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 Share content across guidebooks, search for and add the guidebooks you want this topic to appear in.
Click Save.
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, check the tags you want applied to this topic.
Every guidebook assigned to those tags will automatically receive the topic.
Click Save.
💡 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 explained (new Hub)] (link to future article)
Set the 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 guidebook list updates in real time as you add or remove assignments and toggle tags on or off.
Active guidebooks — the topic will appear in these guidebooks
Greyed-out guidebooks — the topic will be hidden from these guidebooks if you save the current changes
This gives you a clear picture of the impact before you commit.
Remove a topic from a guidebook without deleting it
You don't have to delete a shared topic to stop it showing in a specific guidebook. Instead:
Open the topic and go to the Visibility tab.
Uncheck the guidebook or uncheck the tag that links it to that guidebook.
A warning will appear listing which guidebooks will lose this content. For example:
"This change will remove this topic from 2 guidebooks (Mountain Lodge, City Apartment). Are you sure?"
Confirm to save, or cancel to keep things as they are.
The topic is hidden, not deleted. The relationship is preserved — you can re-activate it at any time by checking the guidebook or tag again.
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 or tags.
Save — the topic is now shared.
In bulk:
In the Content Hub, filter to Guidebook-Specific Content.
Select multiple topics using the checkboxes.
Click Make Shared.
Choose a tag name and assign guidebooks.
All selected topics become shared with the same tag and assignments.
Editing shared content
Once a topic is shared, it can only be edited from the Account library (Content Hub) — not from inside an individual guidebook. If you try to edit a shared topic from the Guidebook Content tab, you'll be redirected to the Content Hub automatically.
This is by design — it ensures that your edit applies consistently across every guidebook the topic appears in.
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. It's now shared across all three.
Later, you update the house rules (e.g. a new quiet hours policy). You edit it once in the Content Hub — the change appears in all three guidebooks instantly.
Mountain Lodge gets different house rules. You uncheck 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 re-check Mountain Lodge 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 → add guidebooks directly |
Share a topic with many guidebooks at once | Visibility tab → apply a tag |
Hide a topic from one guidebook without deleting it | Visibility tab → uncheck the guidebook or tag |
Re-activate a hidden topic | Visibility tab → check the guidebook or tag again |
Edit shared content | Edit in the Account library (Content Hub) — changes apply everywhere |
Convert guidebook-specific content to shared | Open in Content Hub → Visibility tab → add guidebooks or tags |