Table of contents:
What is the Email Capture Topic
The Email Capture Topic lets you collect your guests' email addresses directly from your guide.
You can use this to:
Stay in touch with guests after their stay
Send follow-up messages or updates
Build a list for future marketing or repeat bookings
When guests open this topic, they'll be asked to enter their email address.
The email address is always required for this topic
You can also include a marketing opt-in, so guests can choose if they want to hear from you again
ℹ️ The Email Capture Topic is included on some plans only. In the new Hub, if your plan doesn't include it, it shows a lock icon in the widget list.
Add an Email Capture Topic in the new Hub
Open your guidebook's Guidebook Content tab and expand the subcategory where you want the topic to appear.
Click Add Topic to [your subcategory name].
Under Widgets, click Browse widgets, select Email capture and click Add.
Give the topic a name (e.g. "Stay in Touch!") and write the message guests will see before entering their email.
In the topic's Settings:
Notifications — add the email address(es) that should receive each submission. Leave it blank if you don't want notifications.
Will you use the emails for marketing purposes? — select Yes to collect emails for marketing (you'll then need to add a Link to your privacy policy), or No if the emails will not be used for marketing. See Collecting contact details (marketing settings).
Save the topic.
Add an Email Capture Topic in the legacy Hub
Go to the Content Hub
Open the subcategory where you want the topic to appear
Click the three dots or use the + Add Topic option at the bottom of the subcategory level
Select Special Topics
Choose Email Capture Topic
6. Set up your Email Capture Topic: it works just like any other topic. You can customise:
Topic name: This is what guests will see (e.g. "Stay in Touch!")
Choose notification settings
Select Yes if you want to receive an email each time a guest submits their details
Select No if you don't need notifications
Add email recipients
Enter the email address(es) where submissions should be sent
Click Add Email to include more than one recipient
Choose marketing settings
Select Yes if you want to collect emails for marketing → you'll need to add a Privacy Policy link (see Collecting contact details (marketing settings) below)
Select No if the emails will not be used for marketing
Write the message guests will see before entering their email
Activate the All guides tag if you want this topic to appear in every guide
Click Submit
Collecting contact details (marketing settings) ⚠️
When using an Email Capture Topic, you can choose whether the email addresses will be used for marketing purposes.
Select Yes if you plan to use guest details for marketing
Select No if the emails will not be used for marketing
If marketing is enabled, you'll need a Privacy Policy link to stay GDPR-compliant.
How can I create a Privacy Policy link?
If you don't already have one, you can:
Create your policy using a free generator like Termly, PrivacyPolicies.com, Iubenda or ChatGPT
Publish it on your website or social page.
Add the link in your Email Capture Topic settings so guests can view it before sharing their details.
Include these key points:
What personal data do you collect (e.g. name, email)
Why do you collect it (for guide access, marketing updates, etc)
How you store and protect the data
How users can unsubscribe or request their data
ℹ️ Note: Check the data protection rules for your country, as requirements may vary
💡 Important for Airbnb bookings
Airbnb has rules around:
Promoting direct bookings outside the OTA
Collecting guest contact details for marketing purposes
Asking guests to leave reviews on other platforms
If you are sharing your guide with Airbnb guests, we recommend using OTA Compliance Setting
👉 This helps ensure your setup remains aligned by adjusting what guests see and how their data is handled.
Downloading guest responses
New Hub: go to General settings → Downloads and use Rating/Email Capture Topic responses.
Legacy Hub: go to Guides → Downloads, select Rating / Email Capture Topic responses, use the filters to choose the topics, guides and time period, and download the data as a CSV file.
The download will indicate if permission was given by the user for their details to be used for marketing purposes.
🤝 Need help?
Our Fin AI assistant is available 24/7 and typically responds in under 10 seconds. If Fin isn't able to solve your issue, our support team will take ownership of your case from there.
You can also reach out to our team at [email protected], and we'll be happy to help.