed instructions, maps, brochures, or menus
  • Videos: Embed walkthrough tours, how-to demonstrations, or welcome messages

How to Add Assets to Blocks​

Adding media to your guidebook blocks is simple:

  1. Navigate to the Guidebooks Blocks section and select a guidebook
  2. Select an existing block to edit or create a new one
  3. While editing the block, simply drag and drop files from your computer directly onto the editing area

Asset Management Features​

Once assets are added to your blocks:

  • Smart Gallery Display: System automatically chooses between carousel (multiple images) or single image display
  • Lightbox Integration: Guests can click images to view in full-screen lightbox
  • Thumbnail Sizing: Custom thumbnail width options for consistent display
  • Media Type Support: Automatic handling of images, videos, and PDF documents
  • Previewing: View how assets will appear to guests before publishing
  • Removing: Delete assets that are no longer needed

Best Practices for Using Media Assets​

Make the most of your media assets with these recommendations:

  • Optimize file sizes: Keep images under 2MB and videos under 100MB for faster loading
  • Use high-quality visuals: Clear, well-lit photos create a better impression
  • Include instructional images: Add photos that illustrate complex processes (e.g., thermostat operation)
  • Create visual guides: Use images with annotations to highlight important features
  • Consider accessibility: Add descriptive alt text to images for screen readers

Strategic Use of Assets Across Block Types​

Different block types benefit from specific types of media, although any media can be used in each category:

  • House Guides: Include labeled photos of appliances, entertainment systems, and utility controls
  • House Access: Add images of entry points, lockboxes, parking areas, and security systems
  • Area Guides: Include maps, transportation schedules as PDFs, and overview videos
  • Local Guides: Add attractive photos of attractions and downloadable brochures
  • Restaurant Guides: Include menu PDFs, photos of signature dishes, and exterior/interior shots
  • Activity Guides: Add seasonal photos, video previews of experiences, and reservation forms

Block Management Strategies​

Organizing Your Block Library​

As your block library grows:

  • Use clear, consistent naming conventions
  • Consider prefixing blocks with location identifiers for larger operations
  • Regularly review and archive outdated blocks
  • Create seasonal variants of blocks when appropriate

Updating Blocks​

When information changes:

  1. Navigate to the block that needs updating
  2. Make your changes in one place
  3. Save the block
  4. All guidebooks using this block will automatically display the updated information

Sharing Blocks Across Properties​

To use existing blocks in a new guidebook:

  1. Create a new guidebook or edit an existing one
  2. Navigate to the Guidebook Blocks tab
  3. Click Add Block
  4. Select the existing block from your library
  5. Adjust the display order as needed
  6. Save the guidebook

Best Practices​

Content Development​

  • Keep blocks focused: Each block should address a specific topic
  • Use consistent formatting: Maintain a similar writing style across blocks
  • Include images: Add relevant photos to enhance the content
  • Consider the mobile view: Keep paragraphs short and scannable
  • Update regularly: Set a review schedule for all blocks
  • Leverage HTML formatting: Use HTML to create well-structured, readable content
  • Personalize with variables: Include guest and reservation variables to create personalized experiences
  • Test visibility conditions: Ensure conditional blocks display correctly for different guest types

Block Organization​

  • Logical grouping: Arrange related blocks together
  • Progressive disclosure: Order blocks from most to least important
  • Property-specific first: Place unique property information before general area information
  • Seasonal adjustments: Promote seasonal activities or information when relevant

Testing and Refinement​

  • Preview guidebooks on multiple devices
  • Test access timing settings
  • Collect guest feedback on which information was most helpful
  • Monitor analytics to see which blocks are most frequently viewed

By effectively using the block system, you can create comprehensive, consistent guidebooks that provide your guests with exactly the information they need, when they need it.