A WhatsApp QR code for the hotel front desk

A printed WhatsApp QR code at the front desk, plus a short link for emails and texts, both made by the free WhatsApp Business app for the hotel's number, with a first message ready for guests to send. Free, about 10 minutes.

3 min read · Checked 29 October 2026

Step 1: Open the short link WhatsApp already made

If WhatsApp Business is not set up yet, start with our guide Auto-replies for hotel WhatsApp.

Android: open the Tools tab, tap More (three dots), then Short link.
iPhone: open Tools, then tap Short Link.

With WhatsApp installed, scanning or tapping the link opens a chat with the hotel. From a web browser, a guest sees a page with the hotel's business information and taps Continue to chat. The profile picture only shows on that page if it is shared with everyone in your privacy settings.

Step 2: Write the first message guests see

On the same screen, turn on the slider to set the message guests start with.
Tap the pencil to write the default message.
Save.

First message (example)

Hello, I have a question about my stay.

Guests can edit this before sending. You can change it later under Short link without reprinting anything, because the code itself stays the same.

For a room card, a different example works better: "Hello, I am a guest in room [number]."

Step 3: Save and print the QR code

Android: on the Short link screen tap View QR Code (or Settings, then the green QR code icon next to the business name).
iPhone: tap QR Code.
Save it as a photo: take a screenshot, or tap Share code and pick Photos.
Open the photo and crop it so only the code shows.
Print it from the phone, or email the photo to a computer and print it there.

WhatsApp's QR sticker template needs the code printed at 8 cm by 8 cm, keeping its aspect ratio. Before printing a stack, scan the code with another phone's camera and check that the chat opens with your first message.

Step 4: Put it where guests ask for your number

Examples:

The front desk counter.
The room information card.
The confirmation or pre-arrival email, as the short link. Copy it with the link icon on the Short link screen, or tap Share Link. See our pre-arrival email guide.

The camera inside WhatsApp only scans official WhatsApp QR codes, so print the app's own code rather than one from another generator.

Guests who scan at night still need an answer, so set the away message from the auto-replies guide, and keep the welcome message templates saved as quick replies.

Details and limits

Checked on 2026-10-29. WhatsApp moves menus between app versions, so look for the same words if yours differ.

What it does

One printed code and one link that open a chat with the hotel number, with your first message ready, built into the free app.

What it can't do

It does not reply, so a person, or the away message, still answers each chat. The app help pages do not describe scan counts, so it cannot tell you how many guests scanned. It does not know which room or booking a guest is in unless they say so.

Limits

The code does not expire unless you reset it or delete the WhatsApp Business account.
Resetting makes every printed code stop working, so reset only when you must, for example if spam arrives through a code you posted online (Tools, More, Short link, View QR Code, More, Reset link).
The WhatsApp camera scans only official WhatsApp codes.

When this stops being enough

When you need a different code per room, outlet or language, or chats should reach more than one person or another system, a single code and link is not enough.

Read how the no-build-fee model works.

Sources

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