Table of contents:
How it works
Every topic starts as guidebook-specific — it belongs to the guidebook where it was created. When you're ready to share it with other guidebooks, you open its Visibility tab and add the guidebooks you want it to appear in. From that point on, the topic becomes shared content and any edits you make apply across every guidebook it's linked to.
There are two ways to share a topic:
Method | Best for |
Direct assignment | Choosing exactly which guidebooks should receive this topic |
Tags | Distributing the topic to many guidebooks at once — every guidebook carrying the tag gets the content automatically |
You can use one or both methods on the same topic.
Share a topic via direct assignment
Open the topic — either from the Guidebook Content tab (click the topic name or (⋯) → Edit) or from the Account library → Content Hub.
Select the Visibility tab.
Under Shown in guidebooks, add the guidebooks you want this topic to appear in.
Click Save Changes.
The topic now appears in every guidebook you selected. Edits update everywhere.
Share a topic via tags
Open the topic and select the Visibility tab.
Under Tags, choose the tags you want applied to this topic.
Every guidebook assigned to those tags will automatically receive the topic.
Click Save Changes.
💡 Tip: Tags are especially useful when you have many guidebooks. Instead of adding them one by one, assign a tag like "Beach properties" to both the topic and all your beach property guidebooks — the content flows to all of them instantly.
📖 Learn more: Tags On Guides Explained
Set the access level
Under Access level on the Visibility tab you can also control when guests see the topic:
Access level | What it means |
Always visible | The topic is available in the guidebook at all times |
Visible only during the stay | The topic only appears between the guest's check-in and check-out dates |
This is useful for content that's only relevant during an active stay — for example, bin collection schedules or temporary access codes.
See which guidebooks a topic appears in
On the Visibility tab, the Shown in guidebooks list updates as you add or remove guidebooks and tags:
Selected guidebooks — you added the topic to these guidebooks directly.
Dimmed guidebooks — the topic is already included in these because of the tags you selected. If you also select a dimmed guidebook, it stays included even if you later remove the tag.
Hide a topic on one guidebook without deleting it
You don't have to delete a shared topic to stop it showing in a specific guidebook. Instead:
Open the guidebook and go to Guidebook Content.
Open the topic (click its name, or (⋯) → Edit).
A card first tells you the topic is used in multiple guidebooks. Choose Edit Shared content, not Duplicate topic.
Go to the Visibility tab and switch on Hide on this guidebook.
Click Save Changes.
The topic is hidden from that guidebook only, not deleted, and your other guidebooks keep showing it. It stays in that guidebook's content list (with no hidden label), so to show it again, open it the same way and switch Hide on this guidebook off.
⚠️ Don't remove a tag to hide a topic from one guidebook. A tag such as All Guides feeds every guidebook that has it, so removing it takes the topic out of all of them.
ℹ️ Topic opens with only the Content and Advanced tabs, or want other options such as Remove from guidebook? See How to hide a topic from a guidebook.
Promote guidebook-specific content to shared
If you've already created content inside a guidebook and later want to share it:
One by one:
Open the topic in the Account library → Content Hub.
Go to the Visibility tab.
Add guidebooks under Shown in guidebooks, or add tags under Tags.
Click Save Changes — the topic is now shared.
In bulk:
In Account library → Content Hub, tick the checkboxes next to the topics you want to share.
Click Bulk actions in the bar at the bottom of the screen.
Choose Assign to guidebook(s) to add the topics to more guidebooks, or Tag topics to add a tag that's assigned to the guidebooks you want.
📖 Learn more: Topic actions – edit, duplicate, delete, get link (all bulk actions)
Editing shared content
You can edit a shared topic in the Account library → Content Hub, or from inside any guidebook that uses it. When you open a shared topic inside a guidebook, you'll first see which guidebooks use it and two choices:
Edit Shared content: edit the topic right there. Your changes show in every guidebook that uses it.
Duplicate topic: make a separate copy for this guidebook only. The copy opens for editing, and your other guidebooks keep the original.
A practical example
You have three guidebooks: Beach Retreat Villa, Mountain Lodge and City Apartment.
You create a "House Rules" topic in Beach Retreat Villa. It starts as guidebook-specific.
You open the topic's Visibility tab and add Mountain Lodge and City Apartment under Shown in guidebooks. It's now shared across all three.
Later, you update the house rules (e.g. a new quiet hours policy). You edit it once — the change appears in all three guidebooks instantly.
Mountain Lodge gets different house rules. You remove Mountain Lodge on the Visibility tab. The topic is hidden from Mountain Lodge but stays active in the other two. You can create a separate guidebook-specific topic inside Mountain Lodge for its own rules.
Next month, Mountain Lodge goes back to the standard rules. You add Mountain Lodge again on the Visibility tab — the shared topic reappears. No re-creation needed.
Quick reference
I want to... | Do this |
Share a topic with specific guidebooks | Visibility tab → Shown in guidebooks → add guidebooks |
Share a topic with many guidebooks at once | Visibility tab → Tags → apply a tag |
Hide a topic from one guidebook without deleting it | Open it inside that guidebook → Edit Shared content → Visibility tab → switch on Hide on this guidebook |
Re-activate a hidden topic | Open it inside that guidebook → Edit Shared content → Visibility tab → switch off Hide on this guidebook. If you removed the guidebook or tag instead, add it back on the Visibility tab. |
Edit shared content | Edit in the Content Hub, or open it in a guidebook and choose Edit Shared content. Changes apply everywhere. |
Convert guidebook-specific content to shared | Visibility tab → add guidebooks or tags, or bulk Assign to guidebook(s) / Tag topics |
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