Free template · updated November 3, 2026

Pod coffee machine instructions for guests (template)

Pod machines look foolproof, but guests still message hosts about them: the wrong pods brought from home, a lid that won't close, a mug that overflows, or nothing but a trickle on day two.

This template keeps it short. It covers filling the tank, loading a pod, picking a cup size, where used pods go in your area and the two or three fixes that solve most problems. Add which pod type fits and where you keep spares.

The template

Replace anything in [brackets] with your own details.

Making a coffee

Fill the water tank at [Tank location] with cold water.
Switch the machine on at [Power button] and wait until [Ready signal].
Lift the handle, drop in one pod [Which way up, e.g. foil side up], and close the handle firmly.
Set a mug on the tray. For a travel mug, [Tray adjustment, e.g. lift out the drip tray].
Press [Cup size button]. It stops by itself.
Open the handle and take out the used pod, or [Used pod container, e.g. it drops into the bin inside the machine].

Pods

Spare pods are in [Pod location]. Help yourself.
This machine takes [Pod type] pods only. Other shapes can jam it, so please don't use pods brought from home unless they match.
Used pods: [Where they go, e.g. the recycling bin under the sink / the regular garbage].
Hot water for tea: [Hot water option, e.g. run the machine with no pod in].

Safety

Please don't open the handle while it's brewing; hot water can spray out.
There's a sharp needle under the lid that punctures the pod. Keep fingers clear.

If something goes wrong

Only a trickle comes out: check the tank is full and seated, then run one cycle with no pod.
It flashes [Light or symbol]: [What it means, e.g. the tank is empty].
It won't switch on: check the plug and [Outlet note, e.g. the switch on the wall socket].
Still stuck? Text [Host name] at [Host phone].

Enjoy your coffee!

Tips

Name the pod type in your listing so guests don't bring the wrong kind.
Leave a few decaf and tea options for guests who don't drink strong coffee.
Say clearly whether used pods go in recycling or garbage where you live; it varies a lot by town.
Keep a reusable refill pod and ground coffee in the cupboard in case the pods run out.
Run a cycle with no pod after each cleaning so the first guest cup doesn't taste of cleaner.

Put it on one guest page instead of a binder

Keegix turns your welcome book into one link and a QR sign by the door. Upload the binder you already have and AI drafts the page in about a minute, or paste this template in. Free forever for one property.

Upload my binder, free See a sample guest page

Questions

How many coffee pods should I leave for Airbnb guests?

Enough for a couple of cups per guest per day is a common starting point. Tell guests where the spares are and whether they can buy more nearby.

Why is the pod machine only dripping?

Most often the tank isn't seated properly or the water line is blocked. A cycle with no pod usually clears it; if not, the machine may need descaling.

Where do used coffee pods go?

It depends on the pod and your local rules. Some are recyclable after emptying, many go in the garbage, so write your area's answer into the template.

More free templates

All house manual instructions · Every free template

Free to use

Copy it, change it, print it, use it with any platform. Sharing it with a host group, on a blog or in a forum? A link back to this page helps other hosts find the latest version:

https://keegix.com/house-manual/pod-coffee-machine/